PWS_21Q0007 Elk City R.S.pdf

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 1 of 13 Performance Work Statement (PWS)

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES

ELK CITY RANGER STATION & RED RIVER COMPOUND

NEZ PERCE-CLEARWATER NATIONAL FOREST

1.1 - Description of Services: The Contractor shall provide all management, supervision, labor, personnel, transportation, materials, equipment, and supplies, except as otherwise specified, necessary to provide janitorial services for the Elk City Ranger Station and Red River Compound at the locations described herein. All work shall be performed in accordance with the Performance Work Statement (PWS), terms and conditions of this contract to include all federal, state, and local laws and regulations.

1.2 - Location and Description: The facilities are located approximately 51 mins (19 miles) apart. Elk City R.S. is located in Elk City, ID approximately 19 miles North of Red River Compound. From Elk City Ranger Station head NW on USFS Dr, turn left on American River Rd, then left onto Main St and continue onto Mother Lode Rd for 3.8 miles, take a left on Forest Service Rd 1818, FS road 1818 turns into 22 Road/ Red River Rd, stay right on Red River Rd, take a slight right onto Dixie Road to get to Red River Compound.

Elk City Ranger Station: Located at 416 USFS Dr, Elk City, ID 83525 on the Red River Ranger District.

Elk City R.S. consist of two (2) Office Buildings and three (3) Bunkhouses that require janitorial services. The eight

(8) buildings (Buildings A-H) apply to the Option Items only.

a) Upper Office: Building is approximately 3,058 ft² building requiring janitorial services on both floor levels.

a. Cleaning Frequency (Upper Office): Two (2) days per month, 12 months.

b) Lower Office (Main Office): Approximately 6,248 ft² double-level building requiring services on the main floor and the basement.

a. Cleaning Frequency (Lower Office-Main Office):

- One (1) day a week (December - February, 3 months),

- Two (2) days a week (March - April, 2 months),

- Five (5) days a week (May - November, 7 months).

c) Bunkhouse #1, #2, #3: Buildings: Approximately 1,230 ft² (each) requiring services on the main floor.

a. Cleaning Frequency (Bunkhouse #2): Two (2) times a year, Spring and Fall.

b. Cleaning Frequency (Bunkhouse #1 and #3): One (1) time a year, Fall.

d) Buildings A-H (see map): Eight (8) buildings vary from approximately 1,000-2,000 ft² (each).

a. Cleaning Frequency (Buildings A-H): The COR or GTM shall coordinate with Contractor in advance prior to scheduling.

Red River Compound: Located at 111 Dixie Rd, Elk City, ID 83525 on the Red River Ranger District. Red River Compound consist of one (1) Multi-Purpose Room that require janitorial services. The ten (10) buildings (Buildings A-J) apply to the Option Items only.

b) Multi-Purpose Room: Located at Red River Compound, approximately 1,014 ft².

a. Cleaning Frequency (Multi-Purpose Room): Once a month, April – October, 7 months.

c) Buildings A-J (see map): Ten (10) buildings vary from approximately 1,000-2,000 ft² (each).

a. Cleaning Frequency (Buildings A-J): The COR or GTM shall coordinate with Contractor in advance prior to scheduling.

Option Items: Carpets-Steam Cleaning, Windows, and Post-Occupation Cleanings are option items, the cleaning requirements for all option items (except the Post-Occupations Cleaning) apply to all items on the Schedule.

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 2 of 13

1.3 - Prework Conference: Prior to commencement of work, the Contracting Officer (CO) will schedule a meeting with the Contractor and COR to discuss the contract terms, work requirements and schedule. At the conference deliverables and contract terms and conditions will be discussed and described to the Contractor.

1.4 - Government Authorized Contract Personnel

Contracting Officer (CO). The CO is the contract authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Only the CO has the authority regarding time, money, or changes to the contract. The term includes certain authorized representatives of the contracting officer (i.e.

COR and GTM) acting within the limits of their authority as delegated by the CO.

Contracting Officer Representative (COR). The COR is the Contracting Officer’s (CO) representative on-site who will ensure that the Government’s technical objectives are met. To this end, the COR will provide necessary information, direction, coordination, monitor, and recommend the necessary actions to the CO within the contractual work description.

