OFO Janitorial FY 24 PerformanceWorkStatement.pdf

Solicitation # UPDATED JANITORIAL PWS Template from PPS Template dated 3/--/2024

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

USFS-S&PF-Forest Health Protection Beus Work Center

4746 South, 1900 East

Ogden, Utah 84403

Contents Project Title

General Information

1.0 Purpose and Background

1.1 Purpose

1.2 Background

2.0 Definitions and Acronyms

2.1. Definitions

2.2. Acronyms

Contractor Requirements

3.0 Scope

4.0 Tasks

5.0 Performance Requirement Measures

6.0 Deliverable / Schedule

7.0 Contractor Personnel Qualifications

8.0 Contractor Quality Control

9.0 Government Quality Assurance

10.0 Contracting Officer’s Representative (COR)

11.0 Government Property (Furnished Property and Materials)

12.0 Contractor Furnished Property and Responsibilities

13.0 Security Requirements

Project Title Janitorial Services for the USFS Beus Canyon Work Center, Region 4 S&PF – Forest Health Protection Group, Weber County, Utah

General Information

1.0 Purpose and Background

1.1 Purpose

Janitorial Services for the USFS Beus Canyon Work Center, Region 4 S&PF – Forest Health Protection Group, Weber County, Utah

1.2 Background

The U.S. Forest Service is a federal agency and subcomponent of the United States Department of Agriculture (USDA). The Forest Service is a land management agency that protects and manages 154 national forests and 20 grasslands in 44 states and Puerto Rico, encompassing 193 million acres of land, in addition to numerous wilderness, recreation, scenic, and other areas.

The agency’s mission is to sustain the health, diversity, and productivity of the nation’s forests and grasslands to meet the needs of present and future generations.

Location of Performance There is one address with multiple buildings in close proximity-three of which will require cleaning services:

Beus Canyon Work Center, 4746 South-1900 East, Ogden, Utah Description This contract is to provide janitorial services within Government-owned facilities at the Beus Canyon Work Center. The site includes three business areas within three buildings. Site information (Site Plan) is included as an attachment to the Requisition Checklist. The three numbered locations in the site plan labeled “building” will be the service locations. The specifications listed below are intended to describe the requirements for services during this period.

The three business areas are defined as:

Beus Canyon Work Center (Main Building)(site plan “1”) Beus Canyon Work Center Greenhouse Building (Greenhouse Building)(site plan “2”) Beus Canyon Work Center Storage Area (Storage/Technician Offices)(site plan “3”)

The three standalone buildings are near each other located within a fenced parking area.

• Main Building The Main Offices building is two floors and is approximately 2400 square feet. The building consists of a meeting and reception area, offices, workspaces, two restrooms, storage rooms/closets and a Laboratory. One stairway and one stairwell access the basement offices, storage closets, bathroom and Laboratory. *Laboratory will not require janitorial services.

Flooring in the building is primarily carpet with some resilient flooring. Walk off mats are used in various locations.

• Greenhouse Building The building is approximately 500 square feet and consists of a scientific research area and Office area, and access to a glass greenhouse area (approx. 250 square feet).

Flooring is tile in office areas and greenhouse area has concrete slab floor with large diameter gravel peripheral areas. *Greenhouse section of this building will not require janitorial services

• Storage/Technician offices The building consists of a library room at main entrance and an offices room adjacent to a storage/maintenance area (approx. 400 sq.ft) The building is approx. 800 square feet. The entrance/library room and office rooms have carpet flooring. The storage room is concrete slab.

*Storage room will not require janitorial services.

2.0 Definitions and Acronyms

2.1. Definitions

2.1.1. ACQUISITION: The acquiring by contract with appropriated funds of supplies or services (including construction) by and for the use of the Federal Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, and evaluated. Acquisition begins at the point when agency needs are established and includes the description of requirements to satisfy agency needs, solicitation and selection of sources, award of contracts, contract financing, contract performance, contract administration, and those technical and management functions directly related to the process of fulfilling agency needs by contract.

2.1.2. ADMINISTRATIVE CONTRACTING OFFICER (ACO): A warranted or unwarranted Contract Specialist whose duties are limited to contract administration. See also Contracting Officer.

2.1.3. BEST VALUE: The expected outcome of an acquisition that, in the Government's estimation, provides the greatest overall benefit in response to the requirement.

2.1.4. BIOBASED PRODUCT: A product determined by the U.S. Department of Agriculture to be a commercial or industrial product (other than food or feed) that is composed, in whole or in significant part, of biological products, including renewable domestic agricultural materials and forestry materials.

2.1.5. CALENDAR DAY: The period of elapsed time, using Coordinated Universal Time or local time that begins at midnight and ends 24 hours later at the next midnight.

