RFQ 1240BK25Q0011 McKenzie RD Janitor Services.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

40BK

PORTLAND OR 97204-2829

STE 310

1220 SW 3RD AVE

USDA-FS CSA NORTHWEST 1

04S0 CODE 16. ADMINISTERED BYCODE

X

X

X

561720

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED OR40BK

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

01/31/2025

458-212-6064JARED MACHGAN

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIME

02/17/2025 1700 PS

b. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

1240BK25Q0011

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 51 1145734OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

MCKENZIE BRIDGE OR 97413

3 MILES E HIGHWAY 126

MCKENZIE RANGER DISTRICT

USDA FOREST SERVICE

15. DELIVER TO

PORTLAND OR 97204-2829

STE 310

1220 SW 3RD AVE

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$22

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

USDA-FS CSA NORTHWEST 1

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Delivery: 12/31/2025 Period of Performance: 03/01/2025 to 12/31/2025

0001 McKenzie River Ranger District Janitorial Services

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

JARED D. MACHGAN

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

IPP

INVOICE PROCESSING PLATFORM IPP

ALL INVOICES MUST BE SUBMITTED

ELECTRONICALLY THROUGH THE

INVOICE PROCESSING PLATFORM IPP

VIA WWW IPP GOV

Solicitation Number: 1240BK250011 MCKENZIE RIVER RANGER DISTRCIT JANITOR SERVICES

SECTION B Schedule of Items/Price Schedule

Project Description: _Silver Lake Ranger District and Fire Cache Janitors Services_

Vendor Name: __________________________________Vendor UEI:___________________

ITEM

NO.

SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE AMOUNT

Base Period – Performance period March 1, 2025, through

December 31, 2025

MO

Option Period 1 – Performance period January 1, 2026, through

December 31, 2026

Option Period 2 – Performance period January 1, 2027, through

December 31, 2027

Option Period 3 – Performance period January 1, 2028, through

December 31, 2028

Option Period 4 – Performance period January 1, 2029, through

December 31, 2029

TOTAL ITEMS $_________________

Schedule Notes:

1. A site visit is a requirement to be considered for award. Please contact the following to schedule a date and time to visit the site.

Kenny Gabriel

Kenneth.Gabriel@usda.gov

541-915-2528

______Yes No Date and Time of Visit: _________________ mailto:Kenneth.Gabriel@usda.gov

2. Offers shall be submitted for the total items. Offers for less than the total items will not be considered. All items are subject to Contractor Quality Control. Contractor should strongly consider annual cost increases when submitting quote using the Schedule of Items above.

Offeror must respond to the other factors as described under FAR 52.212-2 Evaluation – Commercial Items (Oct 2014). Award will be made on the best value for the Government.

Evaluation of options shall not obligate the Government to exercise the option. It’s the Governments’ intent to make one contract award.

3. Contractor MUST register online at www.sam.gov. System for Award Management

(SAM). See FAR 52.212-4 (t) and Online Representations and Certifications Applications (ORCA) – See FAR clause 52.212-3.

**Contractors must have an “Active” registration in SAM when submitting quote.

Contractor with “Inactive” status will be considered non-responsive. The contract awardee must register at the https://www.ipp.gov/vendors/enrollment-vendors.htm in order to submit invoices for payment.

SECTION C Description Specification and Statement of Work

C-1 Location and description

Background

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 requirements 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 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.

http://www.sam.gov/ https://www.ipp.gov/vendors/enrollment-vendors.htm

The regular cleaning services s will 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.

Project Location & Description

Location: The project is located on the U.S. Forest Service Administrative site, McKenzie River

Ranger Station, McKenzie Bridge Oregon.

Description: The U.S. Forest Service Administrative site, McKenzie River Ranger Station is located on Highway 126, approximately 2.5 miles East of McKenzie Bridge, OR.

McKenzie River Administrative Site:

The Administrative Office building is a single-story structure with five (5) entrances. There are four (4) restrooms at the Administrative Offices. The clear story windows on the upper level are not included or part of this cleaning contract. The building area is 15,800 square feet. This building is occupied year-round, and cleaning shall occur as described in subsection 5.1. All offices may be occupied by crews or support personnel during fire season or other emergencies. It is NOT possible to predict an occupancy schedule for emergency use. In cases of emergencies or unplanned occupancy, the Contractor will be given 24 hours’ notice to clean identified rooms.