The COR is NOT authorized or empowered on behalf of the Government to make any contractual commitments or to authorize any contractual changes to the terms and conditions regarding money, time, and/or scope of the contract. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action.

Government Technical Monitor (GTM). The GTM is the designated representative to ensure technical objectives are met and asset the COR and Contracting Officer (CO) as an inspector to monitor Contractor performance. The GTM is NOT authorized or empowered on behalf of the Government to make any contractual commitments or to authorize any contractual changes to the terms and conditions regarding money, time, and/or scope of the contract. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action.

1.5 - Contractor Representative and Key Personnel: The Contractor shall provide an onsite contract representative (key personnel) who will oversee the performance of the work specified in this contract. Designate and submit in writing 14 days of the effective award date to the Contracting Officer the name of the contract representative and any alternate(s) who shall have the authority to act for the Contractor when the Contractor is absent. The Contractor’s representative or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contractor’s representative and alternate(s) must have a minimum of mid-level janitorial management, supervision and operational experience as well as be able to read, write, speak, and understand English. Notify the CO/COR at least 10 workdays in advance of any subsequent change of personnel in this position. Replacement personnel shall have the same level or more experience as the person being replaced and the Contractor shall provide a background check for all employee’s accessing the Government facilities. The CO may request additional justification/reasoning from the Contractor for any sudden significant changes in personnel to the contract.

1.6 - Government Furnished Property (GFP) and Supplies: The Government will deliver to the Contractor the following listed materials, supplies, property, or services (hereinafter referred to as “Government-furnished property) at the places and times specified below. If the Government should fail to provide such property in agreed upon quantity and quality in a timely manner for its intended use, and upon written request from the Contractor, the Contracting Officer shall make an equitable adjustment of contract delivery or performance dates or contract price, or both pursuant to the “Changes” clause.

Electrical power will be furnished by the Forest Service at existing power outlets to operate equipment as is necessary for contract performance. If any floor outlets are utilized, they are to be left in a condition that will not constitute a tripping hazard, i.e., lids tightly closed when no longer in use. Under no circumstances will Contractor’s employees unplug Government equipment in order to access electrical power. Hot and cold water will also be made available to the Contractor as needed.

a. Coordinate with the COR/GTM for access to the supplies and for replenishment when the GFP stock needs replenishing. Provide a two-week notice to the COR/GTM for replenishment of stock. The Contractor is

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 3 of 13 responsible for any loss or damage to GFP once the Contractor takes possession of the property until the property is incorporated into the work.

b. The Government will provide door keys and alarm codes (if applicable) as required for facility access for the Contractor after office hours. The Contractor shall be responsible for the facility security if unauthorized entry to the building is gained by the use of the keys or codes. Keys shall be returned to the COR or GTM prior to final payment.

c. List of Government Furnished Property (GFP) and Supplies: The following will be available at the Red River

Ranger District office, Elk City Ranger Station. It is the Contractor’s responsibility to keep the COR/GTM apprised of the level of supplies before they reach minimum level to ensure an adequate stock is available.

Description Location

Door Keys Coordinate with COR Plastic Garbage Liners Coordinate with COR Toilet Paper Coordinate with COR Paper Towels Coordinate with COR Sanitary Napkin Disposer Liners Coordinate with COR Paper Towel Waste Receptacle Liners Coordinate with COR Dumpsters Various Locations, coordinate with COR.

- Elk City Ranger Station – Located East of Main Office for disposing of refuse.

1.7 - Contractor Furnished Items and Supplies: The Contractor furnishes all cleaning supplies, materials and equipment (except for the items identified under the GFP above) necessary for satisfactory contract performance.

Materials and equipment shall be of the most suitable type and grade for the purpose. Cleaning supplies may be stored on site. Cleaning supplies stored on site must be labeled with Contractor’s name and the ingredients in the container. The COR will designate a storage location for the supplies.

All necessary cleaning equipment, including but not limited to, waxing and polishing machines, industrial-type vacuum cleaners, etc., needed for the performance of the work of this contract shall be furnished by the Contractor. Such equipment shall be of the size and type customarily used in this kind and shall meet the approval of the COR or CO.

Equipment deemed by the COR or CO to be of improper type or design or which is inadequate for the purpose intended shall be replaced.