2.1.6 CONTRACT: A mutually binding legal relationship obligating the seller to furnish the supplies or services (including construction) and the buyer to pay for them. It includes all types of commitments that obligate the Government to an expenditure of appropriated funds and that, except as otherwise authorized, are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts; orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications.

2.1.7. CONTRACT ADMINISTRATION: A subset of contracting that includes efforts to ensure that supplies and services are delivered in accordance with the terms, conditions, and standards set forth in the awarded contract.

2.1.8. CONTRACT CLAUSE: Or "clause" means a term or condition used in contracts or in both solicitations and contracts and applying after contract award or both before and after award.

2.1.9. CONTRACT MODIFICATION: Any written change in the terms of a contract.

2.1.10. CONTRACT TERMINATION: The cessation or cancellation, in whole or in part, of work under a prime contract, or a subcontractor for the convenience of, or at the option of, the Government, or due to failure of the Contractor to perform in accordance with the terms of the contract (default).

2.1.11. CONTRACTING OFFICER (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The Contracting Officer is the only individual who has the legal authority to contractually bind the Government. The Contracting Officer may designate a government employee to act within the limits of their designation as his/her authorized technical representative.

2.1.12. CONTRACTING OFFICER’S REPRESENTATIVE (COR): An individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. The COR does NOT have authority to change the terms and conditions of the contract.

2.1.13. CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.1.14. DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER: A unique, non-indicative nine-digit identifier issued and maintained by Dun & Bradstreet (D&B) that verifies the existence of a business entity globally. (continued)

D&B assigns DUNS numbers for each physical location of a business. As of April 4, 2022, DUNS Numbers have been replaced by the Unique Entity ID (UEI) and removed from Contractor accounts in Sam.gov. See Unique Entity Identifier.

2.1.15. DAY: Unless otherwise specified, a calendar day.

2.1.16 DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with it in the PWS.

2.1.17. DELIVERABLE: Anything that can be physically delivered but may include non-manufactured things such as Background Investigations of employees, Quality Control Plan, or Safety Data Sheets.

2.1.18. DISINFECT: To cleanse (a surface, a device, a supply of water, etc.) by destroying, inactivating, or significantly reducing the concentration of pathogenic agents (such as bacteria, viruses, and fungi): to treat (something) with a disinfectant.

2.1.19. FIRM FIXED-PRICE (FFP) CONTRACT: Provides for a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

2.1.20. GOVERNMENT TECHNICAL MONITOR (GTM): The Contracting Officer may appoint a Government Technical Monitor to assist the COR in monitoring a Contractors performance. The Contracting Officer may appoint a GTM because of physical proximity to the Contractor's work site, or because of special skills or knowledge necessary for monitoring the Contractor's work. The Contracting Officer may also appoint a GTM to represent the interests of another requirements office or post concerned with the Contractor's work. A GTM shall be a direct-hire U.S. Government employee.

2.1.21. HIGH-TOUCH SURFACE AREAS: Surfaces that people frequently touch with their hands, which could therefore become easily contaminated with microorganisms and picked up by others on their hands. For example, door handles, light switches, shared equipment.

2.1.22. IN WRITING: "writing," or "written" means any worded or numbered expression that can be read, reproduced, and later communicated, and includes electronically transmitted and stored information.

2.1.23. INSPECTION: Examining and testing supplies or services to determine whether they conform to contract requirements.

2.1.24. INVOICE PROCESSING PLATFORM (IPP): A web-based system that provides one integrated, secure system to simplify the management of vendor invoices. It is offered at no charge to federal agencies and their vendors.

2.1.25. KEY PERSONNEL: Contractor’s employees considered essential to successful Contractor performance.

2.1.26. OFFER: A response to a solicitation that, if accepted, would bind the offeror to perform the resultant contract. Responses to invitations for bids (sealed bidding) are offers called "bids" or "sealed bids"; responses to requests for proposals (negotiation) are offers called "proposals";

however, responses to requests for quotations (simplified acquisition) are "quotations," not offers.

2.1.27. OPTION: A unilateral right in a contract by which, for a specified time, the Government may elect to purchase additional supplies or services called for by the contract or may elect to extend the term of the contract.

2.1.28. PAST PERFORMANCE: An Offeror’s, Quoter’s or Contractor’s performance on active and physically completed contracts.

2.1.29. PERFORMANCE-BASED ACQUISITION (PBA): An acquisition structured around the results to be achieved as opposed to the manner by which the work is to be performed.

2.1.30. PERFORMANCE REQUIREMENTS SUMMARY (PRS): Specifies standards to which the requirement must be completed. The tasks to be performed and that will be evaluated by the Government to ensure that contract performance standards are being met.

