RFQ 1240BK23Q0060 Diamond Lake Toketee Janitorial Combined SS.pdf

Solicitation Number: 1240BK23Q0060

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6 of the Federal Acquisition Regulation, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a Request for Quotation (RFQ).

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-02.

(iv) This procurement is set aside for total Small Business. The NAICS code is 561720 and the Small Business Size Standard is $22 million.

(v) Schedule of Items/Price Schedule

Project Description: Diamond Lake Ranger District Janitorial Services

Vendor Name: __________________________________Vendor UEI:___________________

JANITORIAL SERVICES

Toketee Ranger Station Diamond Lake Ranger District

Umpqua National Forest Item Description Qty Unit Unit

Price Amount

Base Year – Performance period June 1, 2023 through April 30, Office (Bldg. 2020)

Month

2 Wellness Center (Wellness House) 11 Month $______ $_________

3 KV BD Warehouse (Bldg. 2222) 11 Month $______ $_________

4 Automotive Shop Restroom (Bldg. 2223; June-October Only) 5 Month $______ $_________

TOTAL BASE YEAR $_________

Option Year 1 – Performance period May 1, 2024 through April 30, 2025

6 Wellness Center (Wellness House) 12 Month $______ $_________

7 KV BD Warehouse (Bldg. 2222) 12 Month $______ $_________

8 Automotive Shop Restroom (Bldg. 2223; May-October Only) 6 Month $______ $_________

TOTAL OPTION YEAR 1 $_________

Option Year 2 – Performance period May 1, 2025 through April 30, 2026

10 Wellness Center (Wellness House) 12 Month $______ $_________

11 KV BD Warehouse (Bldg. 2222) 12 Month $______ $_________

12 Automotive Shop Restroom

TOTAL OPTION YEAR 2

Option Year 3 – Performance period May 1, 2026 through April 30, 2027

14 Wellness Center (Wellness House) 12 Month $______ $_________

15 KV BD Warehouse (Bldg. 2222) 12 Month $______ $_________

16 Automotive Shop Restroom

TOTAL OPTION YEAR 3 $_________

Option Year 4 – Performance period May 1, 2027 through April 30, 2028

18 Wellness Center (Wellness House) 12 Month $______ $_________

19 KV BD Warehouse (Bldg. 2222) 12 Month $______ $_________

20 Automotive Shop Restroom

TOTAL OPTION YEAR 4 $_________

TOTAL QUOTE, ALL YEARS $_________

Schedule Notes:

a) Items labeled as optional are not required to be exercised by the government. If exercised, the contractor will be required to perform the optional work in accordance with the terms and conditions of this contract.

(vi) Description of Requirement (including a list of any attachments)

General

This solicitation contains a work statement for a performance based service, this means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether the finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the requirement unless there are safety, security or communication requirements.

It is the responsibility of the Contractor to ensure that the necessary hours that it will take to meet the performance standards specified are built into their pricing.

The Contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created to identify and correct deficiencies in the quality of services before performance becomes unacceptable.

It is the scope of this contract to secure janitorial services for Government Offices on the U.S.

Forest Service Administrative site in strict compliance with the terms, specifications, conditions, and provisions contained herein. The contractor shall furnish all labor, equipment, supervision, transportation, supplies (except those listed under Government furnished), and incidentals necessary to complete the work as specified.

The regular cleaning services shall be performed at frequencies determined by the Government.

The quantity of office furniture or utilization of floor space is subject to change during the contract period. Performance shall be based on the Government’s evaluation of the results.

The Contractor MUST have established, experienced janitorial staff for this location, prior to contract award.

Building Descriptions

1. Toketee Ranger Station Office Building No. 2020: The office is approximately 13,353

sq. ft. in size which is comprised of 12,060 sq. ft. of carpeted space and 1,293 sq. ft. of resilient flooring. The building is typical of an office setting comprised of open office areas, reception area, conference room, break room, main restroom, and two single use restrooms.

2. Wellness Center, Building Name: Wellness House. This building is two stories, approximately 1,567sq. ft. in size, and has approximately 970 sq. ft. of carpeted space. The Wellness Center houses gym and recreation spaces (equipment cleaned by Forest Service employees), a laundry room, and two bathrooms.

3. KV BD Warehouse Building No. 2222: This building consists of a small office, two restrooms and showers.

4. Automotive Shop: This shop consists of one (1) restroom to be cleaned.

Licenses and Insurance

The Contractor shall obtain necessary licenses and insurance needed to perform this contract and will provide copies of the necessary licenses and insurance prior to contract award.