The Warehouse building is a one-story structure with a second floor/mezzanine; there are four

(4) entrances. The building includes two (2) restrooms with showers, a 1,900 square foot multi-purpose room. This building is occupied year-round with increased crew activity from May through October. Cleaning shall occur as described in subsection 5.1. All restrooms may be used by crews during fire season or other emergencies. It is not possible to predict an occupancy schedule for emergency use. In cases of emergencies or unplanned occupancy, the Contractor will be given 24 hours’ notice to clean identified rooms.

C- 2 Contract Requirements

1. a) Thorough cleaning shall commence, in the Administrative Office in accordance with the daily schedules shown, during the hours of 6:00 PM and 6:00 AM. Daily Services during the months of June, July August and September shall be performed on Monday, Tuesday, Wednesday, Thursday and Saturday or Sunday. Services for the remaining months shall be performed on Tuesday, Thursday, and Saturday or Sunday, weekend services during this period may be performed at any time at the contractor’s option.

b) Thorough cleaning shall commence, in the Warehouse, in accordance with the daily schedules shown, during the hours of 6:00 PM and 6:00 AM. Daily Services during the months of June, July August and September for the restrooms and multi-purpose room shall be performed on Monday, Tuesday, Wednesday, Thursday and Saturday or Sunday. Restroom

/office hallway shall be cleaned once weekly.

Restroom services for the remaining months shall be performed on Tuesday, Thursday, and

Saturday or Sunday, the multi-purpose room and restroom/office hallway once weekly.

Weekend services during this period may be performed at any time at the contractor’s option.

2. Semi-annually, all non-carpeted floors shall be washed, and floors shall be stripped and waxed.

3. Once per year all exposed carpet in the Administrative office shall be shampooed with a two-week notification prior to starting.

4. Once per year all first floor interior and exterior windows shall be fully cleaned once a year with a two-week notification prior to starting.

5. Semi-Annual and Annual Services: Work shall be performed in accordance with schedule negotiated with COR during the months of April and November.

6. Nothing in this part shall be construed to take away any of the Government’s rights under the Suspension of Work Clause (52.242-14).

Cleaning Guidelines

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 performance and quality standards, not the method of performance.

1. Glass/mirror surfaces and coverings shall be clean and free of obvious dirt, dust, streaks and smudges.

2. Furniture and all surfaces less than 70 inches high shall be free of obvious dust and dirt.

Papers on desks or other work areas are not to be disturbed.

3. All carpets shall be clean and free of dirt, debris and obvious spots and stains. Spot cleaning of carpets shall be accomplished as needed. All exposed carpet located in the Administrative office shall be shampooed (deep carpet cleaning) once a year with a two-week notification prior to starting. A bonnet type shampoo cleaner, hot water extraction or other acceptable method of carpet cleaning shall be used as needed to accomplish performance standards.

4. Resilient flooring shall be maintained at a high level of luster, free of all types of marks.

5. All other flooring shall be free of dirt, debris and foreign material and maintain a high level of luster (buffing, stripping and waxing are included in the cost of this contract).

6. Drinking fountains shall be cleaned and free of watermarks and other debris or encrustation.

Drinking fountains shall be maintained at a high level of sanitation.

7. All trash be collected from work areas and removed to a designated on-site location.

8. Restrooms shall be cleaned and disinfected to maintain fixtures at a high level of shine and cleanliness. Floors shall be sanitized and maintained to ensure that there is not a buildup of dirt, debris or bacteria. Partitions and walls shall be free of obvious dirt, graffiti, dust or other extraneous matter. Paper products shall be replenished as needed to maintain an adequate supply at all times.

9. Food service, break areas and hallways shall be cleaned. Dishes, flatware and kitchen appliance interiors are excluded from cleaning.

10. Metal and wood building surfaces shall be cleaned and polished regularly to obtain a uniform luster and to protect the wood or metal.

11. Railings, risers, ledges, grills and other surrounding areas shall be free of obvious dirt, dust, stains, debris and other extraneous matter.