Safety Data Sheets (SDSs) and technical bulletins the Contractor must be provide (1) electronic copy to the CO and (1) hard copy to the COR to be assessable onsite within 14 days after the effective award date. Contractors are required to provide documentation confirming third-party certification upon request. Generally, chemicals are to be stored in safe areas as designated by the COR and in a manner consistent with Manufacturers’ recommended practices. Safety Data Sheets (SDSs) and technical bulletins must be provided in hard copy. Contractors are required to provide documentation confirming third-party certification upon request.

1.8 - Hours of Operation: All janitorial services shall be performed after Government business hours of operations (Normal business hour operations for both locations are from 7:30 a.m. to 4:00 p.m. PST).

All Janitorial services shall be performed and completed between the hours of 5:00 p.m. and 6:00 a.m. PST, Monday – Friday. Except for the Bunkhouses, which shall be cleaned between the hours of 8:00 a.m. and 4:30 p.m. PST.

Performance on the weekends shall be coordinated and approved by the COR.

Federal Holidays are excluded, unless requested and approved by the CO and agreed upon by both parties. Hours of operations for janitorial services may be changed if requested and approved by the CO and agreed upon by both parties.

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 4 of 13

1.9 - Contractor Supervision: The Contractor shall have adequate supervision on-site, (unless the Contractor is the sole contract employee) during scheduled hours of contract performance to ensure that all cleaning functions are performed as scheduled by the Contractor to the standards required by the contract.

The Contractor shall supply contact information to the COR for use in contacting the supervisor should the need occur.

a. Refer to 1.5 - Contractor Representative and Key Personnel for additional information.

1.10 - Bio-Based Cleaning Products: The Contractor shall utilize products and material made from biobased materials 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 COR and CO.

The following is a list of products that may be used in this contract for custodial services for which biobased products are available.

All purpose cleaner Floor finish Degreaser/cleaner Floor stripper Glass cleaner Carpet shampoo Disinfectant sanitizer Gum Remover Heavy duty cleaner Floor finish restorer Spot and stain remover Floor sealer Deodorizer Extraction Fluid Air freshener including dispenser Neutral cleaner (liquid Furniture polish Extraction Fluid Stainless steel polish Grout Sealer Bathroom cleaner Lime and scale remover (tub & tile cleaner) Toilet bowl cleaner Brass polish/cleaner Chrome polish/cleaner White board cleaner Cream cleaner Wood floor cleaner Laundry detergent Solvent spotter

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

Submit a list of the products to be used in the performance of work to the COR and CO within 30 calendar days after effective award date. The list of materials should include the name of the manufacturer, the brand name, the bio-based content, and the intended purpose or use of each of the materials listed.

1-11 - Standard of Cleanliness: The Contractor shall provide janitorial services using the best commercial standards and practices that result in the removal of dirt, grime and other foreign matter so that the facility presents a pleasant, healthy and safe work environment for employees. The interior and exterior of facility is clean to touch and site, disinfected and all visible foreign material is removed. All work shall be performed in accordance with the best commercial janitorial standards for cleanliness and the requirements of this performance work statement. Work is subject to inspection and acceptance by the COR. Any failures in performance shall be corrected immediately upon notification.

Deficiency items that cannot be corrected/reworked may be subject to an equitable adjustment in contract price or a deduction.

1.12 - Performance Standards and Guideline Requirements: The Contractor shall maintain the building(s) listed herein in a clean condition and shall provide supplies, materials, and equipment to adequately maintain the premises at an Acceptable Level Quality (AQL) for commercial cleaning services. The following guidelines describe what is normally the commercial industry standard of providing the intended level of services. The guidelines listed below are for http://www.biopreferred.gov/

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 5 of 13 reference and the final results will be the determining factor for the success or failure of this contract. Performance evaluation will be based on the COR or GTM evaluation of cleaning results meeting satisfactory level. Refer to 1.12.1 Janitorial Services Workload Task/Service/Frequency for the recommended and expected cleaning frequency and 1.13 for the Performance Requirement Summary:

a) All space covered in this contract shall be free of obvious dirt, debris, and dust. Spot cleaning should be determined by the Contractor for “as needed” cleaning to meet the standard of cleanliness. Spot cleaning may require janitorial services to clean/remove any visible stains, dirt, dust or grime to restore to a clean and sanitary standard.