Performance Standards and Guideline Requirements

The Contractor shall ensure that the buildings present an overall appearance of cleanliness. The Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning that is consistent with comparable industry standards for this type of contract. The following guidelines describe what is considered to be the normal industry quality and performance standards for this type of contract.

The following guidelines are for reference only and final results will be the determining factor for the success or failure of this contract. The definition of clean is to remove dirt, water streaks, gum, grease, tar or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness. Performance will be based on the Contractor’s effort in meeting the performance and quality standards, not the method of performance.

Schedule of Services Required

a) Restrooms: Shall be cleaned twice weekly (unless indicated otherwise in specifications) on days of the week set by the COR (typically Tuesday/Wednesday or Saturday/Sunday), using a disinfectant cleaner. Fixtures, metal chrome surfaces, doorplates, urinals, toilet bowls and tanks, washbasins, shower stalls, mirrors, shelving and dispensers shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust and encrustation. Urinals/bowls shall be cleaned as far into the trap as possible and under the inside rim. Removal of stains with soap grit or grit cake is allowed; however, the use of toilet bowl cleaners, acids or strong alkalis which tend to damage glaze shall not be allowed. Cleaning shall include the seat, interior/exterior of bowl/urinal, flush lever, water supply connectors and shut off valves.

Maintain traps free from odor. Partitions, mirrors, doors, paper towel holders, vents, sills and walls shall be free of dust, dirt, and graffiti. The full surface area of all stall partitions, doors and waste receptacles shall be damp-wiped utilizing a multipurpose (disinfectant-deodorizer) cleaner.

Restroom supplies, including paper towels, toilet paper, garbage bags and liquid hand soap, shall be replenished as needed to maintain an adequate supply at all times. Restrooms shall be free of discarded material and waste receptacles shall be emptied. Trash shall be collected and put into a government provided dumpster. Waste receptacles shall be lined and kept free of trash, dirt, stains, and debris. Flooring, base molding and walls shall be free of dirt, debris, all types of marks and foreign matter, damp mopped and washed as the only method of wet cleaning, using disinfectant cleaner.

Performance Standard: Fixtures shall be free of smudges, marks, spots or unsightly discoloration. Toilet bowls and urinals shall be de-scaled and the entire surface shall be free from streaks, stains, scale, scum, urine deposits and rust stains. Floors shall be free of visible loose dirt or streaks, scuff marks, heel marks, other stains and discoloration and mop strings.

Corners, crevices, moldings and ledges shall be free of all dust, dirt and cobwebs. The least amount of water, soap solution or water cleaner solution required to remove dirt and rinse floors shall be used. Flooding of floors shall be avoided at all times. Surfaces shall be left dry.

Sufficient supplies shall be provided to meet usage.

Performance Measurement: The Government will inspect restrooms on a random basis. The Contractor shall correct any performance deficiency within 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

b) Office space (including Main Office Building No 2020, Wellness Center, KV BD Warehouse Building No 2222, Automotive Shop Restrooms): Shall be cleaned twice weekly (unless indicated otherwise in specifications) and be free of obvious surface dust, dirt, debris, carpet stains (with the exception of current/existing stains), trash, streaks, and smudges, and present an overall appearance of cleanliness. Horizontal surfaces less than 70 inches high will be free of obvious dust, dirt, oil spots or smudged surfaces. Desks with papers, computers and keyboards will not be dusted. The Contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets or using office equipment provided for official Government use. Trash shall be collected from work areas and put into a government provided dumpster. Trash containers shall be lined and kept relatively free of trash, dirt, stains and debris. Molding shall be free of dirt, debris, all types of marks, cobwebs and foreign matter.

Carpets and rugs shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum and crusted material. Vacuuming and spot cleaning will be done at a frequency that will protect the integrity of the carpet and prolong wear, two times a week. There are to be no areas of deterioration of fuzzing to the carpet and rug as a result of harsh brushing or scrubbing.

Cleaned area of carpets and rugs should reasonably blend with surround carpet. Carpets shall be dried within 24 hours to prevent mold growth. All floors without carpet will be free of debris, grime and grease from the floor surface and be maintained per industry standards. Mop and mop bucket will be clean and stored appropriately for reuse. Office space includes mini blinds and vertical blinds.

