Schedule and Performance Work Statement 1240BE26Q0021 Middle Fork RD Custodial Janitoral Service.docx

1240BE26Q0021 Middle Fork Ranger District Janitor Services

Middle Fork Ranger District Janitor Services

Schedule of items:

TOTAL ITEMS $________

Schedule Notes:

1. A site visit is highly recommended. Please contact the following Melissa Johnson to schedule a date and time to visit the site.

Melissa Johnson Melissa.johnson1@usda.gov p: 541-782-5233

2. Offers shall be submitted for the total items. Offers for less than the total items will not be considered. 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 BE registered online at www.sam.gov and be ACTIVE. Contractor with “Inactive” status will be considered non-responsive. System for Award Management (SAM). See FAR 52.212-4 (t) and Online Representations and Certifications Applications (ORCA) – See FAR clause 52.212-3. Contractor must also have an www.IPP.gov account to submit invoices. https://www.ipp.gov/vendors/enrollment-vendors.htm

4. Period for acceptance of quotes. The Offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers.

SECTION 1

1.1 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 cleaning 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 will be performed at frequencies determined by the Government. Performance shall be based on the Government’s evaluation of the results.

1.2 PROJECT LOCATION & DESCRIPTION

Location: The project is located on the U.S. Forest Service Administrative site, Middle Fork Ranger Station and Visitor Information Center, Westfir, Oregon.

Description: The U.S. Forest Service Administrative site, Middle Fork Ranger Station and Visitor Information Center, 46375 Highway 58, Westfir, OR 97492.

The Administrative Office building is a two-story building with 5 entrances. There are 6 restrooms at the Administrative Offices. The Forest Service occupies the entire building. The building area is 22,000 sq feet. This building is occupied year-round.

The Warehouse Restrooms/Exercise room is a two-story structure with 2 entrances. There are 2 restrooms with showers and a 2-story exercise room in the Warehouse with gym mat floor coverings. The Restroom/Exercise area is approximately 4,500 square feet. This building is occupied year-round.

1.3 LICENSES AND INSURANCE

The Contractor shall obtain necessary licenses and insurance needed to perform this contract.

SECTION 2 PERFORMANCE STANDARDS AND GUIDELINE REQUIREMENTS

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.

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.

2.1 Restrooms (Administrative building and Warehouse) shall be cleaned and disinfected every scheduled cleaning day. Floors shall be sanitized and maintained to ensure that there is not a buildup of dirt and debris. Shower stalls shall be cleaned to ensure that there is no buildup of dirt and debris. One pint of water will be poured into floor drains once a week. Partitions and walls shall be free of obvious dirt, dust, or other extraneous matters. All paper products and soap dispensers shall be replenished as needed to always maintain an adequate supply. Replacement of batteries in the paper towel and soap dispensers will also be required.

2.2 Floors: All floors and stairways shall have a clean uniform appearance free from dirt, debris, dust, scuffmarks, heel marks, stains, and other foreign matter. Baseboards, corners, kick plates, and wall/floor edges shall also be clean. Chairs, trash receptacles, and movable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

A. All carpets shall be vacuumed every scheduled cleaning day and free of dust, dirt, debris and obvious spots and stains. Carpet spotting shall be accomplished as needed.

B. Resilient flooring shall be swept, mopped and free of all types of marks every scheduled cleaning day.

C. Gym mat flooring (both ground level, second level and stairway shall be vacuumed one cleaning day a week.

2.3 All trash shall be collected from Administrative Areas, Warehouse Restrooms, and Exercise Room every scheduled cleaning day. Collected trash will be removed to a designated on-site location. Cigarette Butt receptacles located near entrance doors shall be emptied every scheduled cleaning day.

2.4 Breakroom touchpoints shall be cleaned and disinfected, including appliance handles, counter tops, sink and table tops every scheduled cleaning day.

2.5 Drinking fountains shall be cleaned and free of watermarks and other debris or encrustation. Drinking fountains shall be disinfected every scheduled cleaning day.

2.6 Windows and glass (including interior windows in reception area, lunchroom, and exterior entrance door glass) shall be cleaned one scheduled cleaning day per week, free of obvious dirt, grime, streaks, cloudiness and water spots.

2.7 Periodic Cleaning: A. Carpet: All exposed carpets shall be shampooed 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.

2.8 Spot cleaning: All other space not specifically mentioned and covered by this contract shall be free of obvious dirt, debris, dust, and present an overall appearance of cleanliness.

SECTION 3 CONTRACTOR FURNISHED UNIQUE SERVICES, ITEMS, PROPERTY, DATA, ETC.

3.1 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.

SECTION 4 TASKS AND CRITICAL SUBTASKS

4.1 CLEANING SCHEDULE

Work Days and Hours: For Administrative Office and Warehouse including restrooms thorough cleaning shall commence on Monday, Tuesday, Thursday, and Saturday (Day time cleaning allowed on Saturday) between the hours of 6:00 pm and be completed by 6:00 am the next day. No work shall be performed between 6 a.m. and 6 p.m. on normal Federal workdays. The Contractor may work in the building on weekends and Federal holidays without restriction to hours provided advance arrangement with COR is made. All offices may be occupied 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 occupancies, the Contractor will be given 24-hour notice.

The estimated amount of time required to meet these performance standards is 4 hours per day, 4 times per week as indicated in the schedule for one person.

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).

4.2 CONTRACTOR FURNISHED MATERIAL AND SERVICES

The Contractor will 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.