2.1.31. PERFORMANCE WORK STATEMENT (PWS): A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.1.32. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

2.1.33. PURCHASE ORDER (PO): When issued by the Government, means an offer by the Government to buy supplies or services, upon specified terms and conditions, using simplified acquisition procedures.

2.1.34. QUALITY ASSURANCE: Actions taken by the Government to assure contracted services meet PWS requirements.

2.1.35. QUALITY ASSURANCE SURVILLANCE PLAN (QASP): A written document specifying the surveillance method used for surveillance of Contractor performance.

2.1.36. QUALITY CONTROL: Actions taken by a Contractor to control the performance of contracted services to meet PWS requirements.

2.1.37. SOLICITATION: Any request to submit offers or quotations to the Government.

Solicitations under sealed bid procedures are called "invitations for bids." Solicitations under negotiated procedures are called "requests for proposals." Solicitations under simplified acquisition procedures may require submission of either a quotation or an offer.

2.1.38. SOLICITATION PROVISION OR PROVISION: A term or condition used only in solicitations and applying only before contract award.

2.1.39. SUBCONTRACTOR: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.40. SUPPLEMENTAL AGREEMENT: A contract modification that is accomplished by the mutual action of the parties.

2.1.41. SURGE CLEANING: Additional cleaning that may be needed when there is an increase in activity at the facilities. Implementation of surge cleaning would be via mutual agreement by modifying the contract.

2.1.42. SYSTEM FOR AWARD MANAGEMENT (SAM.gov): The primary Government repository for prospective Federal awardee and Federal awardee information and the centralized Government system for certain contracting, grants, and other assistance-related processes. It includes—

(1) Data collected from prospective Federal awardees required for the conduct of business with the Government;

(2) Prospective contractor-submitted annual representations and certifications in accordance with FAR subpart 4.12; and

(3) Identification of those parties excluded from receiving Federal contracts, certain subcontracts, and certain types of Federal financial and non-financial assistance and benefits.

2.1.43. TERMINATION FOR CONVENIENCE: The exercise of the Government’s right to completely or partially terminate performance of work under a contract when it is in the Government’s interest.

2.1.44. TERMINATION FOR DEFAULT: The exercise of the Government’s right to completely or partially terminate a contract because of the Contractor’s actual or anticipated failure to perform its contractual obligations.

2.1.45. UNAUTHORIZED COMMITMENT: A non-binding agreement between a Contractor and a U.S. Government official who lacks proper contracting authority to enter into a contract or to change a contract.

2.1.46. UNIQUE ENTITY IDENTIFIER (UEI): A 12-character alphanumeric ID assigned to an entity (business) by SAM.gov. On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID. As part of this transition, DUNS Numbers have been removed from Contractor’s accounts in SAM.gov. After April 4, 2022, you will no longer need a DUNS number when registering a new entity, as the UEI will become authoritative. As of April 4, 2022, UEI will be the only unique identifier used.

2.1.47. WASTE CONTAINERS: Trashcans, trash receptacles, wastebaskets, wastepaper baskets, or any container holding trash, paper or refuse of any type.

2.2. Acronyms

ACO Administrative Contracting Officer CO Contracting Officer COR Contracting Officer’s Representative DUNS DUNS number FAR Federal Acquisition Regulation FFP Firm-Fixed Price GTM Government Technical Monitor IPP Invoice Processing Platform PBA Performance-Based Acquisition PRS Performance Requirements Summary PWS Performance Work Statement PO Purchase Order QASP Quality Assurance Surveillance Plan QCP Quality Control Program SAM System for Award Management UEI Unique Entity Identifier

Contractor Requirements

3.0 Scope

The Contractor shall provide all personnel, equipment, materials, facilities, supervision, management, and transportation necessary to fulfill the requirement of this Performance Work Statement (PWS) in accordance with the regulatory, references, and information sources provided within this PWS and any subsequent regulatory or policy changes.

4.0 Tasks

Task 4.1.: Contract Management Outcome: Contract Management ensures effective and efficient effort to successfully adhere to contract terms and conditions and complete the contract requirements.

The Contractor shall:

4.1.1. Provide contract management for, but not limited to:

a. Meeting performance standards and deadlines.

b. Managing personnel.

c. Ensuring all personnel have appropriate training and resources to provide the required performance of the work.

4.1.2. Participate in a Pre-Work Meeting between the Contractor and the Government. The meeting can be in person, telephonic, or video by mutual agreement of the parties. The meeting will occur within 10 business days of award. The meeting will provide for discussions of:

a. Project needs.

b. Draft work plan. (continued)

c. Project risks.

d. Award management, communications, and invoicing.

4.1.3. Update and submit deliverables as required per the Deliverable Schedule (see 6.

Deliverables).