b) Trash cans shall be emptied and kept clean and free of dirt, stains, and debris and replace garbage bags as needed. This includes emptying the trash can located outside the doors main entrances, when the cans are half full or as needed. All trash shall be collected and removed to onsite dumpsters or a location designated by the COR. This includes trash and wastepaper baskets in the facility.

c) Glass surfaces, including mirrors, shall be clean and free of smudges.

d) Furniture and all surfaces (-70 inches or under) shall be free of obvious dust and dirt.

e) High Cleaning areas (+70 inches or higher) shall be cleaned twice yearly (Semi-Annual); once in the month of January and once in the month of June. Areas include door and window trim, bulletin board trim, display cases, and tall cabinets.

f) Vacuum and clean all carpets (including mats and rugs); will not have obvious spots or stains. Spot cleaning may be required for any noticeable, new stains.

g) Exterior doors will have no obvious dirt and grime and door handles will be clean and sanitized. Cleaning shall be performed weekly or determined by the Contractor on a as needed basis.

h) Light switches and covers will have no obvious stains or grime and will be clean and sanitized.

i) Sweep & Mop all Hard Surface Floors (Laminate/Resilient Floors) with each cleaning. Includes cleaning under rugs and mats.

j) Drinking fountains shall be clean and free of water marks or any other debris or encrustations and shall be maintained at a high level of sanitation.

k) Restrooms, including shower areas, shall be cleaned and disinfected to maintain all fixtures at a high level of sanitation, cleanliness and shine. Floors, including grout lines and along edges, will be disinfected and maintained to ensure there is not a buildup of dirt, debris, or water stains. Partitions and walls shall be free of obvious stains, fluids, dirt and dust. Toilet supplies shall be replenished as needed to maintain an adequate supply at all times. Trash shall be collected and disposed of in the onsite dumpster at the Elk City compound.

l) Sinks and counters in the Offices and Bunkhouse kitchens will be cleaned and disinfected to maintain a high level of sanitation.

m) Window coverings shall be cleaned once per year and shall be free of dirt and debris. To meet the cleaning standard, the Contractor shall determine if “as needed” cleaning is required.

OPTION ITEMS: The Contractor shall comply with the PWS and requirement below for the following services described below. Option Items may be exercised at any time by the Contracting Officer (CO). If the Option is exercised, the Option Item will be for the price shown on the Schedule at the time of award.

Scheduling of Option Items: Option Items must be exercised by the CO prior to Scheduling. All scheduling shall be coordinated by the COR or GTM in advance with the Contractor within a reasonable amount of time for the Contractor to perform the task.

The Post Occupational Cleaning for Elk City Ranger Station (Buildings A-H) and Red River Compound (Buildings A-J) may be ordered by the COR or GTM on a “As Needed” basis. The Post Occupational Cleaning requirement may be applied to other items listed on the Schedule only if mutually agreed upon by both parties. The CO may determine and apply an equitable adjustment to the contract for any change (i.e. price, additional buildings, etc.) in accordance with clause 52.212-4© Changes.

n) Windows are to be washed inside and out, including cleaning screens and tracks, once in the Spring and once in the Fall.

o) Carpets-Steam Clean, including entrance mats and carpets throughout the Upper Office and Lower Office

(Main Office) buildings shall be thoroughly steam cleaned at a minimum twice yearly; once in the Spring and once in the Fall.

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 6 of 13

p) Post-Occupation Cleaning and Disinfecting of Housing Units (Elk City Ranger Station, Buildings A-H &

Red River Compound, Buildings A-J):

Post-Occupations Cleaning requires the following cleaning requirements:

1. The Contractor shall wear disposable gloves (e.g., latex or nitrile), facemasks and any additional personal protective equipment as recommended by the cleaning and disinfectant product manufacturers.

2. The Contractor shall clean all visibly dirty surfaces using general detergents or cleaning products compatible with the surface materials being cleaned and in accordance with the PWS.

3. The Contractor shall wipe down all frequently touched surfaces using a disinfectant to comply with the U.S. Environmental Protection Agency-registered list of products identified as effective against Novel Coronavirus SARS-CoV-2 or another product containing the same active ingredient(s) at the same or greater concentration than those on the list.