12. Windows and glass

a) (includes interior windows in reception area, public room, conference rooms, offices, lunchroom, vestibules, building lights and glass and exterior entrance door glass) shall be clean, free of obvious dirt, grime, streaks, cloudiness and water spots. Surrounding areas shall be free of standing water, drips or watermarks.

b) All First floor interior/exterior windows shall be fully cleaned once a year with a two-week notification prior to starting.

13. Venetian blinds shall have cords and both sides of blind slats free of obvious dust, dirt grime and water spots.

14. Walls and high cleaning surfaces above 70 inches shall be free of obvious dust, cobwebs, or any other extraneous matter (interior only), spot clean cubical fabric wall surfaces as needed.

15. Mailroom, front visitors counter and front reception desk surfaces shall be fully cleaned once monthly (Last weekend of each month). The Forest Service will be responsible for removing items from surfaces prior to cleaning.

16. Empty two (1 each in front of Administrative office and Warehouse) exterior trash cans once weekly or as needed.

17. All entrance ways at the Administrative office shall be cleaned weekly, including sweeping porches and steps, removal of cobwebs around outside doors and porch lights and cleaning outside door mats.

18. All other space not specifically mentioned and covered by this contract shall be free of obvious dirt, debris, dust, and present on overall appearance of cleanliness.

Security of Premises

The Contractor shall be responsible for securing premises upon completion of each service.

The Contractor shall take the necessary precautions to assure that its employees do not leave exterior doors or windows open upon to entry to, during the performance of services, and/or existing form the building outside of normal business hours.

The Contractor shall check to see that exterior doors are locked.

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.

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 provide to the COR three (3) days prior to the start of work each employees, full legal name, social security number and driver’s license, if applicable, for security access and security training. Upon employee termination with Contractor, Contractor will notify the COR, within 12 hours of termination, employee’s full legal name, to remove form security system.

Contractor and Contractor Employees are responsible for:

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. Water faucets or valves shall be turned off after the required usage has been accomplished.

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

f. Cleaning of carpet, floors, and counter tops will be performed according to manufactures instructions or industry standards.

g. The Counter shall perform the following services to provide for the safety and protection of building personnel and property against injury, molestation, loss and/or damage from any preventable cause, including, but not limited to: fire, theft, espionage, and sabotage.

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

i. Make a daily tour on each work-day to ensure that all appliances are shut off or disconnected; that no smoldering, smoking, or burning materials are in trash receptacles or holding areas.

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

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

l. In the event of emergency or unusual occurrences adversely affecting the interest of the

Government, summon appropriate assistance, such as the fire and/or police department, and immediately therefore notify the COR.

m. Monitor observance of “Rules and Regulations Governing Public Buildings and Grounds,” which are posted in the building. Problems in this regard should be reported to the COR.

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 on 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.

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 the 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.

Service Calls

A service call is a report by building occupants, Forest Service personnel, or other interested parties, of cleaning and/or related maintenance problems, and the Contractor’s subsequent response to, and correction of the problem. The Contractor shall develop and implement a system to receive, record, 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 respond promptly to all service calls and complete the work required within one (1) hour. In those circumstances where a service call cannot be resolved within 1 hour 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 completed in accordance with the terms of the contract. The service call log shall be available for inspection by the COR.

C-3 General Liability insurance

FAR 52.228-5 Insurance – Work on a Government Installation (JAN 1997)

(a) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

(b) Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government’s interest shall not be effective-

(1) For such period as the laws of the State in which this contract is to be performed prescribe;

or

(2) Until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer.

(c) The Contractor shall insert the substance of this clause, including this paragraph (c), in subcontracts under this contract that require work on a Government installation and shall require subcontractors to provide and maintain the insurance required in the Schedule or elsewhere in the contract. The Contractor shall maintain a copy of all subcontractors’ proofs of required insurance and shall make copies available to the Contracting Officer upon request.

(End of clause)

C- 4 Government Furnished supplies/property

The Government will furnish secure areas for storage of Contractor furnished materials, which shall be stored for a maximum of two weeks. The Contractor shall maintain such storage areas to the same standards as similar areas occupied by the Government. The Government will furnish the following:

a. Plastic Trash-can liners

b. Multi-fold paper towels or roll towels for towel dispensers

c. Liquid soap for all sinks

d. Toilet paper

e. Toilet seat covers

f. Urinal Blocks

g. Sanitary disposal bags

Storage

A storage room for supplies will be available to the Contractor. This room is located on the first floor of the

Office building.