4.1.4. Ensure that all deliverables for all tasks under this contract are complete, accurate, delivered according to established schedule to the Government for review, comment, and acceptance, and comply with all applicable federal regulations.

4.1.5. Maintain a day-to-day collaborative working relationship with the Contracting Officer (CO), Administrative Contracting Officer (ACO), Contracting Officer’s Representative (COR), and Government Technical Monitor (GTM).

4.1.6. Submit site-specific inspection checklists to the COR/GTM every day that work is performed.

Task 4.2.: Fixtures Outcome: All fixtures shall be maintained at a high level of sanitation, cleanliness, and shine.

The Contractor shall:

4.2.1. Clean and disinfect all fixtures daily for the following items:

a. Cabinets

b. Countertops. Counters and tabletops shall be free of streaks, stains, spots, smudges, and obvious soil.

c. Display cases

d. Door handles, push plates, and push bars

e. Drinking fountains. Drinking fountains shall be maintained at a high level of sanitation and luster and be free of mineral build-up, encrustations, water marks, scale, stains, streaks, spots, smudges, or any other debris.

f. Flush levers

g. Handrails

h. Latching and locking hardware

i. Lights and coverings. Exterior and interior of light fixtures shall be free of all cobwebs, soil, stains, dead insects, deposits, and residues.

j. Lockers (exterior cleaning only)

k. Mirrors. Mirrors shall be free of dirt, dust, streaks, smudges, water marks, film, and other foreign matter, and shall not be cloudy.

l. Showers. Showers shall be disinfected to maintain a high level of sanitation and be free of mold, mildew, odors, streaks, spots, stains, encrustation, and mineral deposits.

Concrete floor with epoxy seal, vinyl and painted drywall walls, including grout lines and along edges, shall be maintained to ensure there is not a buildup of dirt, debris, bacteria, or water stains. Partitions and walls shall be free of obvious fluids, dirt, and dust.

m. Sinks and Faucets. Sinks and faucets shall be disinfected to maintain a high level of luster and shall be free of mold, mildew, odors, streaks, spots, stains, encrustation, and mineral deposits. (continued)

n. Toilets. Toilets shall be disinfected to maintain a high level of sanitation and be free of odors, streaks, spots, stains, scum, encrustations, and mineral deposits. Brushes, sponges, cloths, and any other cleaning tools used to clean toilets shall not be used to clean anything other than the toilets.

Task 4.3.: Floors

Outcome: Floors shall be maintained with a clean, uniform appearance and be free of all visible dust, dirt, debris, soil, refuse, marks, stains, standing water, and other foreign matter. Resilient and Non-Resilient floors shall be maintained to have a uniform appearance with a high level of luster and be free of all types of marks. Walls, baseboards, and other surfaces adjacent to the floor shall be free of splashes and marks from equipment and cleaners. There shall be no visible buildup in corners or crevices.

The Contractor shall:

4.3.1. Carpet

a. Vacuum Carpets: Carpeted areas (floors, carpet runners, stairs, walk off mats) shall be vacuumed daily. Vacuuming shall include floor surface, floor edges to the base boards, all exposed inside and outside corners, accessible areas under tables, desks, bookcases, equipment stands, and chairs. Carpeted floors shall be vacuumed to the extent possible without moving or picking up items left on the floor. Exceptions are chairs, garbage cans, and recycle bins which shall be moved to clean carpet beneath these items. All moved items shall be returned to their original position. Carpet stains shall be removed as needed. Contractor shall use a cleaner and method recommended by the product’s manufacturer. Any carpet damage or stains that cannot be removed shall be documented on the Inspection Checklist and brought to the attention of the COR or technical point of contact (POC).

b. Steam Clean Carpets: Steam cleaning of carpets shall be conducted twice annually in May and in October. Steam clean carpets to remove dirt, debris, and stains. Items on the floor shall be moved by the Government prior to cleaning the carpets. The carpets shall be dry before customers occupy the building on the next business day.

Times for carpet cleaning shall be coordinated with the POC or COR four weeks in advance to provide notice to the Government personnel.

c. Wall to Wall

d. Walk-off Mats: Mats and runners shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

4.3.2. Resilient (linoleum, asphalt, vinyl (composition and solid), rubber, wood, and cork) and Non-Resilient (ceramic tile, marble, slate, terrazzo, concrete, brick, wood, and cork):

Resilient and Non-Resilient floors are to be cleaned and disinfected. Resilient and Non- Resilient floors shall be cleaned to the extent possible without moving or picking up items left on the floor. Exceptions are chairs, garbage cans and recycle bins which shall be moved to clean floors beneath these items. All moved items shall be returned to their original position. (continued)

Resilient and Non-Resilient floors shall be buffed once each month at the Contractor’s discretion.