Performance Standard: Furniture and blinds shall be free of visible dust, cobwebs and trash cans shall be emptied twice weekly. Carpeted areas, windowsills and molding shall be clean and free of dust balls, visible dirt, cobwebs and other debris. Non carpeted areas shall be free of debris, grime and grease.

Performance Measurement: The Government will inspect Office space on a random basis. The Contractor shall correct any performance deficiency within 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

c) Main lobby, entrance ways, porches, access walks, foyers and hallways: Shall be cleaned twice weekly (unless indicated otherwise in specifications) and be free of obvious surface dust, dirt, cobwebs, debris, carpet stains, trash, streaks and smudges and present an overall appearance of cleanliness. Horizontal surfaces less than 70 inches will be free of obvious dust, dirt, oil spots, or smudged surfaces. Contractor will ensure that walls, baseboards and other surfaces remain free of obvious dirt, stains and streaks. Metal doorknobs, push bars, thresholds, kick plates, railings and other metal surfaces shall be free of obvious dirt, stains and streaks.

Counters, railings, grilles, fire apparatus, doors, corners, crevices, moldings and ledges within 70 inches from the floor shall be dusted. Carpets and rugs shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum and crusted material. Molding shall be free of dirt, debris, all types of marks and foreign matter. Vacuuming and spot cleaning will be done at a frequency that will protect the integrity of the carpet and prolong wear, two times a week. There are to be no areas of deterioration of fuzzing to the carpet and rug as a result of harsh brushing or scrubbing. Cleaned area of carpets and rugs should reasonably blend with surround carpet.

Carpets shall be dried within 24 hours to prevent mold growth. All floors without carpet will be free of debris, grime and grease from the floor surface and be maintained per industry standards.

Mop and mop bucket will be clean and stored appropriately for reuse. Trash shall be collected and put into government provided dumpsters. Trash containers shall be lined and kept relatively free of trash, dirt, stains, debris and odors. Interior and exterior windows/glass will be clean and free of obvious dirt, dust, cobwebs, grime, streaks, cloudiness and smudges. Surrounding and adjacent areas shall be free of standing water, drips or watermarks. Outside ashtrays and walkways shall be free of accumulated cigarette butts.

Performance Standard: Furniture shall be free of visible dust, cobwebs and trash cans shall be emptied twice per week. Corners, crevices, moldings and ledges shall be free of all dust.

Carpeted areas, windowsills and molding shall be clean and free of dust balls, visible dirt, cobwebs and other debris. Non carpeted areas shall be free of debris, grime and grease. All glass shall be clean and free of dirt, grime, dust, streaks, watermarks and spots and shall not be cloudy. Thresholds shall be clean and free of oils, grease, dirt and grime. Window sashes, sills, woodwork and other surrounding interior glass shall be wiped free of drippings and other watermarks.

Performance Measurement: The Government will inspect main lobby, porches, access walks, hallways and foyers on a random basis. The Contractor shall correct any performance deficiency within 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

d) High Cleaning surfaces above 70 inches: Shall be cleaned free of obvious dust and cobwebs once weekly. This does not include removal of vents, tiles or fixtures to accomplish high cleaning.

Performance Standard: Surfaces shall be clean and free of dust and cobwebs.

Performance Measurement: The Government will inspect high cleaning surfaces on a random basis. The Contractor shall correct any performance deficiency within 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

e) Kitchens and Utility Sinks: Shall be cleaned twice weekly (unless indicated otherwise in specifications) and be free of obvious dirt debris and extraneous matter. Trash shall be collected twice weekly and put into a government provided dumpster. Trash containers shall be lined and kept relatively free of trash, dirt, stains and debris. Counter and sink surfaces shall be cleaned twice a week with a disinfectant cleaner. Surfaces shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust and encrustation. Molding shall be free of dirt, debris, all types of marks, and foreign matter. Flooring shall be free of dirt, debris and foreign matter. Floors with carpet shall be vacuumed, no-carpet areas shall be damp mopped using disinfectant cleaner.

Performance Standard: Floors shall be clean and free of trash and foreign matter with no dust or dirt left in corners, crevices, molding and ledges, and be free of streaks, mop strand marks and skipped areas.