4. The Contractor shall use all products in accordance with directions provided by the manufacturer.

Contractor shall clean all frequently touched surfaces to include, but are not limited to, handrails, doorknobs, key cards, light switches, countertops, water faucets and handles, work surfaces, computer keypads and computer mouse devices, sinks, toilets and control handles, restroom stall handles, toilet paper and other paper dispensers, door handles and push plates, and drinking fountains. Disinfected surfaces should be allowed to air dry.

1.12.1 – Janitorial Services Workload Task/Service/Frequency

Task / Service Frequency

Spot Cleaning Daily / As Needed

Trash Removal and Change Liners (Wastepaper Baskets, etc.) Daily / As Needed

Glass Surfaces including mirrors Daily / As Needed

Furniture and Surfaces areas (-70 inches or under) Daily / As Needed

High Surface Area’s (+70 inches or higher)

Elk City Ranger Station Upper Office Building - Twice a Year (January & June)

Lower Office (Main Office) Building – Twice a Year (January & June) Bunkhouses #2 – Twice a Year (Spring & Fall)

Red River Compound Multi-Purpose Room – Twice a Year (April & October)

Twice a Year

High Surface Area’s (+70 inches or higher)

Elk City Ranger Station Bunkhouses #1 & #3 - Once a Year

Once a Year (Fall)

Vacuum All Carpets (including mats/rugs (Spot Clean) Daily / As Needed

Exterior doors/doorknobs (Clean entrance doors) Weekly / As Needed

Light switches and fixtures Daily / As Needed

Sweep & Mop all Hard Surface Floors (Laminate/Resilient Floors)

Daily / As Needed

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 7 of 13

1.12.1 – Janitorial Services Workload Task/Service/Frequency

Task / Service Frequency

Drinking Fountain’s Daily / As Needed

Restroom – Clean, Disinfect & Descale All Restroom to include Fixtures & Floors (Includes Cleaning Shower Area’s)

Daily / As Needed

Sinks and Counters (i.e. Breakroom, Office Counters, etc) Daily / As Needed

Window Coverings Elk City Ranger Station

Upper Office Building - Once a Year Lower Office (Main Office) Building - Once a Year

Bunkhouses #1, #2, #3 - Once a Year

Red River Compound Multi-Purpose Room – Once a Year

Once a Year / As Needed

Option Items

Windows (Inside/Outside) Elk City Ranger Station

Upper Office Building - Twice a Year Lower Office (Main Office) Building – Twice a Year

Bunkhouses #2 - Twice a Year

Red River Compound Multi-Purpose Room – Twice a Year

Twice a Year (Spring & Fall)

Windows (Inside/Outside)

Elk City Ranger Station Bunkhouses #1 & #3 - Once a Year

Once a Year (Fall)

Carpets Steam Cleaned (including mats/rugs) Elk City Ranger Station

Upper Office Building - Twice a Year Lower Office (Main Office) Building – Twice a Year

Bunkhouses #2 - Twice a Year

Red River Compound Multi-Purpose Room – Twice a Year

Twice a Year (Spring & Fall)

Carpets Steam Cleaned (including mats/rugs)

Elk City Ranger Station Bunkhouses #1 & #3 - Once a Year

Once a Year (Fall)

Post-Occupation Cleaning and Disinfecting of Housing Units Elk City Ranger Station (Buildings A-H)

Red River Compound (Buildings A-J) Ordered As Needed by COR

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 8 of 13

1.13 – Performance Requirement Summary: Table 1.13-1 below describes the Acceptable Quality Level (AQL) of performance the Contractor shall comply with and expected quality of service by the Government. The Government may use the standard below to validate acceptable services. Acceptance by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the contract. The following inspection and acceptance criteria found on the Performance Requirement Summary Table 1.13.1 are to be used to determine acceptance of work under this contract.

1.13.1 – Performance Requirements Summary Table Elk City Ranger Station & Red River Compound

Performance Standard (PWS Table Paragraph #)

REQUIRED

SERVICES

PERFORMANCE

STANDARD /

THRESHOLD

ACCEPTABLE

QUALITY

LEVEL (AQL)

REMEDY

MONITORING

METHODS OF

ASSESSMENT

Schedule

Elk City Ranger Station:

- Upper Office Building,

- Lower Office (Main Office),

- Bunkhouse #1, #2, #3

Red River Compound:

- Multi-Purpose Room

Para. #: 1.11 – 1.13

Effectively manage and complete all tasks on the Schedule;

perform cleaning tasks in accordance with (IAW) the PWS and terms and conditions of the contract.