Task 4.4.: Waste Containers Outcome: The inside and outside of all waste containers shall be visibly clean, and free of foreign matter and odors. No debris shall be present on the ground or floor in the immediate vicinity of containers and bins. Waste containers shall be lined with serviceable, properly fitting plastic liners.

The Contractor shall:

4.4.1. Garbage Cans. Garbage cans shall be emptied and returned to their initial location. Any obviously soiled or torn plastic liners shall be replaced. Collected garbage shall be removed and placed in the outside garbage dumpster. All garbage cans shall be left clean and odor free.

4.4.2. Recycle Bins. Recycle bins shall be emptied and returned to their initial location. Any obviously soiled or torn plastic liners shall be replaced. Collected recyclables shall be removed and placed in the outside recycle dumpster. All recycle bins shall be left clean and odor free.

Task 4.5.: Walls Outcome: All horizontal and vertical surfaces from floor to ceiling, unless expressly exempted, shall present a clean appearance and be free of dust, dirt, fingerprints, cobwebs, smudges, streaks, spots, stains, marks, and other foreign matter.

The Contractor shall:

4.5.1. Clean and disinfect. Remove fingerprints, smudges, spots, stains, marks, dust, dirt, lint, cobwebs, and any other foreign debris.

a. Baseboards

b. Corners

c. Cover Plates

d. Crevices

e. Doors. Doors shall be free of dust, dirt, fingerprints, cobwebs, smudges, streaks, spots, stains, marks, and any other foreign matter. Door thresholds and sills shall be free of all visible litter, soil, grit, and other debris.

4.5.1.1. Frames

4.5.1.2. Glass

4.5.1.3. Handles

4.5.1.4. Hinges

4.5.1.5. Kick Plates

4.5.1.6. Knobs

4.5.1.7. Push Bars

4.5.1.8. Thresholds

4.5.1.9 Sills

f. Items attached to the Wall

g. Ledges

h. Moldings

i. Paintings/Pictures/Posters

j. Partitions

k. Switches

l. Surfaces

m. Vents

n. Wall Features

4.5.1.10. Rock/Stone

4.5.1.11. Wainscotting

4.5.1.12. Wood

4.5.1.13. Wood Paneling

o. Windows. Exterior and interior windows shall be cleaned twice per year in May and October. Items on sills shall be moved by the Government prior to cleaning the windows. Times for window cleaning shall be coordinated with the POC or COR four weeks in advance to provide notice to the Government personnel. Windows include the following items:

4.5.1.14. Blinds. Blinds shall be kept free from cobwebs, dirt, dust, spots, stains, and tears.

4.5.1.15. Casings

4.5.1.16. Curtains. Curtains shall be kept free from cobwebs, dirt, dust, spots, stains, and tears.

4.5.1.17. Frames

4.5.1.18. Glass

4.5.1.19. Screens. Screens shall be kept free from cobwebs, dirt, dust, holes, and tears.

4.5.1.20. Sills

Task 4.6.: Appliances

Outcome: All appliances shall be maintained at a high level of sanitation to be free of dirt, dust, cobwebs, fingerprints, streaks, marks, smudges, spots, stains, mold, mildew, encrustations, baked on spills and grease, and any other foreign debris.

The Contractor shall:

4.6.1. Clean and disinfect the exterior surfaces of appliances. Appliances may include, but are not limited to:

a. Microwaves

b. Refrigerators

c. Toaster Oven

Task 4.7.: Furniture Outcome: All furniture shall be free of dust, dirt, spills, stains, and spots.

The Contractor shall:

4.7.1. Clean and disinfect all furniture as needed unless expressly exempted.

a. Fabric

b. Leather

c. Metal

d. Plastic

e. Wood

Task 4.8.: Stairways Outcome: Stairway risers, steps, rails, landings, walls, and ceilings shall be free of dirt, debris, dust, cobwebs, scuff marks, heel marks, stains, and other foreign matter.

The Contractor shall:

4.8.1. Clean and disinfect.

5.0 Performance Requirement Measures

The Performance Requirements Summary (PRS) table describes the acceptable quality level of performance expected by the Government and the means which the Government may use to validate acceptable services.

PWS

Mapping

Required Service

Performance Standards

Acceptable Quality

Level (AQL)

Monitoring Method

Rate of Payment

Deduction

4.2 thru 12.5

Provide Janitorial Services.

Use best commercial standards and practices to accomplish Tasks 4.2 thru 12.5

AND

Buildings are free of dirt, grime, and other foreign matter so that the facility presents a pleasant, healthy, and safe work environment for employees.

Not to exceed missing two tasks or activities per month.