Performance Measurement: The Government will inspect the kitchenettes and utility sink on a random basis. The Contractor shall correct any performance deficiency within 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

f) Carpet Cleaning (Shampooing) and Floor Surfaces: Shampooing shall be performed once a year, in coordination with the COR (typically October) and with a two-week notification prior to starting. All carpet areas shall be shampooed with a commercial machine leaving them free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum and crusted material. There are to be no areas of deterioration or fuzzing to the carpet and rug as a result of harsh brushing or scrubbing. Cleaned area of carpets and rugs should reasonably blend with surrounding carpet. Carpets shall be dried within 24 hours to prevent mold growth.

Non-carpet areas shall be completely removed of old finish, taking care to not splash or mar furniture, baseboards or walls during the process. Application of self-polish finish shall be applied to non-carpeted floors per common industrial standards. Cement floors are not to be waxed. This service is typically performed quarterly.

Performance Standard: Carpets shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum and crusted material. Non-carpet areas shall be free of old wax and application of self-polish finish applied per industrial standards.

Performance Measurement: The Government will inspect carpets and floor surfaces on a random basis. The Contractor shall correct any performance deficiency within 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

g) Exterior and Interior Window Cleaning: Shall be performed at a frequency that will maintain windows clear from streaks, film, stains and mineral deposits, two times yearly for exterior (March and October) and four times yearly for interior (March, June, September and December). This includes storm doors, glass doors and storm windows. Window sashes, sills and surrounding woodwork shall be left clear of obvious drippings or water marks.

Performance Standard: Windows shall be free of obvious spots, film, stains and watermarks.

Window sashes, sills and surrounding woodwork shall be left clear of obvious drippings and watermarks.

Performance Measurement: The Government will inspect windows on a random basis. The Contractor shall correct any performance deficiency within 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

Hours of Operation

Services shall be provided twice weekly on days of the week as set by the COR (typically Tuesday/Wednesday and Saturday/Sunday), after working hours between 4:30 pm to 6:00 am (unless indicated otherwise in specifications). No work will be performed on federal holidays without prior approval of the Contracting Officer (CO). In the event services are not provided or required because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of congress to appropriate funds, etc., the CO shall either:

a) Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

b) Forego the work and reduce payment due to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the “per month” fixed price divided by 9 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

c) Reschedule the work on day(s) satisfactory to both parties. Except as noted in the schedule of work, work shall not be required on the following holidays:

New Year’s Day Martin Luther King Jr Birthday Presidents’ Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

In the event of occupants working overtime, it will be the responsibility of the Contractor to arrange the cleaning schedule so as to cover the occupied area. Any proposed cleaning performed prior to 4:30 shall be approved or denied by the COR. Times of performance can be negotiated with the COR during fire season, provided that the Contractor provides written request to the COR no less than 24 hours in advance.

Government Furnished Materials and Services

The Government shall provide: Keys and security access codes to the gates and buildings.

Supplies provided: Toilet paper, paper towels for dispensers, liquid hand soap, garbage bags, toilet seat covers, scented sprays, and urinal blocks. Space will be assigned as available in a building(s), for the storage of an inventory of supplies and equipment which will be used in the performance of work under the contract. The Contractor shall maintain such storage areas to the same standards as similar areas occupied by the Government. The Government will not be responsible in any way for damage or loss of parts or equipment. Office equipment provided for official Government use may not be used by the contractor. Telephones shall not be used by the Contractor for any reason other than emergencies.

Contractor Furnished Materials and Services

The Contractor shall provide labor, equipment, materials, supplies, supervision, transportation, employee training and incidentals, except those listed under Government furnished, necessary to perform janitorial services in accordance with the terms, conditions and specifications herein.

These supplies and materials shall be of a quality and type customarily utilized by other contractors engaged in the profession of providing janitorial services. The products utilized will comply with bio based and/or post-consumer/recycled content. As an example (not inclusive of all needs):

Multipurpose Cleaners – Minimum Bio based content: 56% Graffiti and grease Removers – Minimum Bio based content: 34% Glass Cleaners – Minimum Bio based content: 49%

In the performance of this contract, the Contractor shall make maximum use of bio based products (see FAR 52.223-2 Affirmative Procurement of Bio based Products Under Service and Construction Contracts) unless the product cannot be acquired:

1) competitively within a time frame providing for compliance with the contract performance schedule;

2) Meeting contract performance requirements; or

3) At a reasonable price

No flammable liquids shall be stored in the buildings.

The Contractor must be responsible for instructing company employees in appropriate safety measures. The Contractor shall provide, place and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications. Cloths, mops or brushes containing a residue of wax or other combustible material subject to spontaneous ignition shall not be stored inside the buildings.