Locked and/or Non-Serviced Rooms:

Some rooms in the building are locked for administrative reasons. These rooms will not require services unless left unlocked or a key has been provided to the Contractor. For the rooms where a key is provided, the contractor will lock the door and turns off the lights prior to leaving.

Key Control

The Contractor will be issued access badges, keys and/or security access codes 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 and access codes 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.

C-5 Contractor Furnished supplies/property

All cleaning under this contract is required to meet the quality and performance standards as identified. All cleaning at these locations shall be accomplished between the hours of 6:00 p.m.

and 6:00 a.m. at the frequency designated for each location. Changes to cleaning schedules are to be negotiated with the Contracting Officer’s Representative (COR).

The Contractor shall ensure that the building presents 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.

Contractor shall furnish all labor, equipment, materials, 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.

A minimum two-week supply of restroom supplies shall be kept on site. No flammable liquids shall be stored in 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 the 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.

PRE-WORK CONFERENCE

Prior to commencement of work, a meeting to discuss work schedules and responsibilities of both the Forest Service and the Contractor will be directed by the Contracting Officer to be attended by the Contractor, the Contracting Officer, the Contracting Officer Representative, and any other involved Forest Service personnel. The meeting will be held at a time and place determined by the Contracting Officer.

C-6 Authorized Personnel

The Contractor, during work, shall not permit entry into the buildings by other than the Contractor, their employees, and Government employees. Contractor and its employees shall have appropriate photo I.D. Photo I.D. shall also indicate purpose or authorizations for building entry, i.e. -janitorial contractor, with company name. See Section I, 52.204-74 - Personal Identity Verification of Contractor Personnel (Sept 2007).

Contractor Employees are required by law to go through a background check as part of their on boarding process. Contractor factor in the cost of background check process into their offer.

See section H Special Contract requirements.

C-6 SAFETY

The Contractor shall 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 building. Contractor shall provide copies of Material Safety Data Sheets (MSDS’s) for all cleaning chemicals used.

Section D Packaging and Marking

Intentionally Left Blank

Section E Inspection and Acceptance

E-1 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:

1) How quality will be monitored to ensure performance standards are met.

2) How the work will be supervised.

3) Identify the personnel responsible for performing quality control.

4) Identify how results of weekly monitoring and quality performance checks by contractor shall be relayed to the COR.

5) Create an Inspection Checklist (for Janitor) and a plan for inspection of the building that covers all services stated in the “Performance Standards and Guidelines”. This checklist can be posted in the janitorial storage for review by the COR.

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

7) A plan to monitor and correct customer complaints within 24 hours of expected cleaning/missed cleaning.

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

E-2 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 will be performed at the sites of work.

E -3 DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE

The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government, which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly. (This does not apply to individual task assignments which were issued by the COR provided they do not affect the delivery schedule or performance period stated in the contract.)

On all matters that pertain to the contract terms the Contractor must communicate with the

Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the

Contracting Officer should be notified immediately, preferably in writing if time permits.

Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

E-4 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

(or other written method) provided to the Contractor. When unacceptable performance is observed, the COR will communicate with the Contractor’s on-site supervisor to review the inspection report and ensure that the Contractor understands the unacceptable services.

Photos may be shared through email to support inspections. 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, from time clean was previously due. For example, if Wednesday is a schedule service day, and mopping the front reception area is left out, the mopping shall be completed by Friday evening or Saturday morning. 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. The deficiency will be documented on a noncompliance memorandum.

E-5 INSPECTION REPORTS

The contractor shall utilize an Inspection Checklist. The checklist should show the status of all work completed daily, weekly, and monthly, and initialed at completion.

E-6 SUSPENSIONS OF WORK FOR OTHER THAN GOVERNMENT'S CONVENIENCE

The Contracting Officer may issue orders to suspend the work wholly or in part for such period of time as deemed necessary. Whether or not a suspend work notice is issued, the Contractor shall be responsible for correcting any damage caused by its operation, whether inside or outside project limits, at no cost to the Government. Such suspensions shall not be considered as suspensions for the Convenience of the Government under FAR 52.242-14, Suspension of Work, and shall not qualify for an equitable adjustment.