Complete all tasks accurately, on-time and within the satisfactory level of acceptance and required cleaning frequency.

No more than two (2) valid deficiency or unsatisfactory tasks found per month.

Contractor shall provide immediate corrective action to COR/GTM.

Contractor may be given one opportunity to correct and rework to meet satisfactory level within a time agreed upon by the COR. If rework does not meet satisfactory level, a deduction may be applied by the CO.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist Report

Option Items: Windows and Carpets-Steam Cleaning

Para. #: 1.11 – 1.13

Windows Washed (Inside and Outside) All buildings on the Schedule

1 times a year (Spring & Fall)

Complete all tasks accurately, on-time and within the satisfactory level of acceptance and required cleaning frequency.

No more than one (1) valid deficiency or unsatisfactory tasks found upon inspection

Contractor shall provide immediate corrective action to COR/GTM.

Contractor may be given one opportunity to correct and rework to meet satisfactory level within a time agreed upon by the COR. If rework does not meet satisfactory level, a deduction may be applied by the CO.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

Carpets Steam Cleaning Clean All buildings on the Schedule

Post Occupations Cleaning & Disinfecting of Housing Units.

Elk City Ranger Station

- Buildings A-H (see map)

Red River Compound:

- Buildings A-J (see map)

Para. #: 1.11 – 1.13

Post-Occupation Cleaning of Housing Units

Ordered As Needed

When ordered by the COR, Complete all tasks accurately, on-time and within the satisfactory level of acceptance and required cleaning frequency.

No more than 2 valid deficiency’s or unsatisfactory tasks found upon inspection

Contractor shall provide immediate corrective action to COR/GTM.

Contractor may be given one opportunity to correct and rework to meet satisfactory level within a time agreed upon by the COR. If rework does not meet satisfactory level, a deduction may be applied by the CO..

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 9 of 13

Performance Standard (PWS Table Paragraph #)

REQUIRED

SERVICES

PERFORMANCE

STANDARD /

THRESHOLD

ACCEPTABLE

QUALITY

LEVEL (AQL)

REMEDY

MONITORING

METHODS OF

ASSESSMENT

Contractor Furnished Items & Supplies

Para. #: 1.7, 1.13

Contractor shall provide all Contractor Furnished Supply

Contractor shall furnish all supplies and maintain stock on-hand at a level to perform and meet janitorial service requirements to meet the satisfactory level of acceptance.

No Deviation Contractor shall provide immediate corrective action to COR/GTM. The Contractor may be given one opportunity to correct the contractor furnished supply items to meet satisfactory level within a time agreed upon by the COR. If the contractor is unable to provide items within a reasonable amount of time, a deduction may be applied by the CO.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

Government Furnished Property (GFP) and Supplies

Para. #: 1.6, 1.13

Government provides all GFP listed to meet cleaning requirements.

Government shall maintain GFP supplies stock levels listed in the contract at a level for the Contractor to be able to perform to meet cleaning requirements at a satisfactory level.

No Deviation If the Government fails to provide GFP in the agreed upon quantity and quality in a timely manner for its intended use, and upon written request from the Contractor to the CO, the CO may make an equitable adjustment of contract delivery, performance dates, or contract price, or both pursuant to the clause 52.212-4© Changes.

- Random Monitoring

- Valid complaint

- Deliverables

- Janitorial Inspection Checklist

Security of Facilities

Para #: 1.19

Maintain secure facility upon completion of tasks.

Comply with Security Requirements for Facilities

No Deviation Contractor shall provide immediate corrective action to COR/GTM. If security issues continue to occur due to the Contractor not meeting the security requirements, the Contractor Rep may be removed from the contract and replaced with a qualified replacement. Contractor may be held liable for any damage/theft to the Government facility if the Contractor is found at fault.

- Random Monitoring

- Valid complaint

Continued . . .