Five (5) days prior to the starting date of the contract, the Contractor shall submit to the COR, a list giving the name of manufacturer, the brand name, and Material Safety Data Sheets with the intended use of each of the materials the Contractor proposes to use in the performance of the work. Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor’s expense.

Service Calls

A service call is a report by building occupants, Forest Service personnel or other interested parties of a cleaning and/or related maintenance problem and the Contractor’s subsequent response to and correction of the problem. The COR will contact the Contractor with these reports. The Contractor shall develop and implement a system to receive, records, respond and track all service calls, trouble calls or other operational problems.

The Contractor shall be responsible for all service calls that pertain to this contract such as no paper towels, garbage overflowing, spot cleaning or vacuuming needed, water spills and flood, etc. The Contractor shall correct any performance deficiency in a timeframe commensurate with urgency, but no longer than 4 days. In circumstances where a service call cannot be resolved within 4 days due to circumstances beyond the Contractor’s control, the Contractor shall immediately notify the COR of the time and date corrective action will be completed and the reason it cannot be accomplished in a timely manner.

Service Call Log: The Contractor shall maintain a service call log in sufficient detail to enable the COR to determine whether services are complete in accordance with the terms of the contract. The service call log shall be available for inspection by the COR.

Subcontracting

The Government reserves the right to approve or disapprove any subcontractors selected.

Therefore, the Contractor shall obtain approval from the Contracting Officer for all subcontractors prior to entering into any subcontracts for the performance of work under this contract. The notification shall include as a minimum:

1. The name, address and telephone number of the subcontractor;

2. The date upon which the subcontract was entered into and its duration;

3. A detailed description of the work being subcontracted including a listing of contract items, units, etc., as appropriate.

Tasks and Critical Subtasks

1. Cleaning Schedule

Work will be performed twice weekly on days of the week set by the COR after working hours between 4:30 pm to 6:00 am (unless indicated otherwise in specification). No work will be performed on federal holidays without prior approval of the Contracting Officer (CO). If any of the scheduled days fall on a holiday, service may be performed either the day prior to or the day following the holiday at the Contractor’s option after notification to the COR.

While background check(s) proceed, Contractor staff will perform janitorial duties during business hours. This is not a routine schedule, but only meant to be temporary. A two day schedule will be determined and authorized on a work order at the time a background check is initiated. The days and time allotted for such a schedule will accommodate the government’s needs.

2. Beyond Customary Cleaning

Any situation requiring cleaning services beyond those normally encountered in routine cleaning work will be considered “beyond customary cleaning”. Situations requiring this type of cleaning will be referred to the Contracting Officer or COR prior to commencing work. If the Contracting Officer determines that the situation requires extra effort on the part of the Contractor, equitable reimbursement will be provided to the Contractor for the level of effort over and above that normally required, (e.g. fire or flood damage, construction work, etc.).

Residue from relocating furniture or litter left from meetings or routine gatherings are not considered beyond customary cleaning.

3. Supervisory Control

The Contractor shall designate an on-site supervisor who shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity, and shall be responsible for performance of work. An equally qualified alternative supervisor shall be provided to act on behalf of the supervisor during his/her absence. The supervisor and alternate shall be designated as key personnel and be able to read, write, speak and understand English and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the supervisor and alternate to the CO within ten (10) calendar days after award of the contract. The Contractor shall immediately notify the Contracting officer’s Representative (COR) and CO in writing when a decision to terminate an employee has been made. The Contracting Officer may, in writing, require the Contractor to remove from the work, any employee who the Contracting Officer deems incompetent, careless or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or Government owned property. Any persons not employed by the contractor will NOT be allowed on the premises during the performance of duties.

Performance Standard: The supervisor or alternate shall be on-site and accessible during (times of performance) working hours 4:30 pm to 6 am.

Performance Measurement: The Government will document in writing those instances where the supervisor or alternate have not responded to calls or are not available to meet.

4. Hazard Communication Training

The Contractor shall provide employees with Hazard Communication training within one month after award of the contract or within one month after hiring a new employee. Per OSHA 29 CFR

1910.1200 Hazard Communication Standard, this training also includes instruction on the appropriate handling of chemicals requiring a Material Safety Data Sheet. Risk of loss of life or risk of injury to the Contractor or to his/her employees shall be assumed by the Contractor.

5. Key Control

The Contractor will be issued keys/combinations by the Government for office access at the time of contract award. No keys shall be duplicated unless authorized in writing by the COR. The supervisor shall issue keys to Contractor employees and be responsible for their return.