COR will validate Contractor’s Inspection Checklists and work thru random inspections.

4.1 Provide

Contract Management

Personnel are professional and adhere to contract standards.

All deliverables are submitted on time.

Not to exceed two valid customer complaints per month.

Deliverables are submitted within three business days of due date.

COR will validate and verify any complaints.

CO/COR

Validation of Submissions.

6.0 to 12.5 Deliverables and Quality Control

All Deliverables

Not Providing

COR/CO will Validate

5% pay reduction per item, per day of monthly invoice.

Mapping

Required Service Performance Standards Acceptable

Quality Level

(AQL)

Monitoring Method

4.2 thru 4.8 Provide Janitorial Services

Use best commercial standards and practices to accomplish Tasks 4.2. thru 4.8

AND

Buildings are free of dirt, grime, and other foreign matter so that the facility presents a pleasant, healthy, and safe work environment for employees.

Not to exceed missing two tasks or activities per month.

5% deduction from established monthly rate when standards are not met.

COR or GTM will validate Contractor’s Inspection Checklists and work thru random inspections.

Any validated customer complaints.

4.1 Provide Contract

Management

Personnel are professional and adhere to contract standards.

All deliverables are submitted on time.

Not to exceed two valid customer complaints per month.

Deliverables are submitted within three business days of due date.

5% deduction from established monthly rate when standards are not met.

COR will validate and verify any complaints.

CO/COR Validation of Submissions.

6.0 Deliverable / Schedule

DELIVERABLES TABLE

Reference

Deliverable Media Delivery To Due Date

7.2 Designation of Contractor’s

Representative

Microsoft Word or Adobe pdf

CO At Pre-Work Meeting prior to commencement of work

7.3 thru 13.1 Roster of Employees and Background Investigations

Microsoft Word or Adobe pdf

CO At Pre-Work Meeting prior to commencement of work

AND

Any time that a proposed change to personnel occurs

8.0 Quality Control Plan

specific to site

Microsoft Word or Adobe pdf

CO/COR At Pre-Work Meeting

Any time a change to the Quality Control Plan is made.

8.1 and 8.2 Contractor’s Inspection Checklist specific to site

Microsoft Word or Adobe pdf

Hardcopy

CO

COR

At Pre-Work Meeting of work then

Every day that services are provided

8.5 Safety Plan Microsoft Word or

CO

prior to commencement of work

AND

Any time a change to the Safety Plan is made.

12.3 Safety Data Sheets Microsoft Word or

CO/COR

Any time a change to a cleaning product is made and prior to the products use.

12.5 Biobased Products List Microsoft Word or

Adobe pdf

SAM & CO At Pre-Work Meeting of work.

Annually October 31 of each year during contract performance; and

At the end of contract performance

7.0 Contractor Personnel Qualifications

7.1. Experience. The Contractor and Contractor’s employees shall be capable and experienced in janitorial work to perform the services under this contract.

7.2. Contractor Representative. The Contractor shall name a Contractor Representative who is authorized to act on behalf of the Contractor for the purposes of the Contract.

7.3. Key Personnel.

a. The Contractor shall assign to this contract the following key personnel: Contractor Representative and Janitors (continued)

b. During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

c. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

7.4. Roster of Employees. A roster of Contractor employees working under this contract shall be submitted to the Government. Subsequent changes to the roster shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor.

a. Contractor employees shall be free from communicable disease.

b. The CO may require dismissal from the workplace of Contractor employees who the CO deems incompetent, insubordinate, objectionable, or whose continued employment is deemed contrary to the public interest as well as any employee who does not pass the Government Background Investigation.

8.0 Contractor Quality Control

The Contractor is responsible for management and quality control 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 (QCP) including an inspection system that will be used in the performance of the contract. A QCP tailored to this project site shall be submitted for review and approval by the CO.

The Contractor shall ensure all requirements of the contract are addressed in the QCP. The QCP shall be a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable or is brought to the Contractor’s attention by the COR. The importance of a QCP that covers all services is critical to the successful performance of this contract. The QCP shall include, but is not limited to the following:

8.1. Inspection System. An inspection system tailored to the specific building(s) which covers all services/tasks stated in the Performance Standards of this contract. The Contractor shall devise a checklist for use during inspections and provide the name of the individual who will perform the inspections. The inspection checklist must be signed and dated by the inspector at the time the inspection is completed. Inspection shall be conducted at the end of each work shift.

8.2. On-site File. An on-site file of all inspections conducted by the Contractor and the corrective action required and subsequently taken shall be located in an area agreed to by the COR and shall be available to the Government at all times in order that the COR may compare inspections performed by the Contractor’s inspector against the actual conditions which exist at the time of the inspection by the COR.