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 10 of 13

Performance Standard (PWS Table Paragraph #)

REQUIRED

SERVICES

PERFORMANCE

STANDARD /

THRESHOLD

ACCEPTABLE

QUALITY

LEVEL (AQL)

REMEDY

MONITORING

METHODS OF

ASSESSMENT

Deliverables Para #: 1.21

Biobased Products List Para #: 1.10

Contractor Representative Para #: 1.5

List of Contract Employees w/Background Checks Para #: 1.5 & 1.16

Quality Control Plan Para #: 1.14

Contractor Furnished Supplies - Safety Data Sheets (SDSs) Para #: 1.7

Deliver all Deliverables

Meet the contract requirement for each deliverable item stated in the PWS and terms and conditions of the contract.

Complete and submit all deliverables within the time stated in the PWS.

Meet each deliverable requirement.

No more than two (2) of the deliverables may be completed and submitted beyond the due date. No tasks may be completed beyond the deliverable date unless a written request and approved by the CO prior to the deliverable date.

None, all items shall be completed and submitted as stated in the PWS.

- Random Monitoring

- Valid complaint

- Deliverables

1.14 - Quality Control Program (QCP): The Contractor is responsible for management and quality control to meet the terms of the 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. The QCP shall be submitted to the CO electronically to review and approval within 14 days of the effective award. A general QCP may be submitted with the Contractor’s quote.

The Contractor shall ensure that all of the requirements of the contract are addressed in a Quality Control Plan (QCP).

The QPC shall be a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable or the COR/GTM points out the deficiencies. The importance of a QCP that covers all services is critical to the successful performance of the custodial program. The QCP shall include, but is not limited to the following:

a) Contractor shall devise a Janitorial Inspection system tailored to the specific building(s), which covers all services stated in 1.13 Performance Requirement Summary of this contract. The Contractor shall devise a checklist for use during inspections and the authorized individual who will perform the inspections. The Contractor may use the Government provided Janitorial Inspection Checklist attached for this contract or devise their own, but the Contractor shall meet the standards set forth in the PWS. The checklist will be signed and dated by the Contractor at the time the inspection is completed. The inspection shall be conducted at the end of each work shift. It is not permissible for the person who performs the work to inspect and accept the work (unless the Contractor is the sole contract employee). The Contractor or his/her employees who will complete inspections shall be identified.

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

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 11 of 13

c) Contractor will provide a description of how tasks will be performed in order to achieve the identified quality standards.

1-15 - Quality Assurance Surveillance Plan: The Government relies on the Contractor’s Quality Control Plan (QCP) for commercial services as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial service being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government may conduct Quality Assurance (QA) 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 under Contract Clause FAR 52.212-4(a), “Contract Terms and Conditions-Commercial Items”. Refer to the separate attachment “QASP” for additional information.

OTHER REQUIREMENTS

1.16 - Qualifications of Contractor or Employee’s: The Contractor and his/her employees shall be capable and experienced in janitorial work to perform the services under this contract. Contractor personnel shall be easily recognized as Contractor employees. The Contractor shall provide a list of employees authorized to work under this contract, and the contractor will provide copies of full background checks on the employees, as well as any replacement employees to the Contracting Officer within 14 days of the effective award date and in accordance FAR 52.204-9 Personal Identity Verification of Contractor Employees incorporated by reference. The list of Contractor personnel employed under this contract shall be provided to the Contracting Officer 14 days after the effective award date. Subsequent changes to the roster shall be provided to the CO no later than 2 days after any change is made. The Contractor employees shall be free from communicable disease. The Contracting Officer may require dismissal from the workplace of employees whom she/he deems incompetent, insubordinate, or otherwise objectionable, or whose continued employment is deemed contrary to the public interest. The on-site supervisor (unless the Contractor is the sole contract employee) shall have experience and demonstrate ability in both supervision and custodial work.

Training should be provided to all cleaning personnel for the policy and procedures in the form of a Training Plan.

Training may be provided through the product manufacturer or vendor. The goal of training and education is to reduce the impact of cleaning products and practices on custodial workers, building occupants, and the environment. The Training Plan must achieve the following:

a) Ensure that the Contractor personnel are fully informed and educated on the goals and priorities driving the product/equipment choices and procedures; help personnel understand the environmental and health issues associated with the products and equipment they are using.

b) Review contents of the Safety Manual including reading manufacturers Safety Data Sheets (SDSs) and technical bulletins.

c) Identify where to locate emergency contact information, and clarification of any questions as to the implementation of this plan.

d) Explain use of chemical concentrates and appropriate dilution systems or dispensing equipment.

e) Show procedures to minimize exposures and impacts of handling chemicals, managing hazardous spills, mishandling, and other incidents and where to locate emergency contact information.

f) Provide instruction on maintenance, disposal, and recycling of cleaning products and packaging.

g) Identify proper use and maintenance of cleaning equipment. Instruction manuals must be reviewed and available for all janitorial equipment.

h) Demonstrate step-by-step instruction for the use of cleaning products.