The Contractor shall report the occurrence of a lost key immediately to the COR. The Contractor shall be required to replace or to reimburse the Government for replacement as a result of the Contractor losing keys.

The Contractor shall prohibit the use of keys issued by the Government by any persons other than the Contractor’s employees. The Contractor’s employees shall prohibit entrance to the building by other than Contract employees engaged in the performance of contract related work.

Conduct

General:

All work under this contract shall be performed in a skillful and workmanlike manner. The Contracting Officer may, in writing, require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or any Government-owned property.

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 the employee(s) as may be necessary.

The Contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or other office equipment provided for official Government use.

The Contractor will be notified of non-compliance and will be requested to correct the condition at the Contractor’s expense.

The Contractor will not be allowed to have any persons (family members or otherwise) under the age of 16 years on the premises to either work or accompany the Contractor or his/her employees during performance of the contract.

Specific Conduct:

The following restrictions apply to the Contractor and Contractor’s employees:

a. Smoking: All buildings are non-smoking buildings. The Contractor shall not smoke inside the building.

b. Gambling: The Contractor shall not participate in games for money or personal property while on Government property.

c. Alcoholic Beverages and Narcotics: The Contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine or alcohol while entering or on Government property. This prohibition will not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

d. Soliciting or Vending: The Contractor shall not solicit or sell any items while on Government property.

e. Firearms: The contractor shall not be in possession of any firearms in any of the buildings.

f. Pets: Contractor may not bring pets into the buildings.

Miscellaneous

a. Report fires and hazardous conditions either in person, by phone or by note depending on severity.

b. Turn in items found to the lost and found box located at reception desk or to the COR.

c. Report any unusual traffic in parking lots to the COR

d. Mechanical equipment controls for heating, ventilation and air-conditioning systems are not to be adjusted by the cleaning crew workers.

e. Cleaning of carpet, floors and counter tops will be performed according to manufacturer’s instructions or industry standards.

f. Protect government property, buildings, materials, equipment, supplies, records and data against unauthorized access, loss or damage.

g. Make a daily tour on each work-day to ensure that all appliances are shut off or disconnected;

ensure that no smoldering, smoking or burning materials are in trash receptacles or holding areas.

h. Establish a system for custodial workforce personnel to report potentially hazardous conditions and broken or slippery floor surfaces, etc.

i. Prepare reports of accidents and fires and submit to the COR; maintain and make available all records in connection with protection activities.

Security of Premises

The Contractor shall not enter desks or files, nor make her/himself familiar with the correspondence or other documents left in baskets or otherwise exposed to view, excluding such materials displayed for public information. All office equipment, including computers, copiers, fax machines, telephones and exercise equipment is not to be used by the Contractor or the Contractor’s employees.

The Contractor will close any open window, shut off lights, and lock all exterior doors that have been left unsecured. The building is considered closed for business between 4:30 pm and 8:00 am daily, and all day on weekends and Federal Holidays.

The Contractor shall report to the COR any instance (by specific locations) of having to perform lockup, to turn on exterior lights or to shut windows beyond the routine 4:45 pm to 5:15 pm timeframe.

Offices with doors closed will be opened only during period of cleaning services. They will not be left unattended and open unless found that way. Any room tagged “Do Not Enter” or “No Janitorial Service” will not be entered or serviced until further notice to proceed is given from the occupant.

While fulfilling the duties of this contract, only authorized Forest Service Personnel, the Contractor and the Contractor’s employees will be allowed in the building during closed office hours.

The Contractor shall place an “Out of Order sign on any plugged toilets, sinks or drinking fountains and report it to the COR.

The Contractor shall ensure that all lights shall be turned off after each room or area has been serviced.

The Contractor shall comply with the requirements of this solicitation regarding Contract Personnel and Contractor Background Checks. Procedures for the background checks will begin upon contractor acceptance of contract.

GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Objective

Twice a Week Cleaning

Trash Trash is emptied; plastic liners are in good condition. Trash containers are free of odors and visible dirt. Trash is

Method of surveillance

Random inspections

Performance Threshold

For all 2x week objectives:

- Not to exceed 1 valid complaint of unsatisfactory per removed to outdoor dumpsters.

Restrooms Restrooms are disinfected and free of trash, dirt, deposits, streaks and odors.