E-7 PAYMENT

Payment will be made monthly for janitorial services that have been satisfactorily provided.

The Contractor will submit an invoice each month after assuring themselves that all work has been completed timely in accordance with the Statement of Work and the checklist from the

Quality Control Plan. The Government will review the performance as compared to contract standards, the Quality Assurance Plan and the Performance Objectives. Monthly payments to the Contractor will be reduced for logged deficiencies, as described in the Inspection clause. Deductions for deficiencies shall be calculated as 1/30th of the unit price for each day the Contractor fails to correct the deficiency.

E-8 PROCESSING INVOICES THROUGH INVOICE PROCESSING PLATFORM (IPP)

The USDA, Forest Service requires the use the Invoice Processing Platform (IPP) for electronic submission and tracking of purchase orders, invoices, and payment information to its suppliers of goods and services.

IPP is a government-wide, secure web-based invoice processing service offered free of charge to Government agencies and their suppliers by the U.S. Department of Treasury’s

Financial Management Service (FMS). You will need to register at the following link:

https://www.ipp.gov/vendors/enrollment-vendors.htm

If your company is a current user of IPP, no further enrollment actions are necessary. The

IPP Customer Support Desk is available to assist users Monday through Friday (excluding bank holidays) from 8 a.m. - 6 p.m. ET, including answering any questions related to accessing IPP or completing the registration process. Their toll-free number is 1-866-973-

3131 or they can be reached at IPPCustomerSupport@fms.treas.gov.

mailto:IPPCustomerSupport@fms.treas.gov

SECTION F Deliveries and performance

F-1 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 surveillance, and absence of any contract requirements from the Performance objectives identified below will not detract from the enforceability, nor limit the rights or remedies of the Government under other contract clauses.

Performance Objective Performance Threshold

Perform all services required in accordance with the

Statement of Work on a weekly basis, or as indicated

Not to exceed one complaint of unsatisfactory per week.

F-2 USE OF PREMISE

The Contractor shall comply with the regulations governing the operation of premises that are occupied and shall perform his contract in such a manner as not to interrupt or interfere with the conduct of Government business.

F- 3 CONTRACTOR'S REPRESENTATIVE

The Government may, at its option, suspend work with full count of contract time continuing, if the Contractor fails to provide a Contractor's Representative (1) conversant in the English language and (2) able to read and understand English.

F-3 SUPERVISION

The Contractor shall designate a Contractor Representative in writing who has the authority to act for the Contractor on a day- to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the Contractor. The

Contractor or one of its Contractor Representative shall always be available, when the contract work is in progress, to receive notices, reports, or requests from the Contracting Officer or COR.

The Contractor shall provide in writing to the COR at least five (5) days prior to the contract starting date the names and telephone numbers of the Contractor Representative.

At all times during performance of this contract and until the work is completed and accepted, the Contractor shall directly superintend the work or assign and have on the work a competent superintendent who is satisfactory to the Contracting Officer and has authority to act for the

Contractor.

F-4 STORAGE OF MATERIALS AND EQUIPMENT

Materials shall be stored to assure the preservation of their quality and fitness for work.

Approved portions of the right-of-way or other areas on Government land may be used for storage purposes. All storage sites approved by the Government shall be restored to a satisfactory condition at the Contractor's expense.

F-5 PROPERTY AND PERSONAL DAMAGE

(a) The Contractor shall use every precaution necessary to prevent damage to public and private property. Land monuments and property markers shall not be disturbed until the Contracting Officer, or his/her representative, has witnessed or otherwise referenced their location and directed their removal.

(b) The Contractor shall be responsible for all damage to property and to persons, including third parties, that occur because of his/her agent's or employee's fault or negligence. The term "third parties" is construed to include employees of the government.

F-6 PUBLIC OFFICIALS NOT PERSONALLY LIABLE

There shall be no personal liability upon the Contracting Officer or officer in charge, their agents or employees, for any act performed in the discharge of any duty imposed or the exercise of any power or authority conferred upon them, by, or with the scope of the contract, it being understood that in all such matters they act solely as agents and representatives of the Government.