8.3. Performance of Tasks. A description of how tasks will be performed to achieve the identified quality standards shall be included in the QCP.

8.4. Updates to QCP. The QCP shall be kept current and shall reflect pertinent contract modifications and any changes. The Contractor shall maintain a current copy of the QCP and the janitorial contract at the worksite.

8.5. Safety Plan. A copy of the Contractor’s Safety Plan shall be maintained and included with the on-site files. The Contractor shall include in the Safety Plan descriptions of operations for maintaining safety of Contractor’s employees as well as building safety. It shall also include the Contractor’s Emergency Response Plan for their employees.

The Contractor shall comply with all Occupational Safety and Health Administration (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.

9.0 Government Quality Assurance

Any inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved in accordance with clause 52.212- 4(a) Inspection/Acceptance.

9.1. Government Acceptance Period. Unless otherwise specified, the CO/COR will have five business days to review draft deliverables and make comments. The Contractor will have five business days to make corrections. Upon receipt of the final deliverables, the CO/COR will have five business days for final review prior to acceptance or providing documented reasons for non-acceptance. Should the Government fail to complete the review within the review period, unless the Government requests an extension, the deliverable will become accepted by default.

The CO/COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in this contract. In the event of a rejected deliverable, the Contractor will be notified in writing by the CO/COR of the specific reasons for rejection. The Contractor will have five business days to correct the rejected deliverable and return it per delivery instructions.

10.0 Contracting Officer’s Representative (COR)

The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions: 1) assure that the Contractor performs the technical requirements of the contract; 2) performs inspections; 3) maintains written and oral communications with the Contractor concerning technical aspects of the contract; 4) issues written interpretations of technical requirements to the CO, including Government drawings, designs, and specifications; 5) monitors Contractor’s performance and notifies both the CO and Contractor of any deficiencies; 6) coordinates availability of Government Furnished Property and Materials; 7) provides site entry of Contractor personnel; and 8) is the PIV Sponsor for Contractor personnel’s required Government Background Investigations. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

11.0 Government Property (Furnished Property and Materials)

The Government shall provide the following property and materials to the Contractor for use in the performance of this contract in accordance with FAR clause 52.245-1 Government Property, incorporated by reference in this contract.

Property Approximate Value Provided Via Electrical Power N/A Beus Work Center – all buildings Hot and Cold Water N/A Beus Work Center – all buildings

Garbage Dumpster N/A Beus Work Center – Dumpster

Recycle Dumpster N/A Beus Work Center – Dumpster

Building Access Keys (key cards, key codes, or locks)

$100.00 each Beus Work Center Group Leader

11.1. Utilities

11.1.1. The Government shall provide the following property and materials to the Contractor for use in the performance of this contract in accordance with FAR clause 52.245-1 Government Property, incorporated by reference in this contract.

Electrical power will be furnished by the Forest Service at existing power outlets to operate such equipment as is necessary for contract performance. If any floor outlets are utilized, they are to be returned to a condition that will not constitute a tripping hazard. Under no circumstances will the Contractor's employees unplug Government equipment to access electrical power. Hot and cold water will also be made available to the Contractor as needed. The Government will furnish space in the building for the storage of supplies and equipment to be used in the performance of work under the contract. The Contractor shall maintain this space in a neat and orderly condition. NO flammable or explosive liquids such as gasoline shall be stored in the building.

11.2. Materials

11.2.1. The Contractor must return the Government-furnished property at the end of the period of performance of this contract in accordance with instructions provided by the COR.

12.0 Contractor Furnished Property and Responsibilities

12.1. Equipment. The Contractor’s 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 or COR 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.

12.2. Materials. All needed materials must fit existing installed dispensers/receptacles.

12.3. Safety Data Sheets (SDS). The Contractor shall submit Safety Data Sheets to the COR which shall be kept in an area adjacent to storage areas where cleaning chemicals are kept.

Generally, chemicals are to be stored in safe areas as designated by the COR and in a manner consistent with Manufacturers’ recommended practices.

Contractor must ensure that all SDS’s are readily accessible to all employees for all hazardous chemicals in the workplace.

12.4. Damage to Contractor’s Property. 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 under this contract.

12.5 Bio-Preferred *(see Bio-Preferred document attached to this requisition)

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); the Food Conservation and Energy Act of 2008; the Agricultural Act of 2014;

and the Federal Acquisition Regulation to provide biobased products. The Contractor shall also comply with FAR clause 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts incorporated by reference in this contract.

The Contractor shall utilize products and materials 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 CO.