Toilets, sinks, stalls, shower areas, doors and all dispensers are disinfected and free of scale, stains, scum and other deposits. Floors are free of litter, dirt, dust and debris. Supplies are adequate until next service.

All Rooms Floors, carpets, baseboards, corners, moldings and wall edges are free of stains, dirt, dust and debris. Flooring surfaces have a clean uniform appearance, free of streaks and spots.

Stainless, glass, door plates and mirrors have no traces of film, dirt, smudges or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits.

Dust and cobwebs are not visible.

Exterior Cobwebs, leaves and other debris are not present providing a clean and neat appearance

General Spot Cleaning No accumulations of cobwebs, dust, smudges or marks on interior building surfaces.

week or

- No more than two Notices of Noncompliance per month

Once a Week Cleaning

High Cleaning surfaces above 70 inches

Shall be cleaned free of obvious dust and cobwebs

- No more than one notice of Noncompliance per month

Quarterly

Interior windows, window coverings, sills and casings are free of film, dirt, No more than one Notice of Noncompliance for all dust and smudges

Flooring shall have a uniform glossy appearance free of scuff marks, splash marks, streaks and stains.

Spot cleaning of carpets and high traffic areas to meet an appearance of cleanliness.

elements under this objective.

Bi-annually

Exterior windows, window coverings, sills and casing are free of film, dirt, dust and smudges.

elements under this objective.

Annually

Professional carpet cleaning is thorough and complete. Contractor notification prior to cleaning is given in a timely manner.

elements under this objective.

Other

Background Investigations are processed timely. Contractor, employees or subcontractors respond promptly to email notifications and request for information. Notification of employee or subcontractor replacement/hires are in writing to the Contracting Officer.

elements of this objective.

AGAR 452.246-70 INSPECTION AND ACCEPTANCE (FEB 1988)

(a) The contracting officer or the contracting officer’s duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract.

(b) Inspection and acceptance will be performed randomly at the USDA Forest Service, Toketee Ranger District compound.

(End of Clause)

GOVERNMENT INSPECTION

The Government will visually inspect the Contractor’s performance on a random basis under this contract to ensure compliance with contract guidelines. The COR will record inspection observations and will document deficiencies through a written inspection report provided to the Contractor. When unacceptable performance is observed, the COR will meet with the Contractor’s on-site supervisor to review the inspection report and ensure that the Contractor has an understanding of the unacceptable services. The preferred method to resolve deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall be provided with the opportunity to correct substandard performance within one business day. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is then logged as a deficiency.

PERFORMANCE OBJECTIVES

The Contractor service requirements are summarized into performance objectives that relate directly to the essential services provided. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of Contractor performance are subject to Government quality Assurance Surveillance Plan, and absence of any contract requirements from the Performance Objectives will not detract from the enforceability, nor limit the rights or remedies of the Government under other contract clauses.

CONTRACTOR QUALITY CONTROL PLAN

A. Quality Control Plan The Contractor shall provide a Quality Control Plan (QCP) as part of this Technical Proposal. The Plan must demonstrate how the Contractor shall assure that quality of performance meets the objectives and requirements of the contract. The QCP shall specify:

- How quality will be monitored to ensure performance standards are met

- How the work will be supervised

- Identify the personnel responsible for performing quality control

- How results of the monitoring will result in quality performance

- Create a checklist for inspection of the building that covers all services stated in the

“Performance Standards and Guidelines”

- A system to ensure that the Contractor’s employees are notified of any deficiencies in their area of responsibility

- A plan to monitor and correct customer complaints

- A plan for immediately forwarding customer complaints that are not the responsibility of the Contractor to the COR

B. Contractor Quality Control Inspection The Contractor shall assure themselves that performance meets contract specifications in accordance with FAR 52.212-4, Contract Terms and Conditions – Commercial Items, paragraph (a), prior to requesting the Government to inspect for payment or acceptance. The contractor shall contact the Contracting Officer upon completion of a unit. The Contracting Officer may observe the Contractor’s inspection at any time and shall otherwise have unlimited access to the inspection data.

Failure by the Contractor to implement the approved plan and pursue it diligently from the commencement of the contract may be considered grounds for default.