1-17 - Subcontracting: The Government reserves the right to approve or disapprove any subcontractors selected. The Contractor shall obtain approval from the CO for all subcontractors prior to entering into any subcontracts. The Contractor's request for approval shall be in writing and include the specific work to be accomplished by the subcontractor. Contractor shall submit a completed SF1413 to the CO for subcontracting request 14 days prior for approval, (Part I – Prime, Part II – Subcontractor).

https://www.acquisition.gov/far/part-52#FAR_52_204_9 https://www.acquisition.gov/far/part-52#FAR_52_204_9 https://www.gsa.gov/Forms/TrackForm/32842

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 12 of 13

1-18 - Standards of Conduct: The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

1-18.1 Removal from Contract Work: The CO or a designated representative (COR or GTM) may require the Contractor to remove any employee(s) from Government (Forest Service) controlled buildings or other real property should it be determined that the individual(s) is either unsuitable for security reasons or otherwise unfit to work on Forest Service controlled property. This shall include, but not limited to, instances where an employee is determined, in the Government’s sole discretion, to be incompetent, careless, insubordinate, unsuitable or otherwise objectionable.

(a) A Contractor employee may also be removed where the continued employment of the Contractor employee in connection with the Forest Service work is deemed, in the Government’s sole discretion, contrary to the public interest, inconsistent with the best interests of security, or a potential threat to the health, safety, security, general well-being or operational mission of the facility and its population.

(b) Where a Contractor employee is granted a temporary suitability determination, and an unfavorable final suitability determination is later rendered, the Forest Service may insist on the employee’s removal from the work site and from other work in connection with the Contract.

(c) The Contractor shall be responsible for providing replacement employees in cases where contract employees are removed at no additional cost to the Government.

1.19 - Security of Facilities: 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 directed by Forest Service personnel still on site and in use of the Government facility. During the time the Contractor is performing tasks, lights shall be ON only in the portions of the building where necessary use is required by the Contractor.

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

The Contractor will be responsible for seeing that the Contractor’s employees do not disturb papers on desks, tamper with computer terminals, open drawers or cabinets, 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 personnel is strictly prohibited. Government Office equipment shall not be unplugged, bumped, or disturbed in any manner unless specifically authorized by Government personnel.

Contractor shall notify the COR if exterior doors are found unlocked or if any unusual activity is noticed on the facilities.

No access or cleaning will be allowed in the computer/telephone room.

No access or cleaning will be allowed in the mechanical/electric room.

1.20 - Safety: In order to help keep the buildings safe and secure, report hazardous and safety conditions and any items in need of repair to the COR or GTM. Keep doors closed/locked when in the buildings.

Contractor shall not allow ANYONE other than authorized cleaning person(s) access to the buildings or allow anyone to borrow or use door keys or give anyone the entry code.

Do not open doors to anyone you do not recognize. All Forest Service personnel have entrance codes or keys.

RFQ No.: 1284LL21Q0007 / Janitorial Services for Elk City R.S. & Red River Compound / Page 13 of 13

1.21 - Deliverables:

Deliverable Items Media Due Date Submit to Biobased Products List Para #: 1.10

- Electronic copy (*PDF or Word)

30 calendar days after effective award

CO and COR

Contractor Representative Para #: 1.5

- Electronic copy (*PDF or Word)

14 days after effective award CO and COR

List of Contract Employees with Background Checks Para #: 1.5, 1.16

- Electronic copy (*PDF or Word)

14 days after effective award CO and COR

Quality Control Plan Para #: 1.14

- Electronic copy (*PDF or Word)

14 days after effective award CO and COR

Contractor Furnished Supplies - (Safety Data Sheets (SDSs)) Para #: 1.7

- Electronic copy and Hard Copy (*PDF or Word)

14 days after effective award CO and COR

*PDF preferred