The following are examples of products that may be used in this contract for which biobased products are available. The list is not all inclusive. It is desirable that the Contractor be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Adhesive and Mastic Removers Carpet and Upholstery Cleaners Spot Removers Dust Suppressants Floor Strippers Furniture Cleaners and Protectors General Purpose Cleaners Glass Cleaners Graffiti and Grease Removers

Hand Soaps and Cleaners Industrial Cleaners Leather, Vinyl, and Rubber Care Products Metal Cleaners and Corrosion Removers

Corrosion Removers Other Metal Cleaners

Microbial Cleaning Products Drain Maintenance Products General Cleaners

Multipurpose Cleaners Sorbents

Biobased products that are designated for preferred procurement under the USDA’s Bio-preferred Program must meet the required minimum biobased content as stated at www.biopreferred.gov. Percentages for products listed above can be found at the following site:

https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml#. The Contractor shall provide data for biobased products such as biobased content. Please see “bio-preferred” document attached to this requisition.

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio-preferred Program, the Contractor is encouraged to use other commercially available biobased products such as biobased products certified with a label.

The Contractor shall comply with FAR clause 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

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

NOTE: 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. The products should first be acquired from the USDA designated products categories.

The Contractor shall submit 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 this contract.

At the scheduled Pre-Work Meeting, prior to commencement of work, the Contractor shall provide a complete list of USDA designated biobased products that it intends to use or supply during performance of this janitorial services contract, including products used or supplied by subcontractors. For each product, the Contractor shall identify the product and brand/manufacturer. For each designated product, the Contractor shall also identify the biobased content. The Contractor shall provide detail on how the Contractor intends to keep abreast of the development and increasing availability of designated and non-designated biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance. The list shall be approved by the COR in writing. The Contractor shall not commence work until this list is approved by the COR in writing. The list must be reviewed and updated annually, and as required by the COR.

Reporting is required by Sections 9002 of the Food Conservation and Energy Act of 2008 and the Agricultural Act of 2014. The Contractor shall provide quantities, product types and dollar value of any USDA-designated biobased product purchased by the Contractor.

This important data shall be submitted to the COR for the current quarter and current contract year. A brief explanation shall include the methodology used to calculate the dollar value of USDA-designated products used or supplied.

The Contractor should also note that USDA-designated biobased products are available for purchase through the AbilityOne Program (formerly known as the Javits- Wagner-O’Day (JWOD) Program). Under this program, members of organizations including the National Industries for the Blind (NIB) and the National Institute for the Severely Disabled (SourceAmerica) offer products and services that are mandatory by Federal agencies. A search of the AbilityOne Program’s online catalog (https://www.abilityone.gov/procurement_list/product_contractors.html) indicated biobased products that fall within the operations and maintenance area. These include but are not limited to cleaners (glass, hand, and multipurpose), graffiti removers, and sorbents.

13.0 Security Requirements

13.1. Government Background Investigation and LincPass

All Contractor employees working on the site must undergo a security background investigation before allowed access to any Federally controlled facility. Background investigations for all Contractor employees working under this contract shall be submitted to the CO and COR, in writing, at least 7 days prior to any change and shall include a copy of that employee’s security background check that has been performed by the Contractor prior to the Contractor employee starting work under this contract.

The Government may require additional screening for security measures of the Contractor and any employee of the Contractor’s firm. Screening and record searches may require additional information be provided to the Government upon request. Failure to provide the information requested by the Government within a reasonable timeframe may result in termination of the Contractor’s right to proceed.

There is a cost for each background investigation. The Government will cover the cost of these background investigations for each initial employee of the Contractor. Subsequent required background investigations, regardless of the reason (i.e., new employee, Government requests removal of an employee, etc.) shall be billed to the Contractor.

13.2. Building Security

The Contractor shall be responsible for locking outside doors and windows and turning off fans and lights when night cleaning is finished in all areas, unless otherwise occupied by Government personnel. During the scheduled cleaning time, lights shall be on only in the portion of the building where the work is being done.

Under no circumstances shall the Contractor or Contractor’s employees allow outside doors to be propped open and/or left unattended while cleaning is being performed. The Contractor and Contractor’s employees shall exercise care when entering and exiting the building by making sure that the outside doors used are securely closed when not in immediate use. (continued)

The Contractor or Contractor’s employees shall not allow anyone other than approved cleaning staff access to the building(s) or share building entry code(s). Noncompliance with this will be considered an act of negligence by the Contractor.

The Contractor or Contractor’s employees shall not disturb papers on desks, tamper with computer terminals, open cabinets or drawers, or use telephones except for emergency calls to the police or fire department. Use of Government photocopiers, fax machines, typewriters, and other Government office equipment by Contractor’s employees is strictly prohibited.

Government office equipment shall not be unplugged, bumped, or disturbed.

The Contractor or Contractor’s employees shall report in writing any hazardous conditions and items in need of repair to the COR.