REPORTING REQUIREMENTS

The Contractor shall prepare and submit the following deliverables in accordance with the schedule below (documents should be submitted to Contracting Officer (CO):

Ite m

N

Description Copies To Due Date

01 Quality Control Plan CO, COR Within 5 days of award 02 Inspection Checklist COR Daily/Weekly: Janitorial Closet 03 Service Call Log Daily, As deficiency occurs 04 Biobased Report entered in www.sam.gov

CO by October 30th for prior fiscal year (Oct. 1 thru Sept. 30), for each year of contract

Background Investigations are initiated immediately upon hire for contract work. Contractor’s staff shall respond promptly to email notifications and request for information from Background Investigations office. Notification of new hires and removal from employment under this contract shall be made in writing to Contracting Officer.

CO, COR Within 24 hours of known employment changes (hire or release of staff under this contract)

Inspection Reporting

The Contractor shall utilize the Inspection Checklist, as specified above. The checklist should show the status of all work completed daily, weekly and monthly and initialed at completion.

Service Call Log – Deficiency Reports

The Contractor shall submit deficiency reports to the Service Call Log daily, as the deficiency occurs or is reported. Deficiency reports should be addressing those areas not cleaned and the reason for not cleaning them. Deficiencies include, but are not limited to the following:

deficiencies in building equipment or damage to the building such as defective ballast;

missing/broken/inoperable soap dispensers; stopped-up urinals or commodes. Likewise, the Government will use the log to report concerns to the janitorial staff.

http://www.sam.gov/

List of Attachments

Wage Determination 2015-5579, Rev. 19

Office and Warehouse Floor Plans

Toketee Ranger Station Map

(vii) Date(s) and Place(s) of Delivery and Acceptance/Location

June 1, 2023 is the estimated start date. Base year period will run from date of contract award through May 31, 2024. There are four Option Years and the total contract time will not exceed five years.

Diamond Lake Ranger District Toketee Ranger Station US Forest Service 2020 Toketee Ranger Station Rd.

Idleyld Park, OR 97477

The Toketee Ranger Station compound is located approximately 63 miles east of Roseburg, Oregon on State Highway 138. Idleyld Park, OR is considered rural and remote to major hubs for like services. It is highly suggested that you make a site visit prior to submitting a quotation. For technical information and to arrange a site visit, please contact Adrienne Barcas at adrienne.barcas@usda.gov.

(viii) 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (MAR 2023) (Provision)

Addenda to provision 52.212-1:

Addenda to Provision 52.212-1:

For simplified acquisitions, the word quote or quoter is substituted in provision 52.212-1 for the word offer or offeror.

Addenda to Provision 52.212-1 paragraph (b) Submission of Offers:

1) Offerors must have an active entity registration in the System for Award Management in order to submit an offer. https://www.sam.gov/SAM/

2) Offers submitted in response to this solicitation shall include a technical proposal, a price proposal, and contractor representations and certifications.

https://www.sam.gov/SAM/

a) Technical Proposal – The technical proposal shall address the evaluation factors in 52.212-2. At a minimum technical proposal shall include:

i) Past Performance – provide a list of similar projects completed by your firm over the past three years. Include a brief description of the project, dollar amount, year completed, and project owner contact information (name, phone, and email). The government may use past performance information from any available source. If a company does not have past performance information available, information may be provided for predecessor companies, key personnel, or subcontractors. In the event that there is no past performance information available, the offeror will receive a neutral rating in this factor.

ii) Technical Capability – Provide a list of equipment and key personnel (with qualifications) that will be used to complete this project.

b) Price Proposal – Include the following: 1) the completed Schedule of Items from Section (v) of this solicitation, and 2) acknowledgement of any amendments to this solicitation by following the instructions that accompany the amendment(s).

c) Representations and Certifications – Fill in the check boxes for provisions 52.204-24 and 52.212-3 found in Section (x) of this solicitation and include a copy with your offer.

3) Submit offer by email to chad.schmele@usda.gov so that it is delivered into this inbox by the due date and time. Emails should contain 3 separate attachments (Technical Proposal, Price Proposal, and Representations and Certifications) in Microsoft Word, Excel, or Adobe PDF format. Be aware that large attachments may increase the time required to deliver an email. It is the offerors responsibility to confirm receipt of the offer from chad.schmele@usda.gov.

4) Address questions about this solicitation to Chad Schmele at chad.schmele@usda.gov.

(ix) 52.212-2 Evaluation – Commercial Products and Commercial Services (NOV 2021) (Provision)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Price Technical Capability

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(x) Representations and Certifications (complete highlighted items in this section and return with your offer)

VENDOR NAME: _____________________________________________

VENDOR UEI: _____________________________________________

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) (Provision)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products or Commercial Services.