TRASH AND REFUSE MATERIAL

Contractor shall remove all of his/her own trash and refuse from the contract area.

F-7 USE OF BIOBASE PRODUCTS

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment

Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management, and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material made from biobased materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered of the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal Specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer’s Representative.

JANITORIAL CLEANING PRODUCES AND SUPPLIES

The Contractor shall comply with the provision of FAR 52.223-1, Biobased Product

Certification, FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and

Construction Contracts Link to BioPreferred catalog, suggested vendors, and minimum biobased content (click on an actual product):

https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml#

EPA’s list of designated products under the Comprehensive Procurement Guidelines:

https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program#products

SECTION G Contract Administration Data.

Intentional left Blank

SECTION H Special Contract Requirements

H-1 Background Check Requirement for Personnel:

The contractor shall ensure that all required personnel/employees respond within one week of each prompt for action or information (initial or additional) as part of the HSPD-12 Background Investigation requirement and its associated maintenance. For each member of the Contractor's personnel/ employee(s) to access the Government facility unaccompanied by the Government (i.e. for overnight cleaning), submittal to the mandatory background investigation includes the provision of pertinent information to the Government, fingerprinting, and response to any queries from the Person Model point of contact. Maintenance activities may include but may not be limited to mandatory annual completion of a short information security training exam, materials for which will be available online or provided via email or in hard copy by the CO or COR.

When the premises covered under the contract require or utilize Linc Pass keycards for building entry, the Contractor's personnel/ employees must also visit a USDA Activation Center to obtain a physical LincPass keycard. Visitation of an Activation Center is not required for any Contractor's personnel employees whose worksite buildings utilize traditional keys or non-Linc Pass keycards.

Failure of the Contractor's personnel/ employee(s) to respond within one week of receiving any prompt in the background investigation process may result in the issuance of Cure Notices, requirement of removal of the Contractor's personnel/ employee(s) from the premises, or termination of the contract.

As required through mandate or policy changes, additional requirements to those listed may be added to the contract. Alerts regarding requirements needing attention are generally sent to the Contractor via email to the address(es) provided during the HSPD-12 Background Investigation application.

https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program#products

H-2 Keys/Key cards:

The Contractor will establish and implement methods to ensure that all keys/ keycards issued by the Government are kept secure in the Contractor's possession are not used by unauthorized persons. No keys/ keycards issued by the Government are to be duplicated. It is the Contractor's responsibility to ensure any security access codes are secured in the contractor's possession and not to be used by unauthorized persons.

A. The Contractor will be required to reimburse the Government for replacement of locks or re-keying because of Contractor loss of keys. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system and the total cost will be deducted from the payment due the Contractor.

B. The Contractor will report the occurrence of a lost key/ keycard to the COR or CO no later than the next business day.

C. It is the responsibility of the Contractor to prohibit the use of keys/ keycards issued by the Government to any person other than the Contractor's employees. Contractor's employees are prohibited from opening locked areas to permit entrance by other persons (except for other Contractor's employees).

H-3 On Boarding and Background check process

USDA FOREST SERVICE REQUIREMENTS

All Contractor employees working inside a federal building will be required to complete computer based online training courses. Once the new contractor employee’s information has successfully been entered into the onboarding tracking software, they will be contact by email. The emails will contain links to the websites where the employee can complete the courses. Each course should take 45 to 60 minutes to complete. Contractor employees will need to have access to a computer to complete the trainings online.

Course Name Frequency Method of Trainin g

Length of Training

Completion Date

*Information Security Awareness

Annually AgLearn 60 minutes 1 year since last completion date

Understanding and Interrupting Unconscious Bias

Annually AgLearn 90 minutes 90 days after assignment in AgLearn

Anti-Harassment Training: Identifying and Preventing Workplace Harassment

Annually AgLearn 60 minutes 90 days after assignment in AgLearn

USDA

Records Management

Annually AgLear n Or Paper-based

60 minutes 60 days after assignment

Section 508 Annually AgLearn 60 minutes 45 days after assignment

* This course needs to be completed within 7 days of receipt of the email notification. The course must be completed first. Failure to complete this course in the time allotted will result in a termination of the onboarding process. Once the course is complete the background check process may start.

ALL FEDERAL AGENCIES REQUIREMENTS

Tier 1 Background Investigation Requirements for Awarded Contracts

• Declaration of Federal Employment (OF306)

• National Background Investigation Services (NBIS) security questionnaire

• Fingerprinting (if you have not already enrolled for a LincPass or completed Field Print).

These actions must be completed within 14 days. Extensions will be granted on a case-by-case basis.

OF306

The OF306 is an encrypted (password-protect) PDF, with instructions, to be sent to the government email provided. The PDF should have password-protect for viewing, not just editing, otherwise data is just as open as not password-protecting it.

NBIS Security Questionnaire

The Background investigation will be initiated through the following internet browser address: https://myinvestigation.nbis.mil/subjectportal/ A user ID and temporary password are issued through separate emails from the NBIS system.

Fingerprinting

Depending on the location of the Contractor employee the fingerprint location maybe multiple hours driving distance away. Total travel time and finger process may take 4 to 8 hours total.

Fingerprinting will be done in one of these ways.

• Enrollment within USAccess for a credential (LincPass) https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmyinvestigation.nbis.mil%2Fsubjectportal%2F&data=05%7C01%7Cjared.machgan%40usda.gov%7Cd06086c60cf247027fa908dbd665a7e4%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C1%7C0%7C638339504320855284%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=MEAUSwCKE%2Bs4%2BseVm3MdoQx0Zb4nzzwR04emhQxN2Lk%3D&reserved=0

Notify PIV Sponsor if you have already been fingerprinted for your credential or if you plan to have an enrollment appointment within the next 14 days.

• Field Print

If this method is used, you are required to schedule an appointment within 7 days.

Depending on the location of the Contractor employee the fingerprint location maybe multiple hour driving distance away. Total travel time and finger process may take 4 to 8 hours totalPart II- Contract Clauses

SECTION I Contract Clauses

FAR 52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG

2020)

(a) Definitions. As used in this clause— Backhaul means intermediate links between the core network, or backbone network, and the small subnetworks at the edge of the network (e.g., connecting cell phones/towers to the core telephone network). Backhaul can be wireless (e.g., microwave) or wired (e.g., fiber optic, coaxial cable, Ethernet).

Covered foreign country means The People’s Republic of China.

Covered telecommunications equipment or services means–

(1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities);

(2) For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities);

(3) Telecommunications or video surveillance services provided by such entities or using such equipment; or

(4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.

Critical technology means–

(1) Defense articles or defense services included on the United States

Munitions List set forth in the International Traffic in Arms Regulations under subchapter M of chapter I of title 22, Code of Federal Regulations;

(2) Items included on the Commerce Control List set forth in Supplement No. 1 to part 774 of the Export Administration Regulations under subchapter C of chapter VII of title 15, Code of Federal Regulations, and controlled-

(i) Pursuant to multilateral regimes, including for reasons relating to national security, chemical and biological weapons proliferation, nuclear nonproliferation, or missile technology; or

(ii) For reasons relating to regional stability or surreptitious listening;

(3) Specially designed and prepared nuclear equipment, parts and components, materials, software, and technology covered by part 810 of title 10, Code of Federal Regulations (relating to assistance to foreign atomic energy activities);

(4) Nuclear facilities, equipment, and material covered by part 110 of title 10, Code of Federal Regulations (relating to export and import of nuclear equipment and material);

(5) Select agents and toxins covered by part 331 of title 7, Code of Federal

Regulations, part 121 of title 9 of such Code, or part 73 of title 42 of such Code; or

(6) Emerging and foundational technologies controlled pursuant to section

1758 of the Export Control Reform Act of 2018 (50 U.S.C. 4817).

Interconnection arrangements means arrangements governing the physical connection of two or more networks to allow the use of another's network to hand off traffic where it is ultimately delivered (e.g., connection of a customer of telephone provider A to a customer of telephone company B) or sharing data and other information resources.

Reasonable inquiry means an inquiry designed to uncover any information in the entity's possession about the identity of the producer or provider of covered telecommunications equipment or services used by the entity that excludes the need to include an internal or third-party audit.

Roaming means cellular communications services (e.g., voice, video, data) received from a visited network when unable to connect to the facilities of the home…