The Contractor will use bio-based products. These supplies and materials shall be of a quality and type customarily utilized by other Contractors engaged in the profession of providing janitorial services. If a product’s ability to meet the standards for cleanliness diminishes, the contractor shall recommend an alternative product to the COR. No flammable liquids shall be stored in the buildings.

The Contactor is responsible for the removal of Contractor Furnished materials and equipment at Contractor’s expense.

4.3 SAFETY MEASURES

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. Clothes, 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 Safety Data Sheets (SDS’s) for all cleaning chemicals used per FAR 52.223-3.

4.4 PRODUCTS/MSDS FORMS

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 SDS’s 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.

4.5 PERSONAL PROTECTIVE EQUIPMENT

1. The contractor will train in the safe operation and use of equipment to all workers using such equipment.

2. Personal protective equipment, including personal protective equipment for eyes, face, head, and extremities shall be provided the Contractor, used, and maintained in a sanitary and reliable condition wherever it is necessary by reason of hazards or processes encountered in a manner capable of causing injury or impairment in the function of any part of the body.

3. Defective or damaged personal protective equipment shall not be used.

SECTION 5 GOVERNMENT-FURNISHED MATERIALS AND SERVICES

5.1 STORAGE

The Government will provide secure areas for storage of Contractor-furnished supplies. One room is located on the first floor of the Office building, and another room is located on the second floor of the Office building. In the warehouse, a closet is available for contractor supplies and Government-furnished products and supplies.

The Contractor shall maintain such storage areas to the same standard as similar areas occupied by the Government. Contractor shall keep inventory list of backstock and notify COR when supplies are within 2 weeks of depletion.

5.2 THE GOVERNMENT WILL FURNISH THE FOLLOWING SUPPLIES:

A. Plastic trash-can liners, 13 and 33 gallon. Postconsumer Content 10-100%.

B. Multi-fold paper towels or roll towels.

C. Liquid soap. Bio-based content minimum 64%.

D. Toilet paper. Postconsumer Fiber content 20-60%, total recovered fiber content 20-100%.

E. Toilet seat covers. 100% biodegradable and septic safe.

F. Urinal Blocks. 73% Minimum Bio-based content.

G. Batteries for battery operated soap and paper towel dispensers

5.3 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 turn off the lights prior to leaving.

SECTION 6 CONDUCT

6.1 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 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) on the premises to either work or accompany the Contractor or his/her employees during performance of the contract. The Contractor may not bring pets into the Federal Offices either.

6.2 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.

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: Contactor may not bring pets into the buildings.

6.3 MISCELLANEOUS

The Contractor 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:

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

B. Turn in items found to the COR.

C. Report any unusual traffic in the 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 system are not 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. Protect Government property, buildings, materials, equipment, supplies, records, and data against unauthorized access, loss, or damage.

H. 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.

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

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

K. 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 thereafter notify the COR.

SECTION 7 SECURITY OF PREMISES

7.1 The Contractor will be issued key cards and pin numbers to access the building. These will be issued to individual employees by the district’s Administrative Officer and are not to be shared between employees. If an employee is no longer employed by the contractor, that key card must be returned. Any unauthorized personnel in the building or sharing of key cards is a violation of federal law and grounds for immediate termination of the contract.

7.2 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 entry to, during performance of services, and/or exiting from the building. Only the Contractor and the Contractor’s employees are allowed in the building outside of normal business hours.

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

7.4 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.

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

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

7.7 The Contractor shall comply with the requirements of this solicitation regarding contract personnel and contractor background checks. Contractors will not be allowed in any Government building if they have not passed the Federal background check and on-boarding procedures. Procedures for the background checks may begin upon contractor acceptance of the contract. Post background check, the contractor shall provide to the COR three (3) days prior to start of work, each employee’s full legal name, social security number and driver’s license, if applicable, for security access and security training. Work during business hours may be approved by the COR on a case-by-case basis. Upon employee termination with Contractor, Contractor will notify the COR, within 12 hours of termination, employee’s full legal name, to remove from security system.

SECTION 9 INSPECTION AND ACCEPTANCE

9.1 INSPECTION AND ACCEPTANCE

(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, Middle Fork Ranger Station.

9.2 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.

9.3 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 the 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.

Paragraph

2.8

9.4 CONTRACTOR QUALITY CONTROL PLAN

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.

SECTION 10 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):

Item No.

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 reasons 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; in adequate government provided supplies. Likewise, the government will use the log to report concerns to the janitorial staff.

SECTION 11 CONTRACT ADMINISTRATION DATA

A post award conference with the successful offeror is required. It will be scheduled and held within 15 days after the date of contract award. The conference will be held at the Middle Fork Ranger Station.

DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE

The Contracting Officer designates the Contracting Officer's Representative (COR).

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.

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 the contract.

SUPERVISION

The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or one of its supervisors shall be available at all times, 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, telephone numbers, and addresses of on-site supervisors. The term “on-site supervisor”, “alternate on-site supervisor”, “superintendent”, or “Contractor Representative” means a person designated in writing by the Contractor 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.

PAYMENT

Payment will be made monthly for janitorial services that have been satisfactorily provided. The Contractor will submit an invoice each month along with the completed inspection 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.

INVOICE PROCESSING PLATFORM

NOTE: The paragraph below replaces the paper invoice copies requirement referenced on FAR 52.212-4 (g) invoices.

The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP). The contractor must follow the instructions on how to register and submit invoices via IPP as prescribed in the previous communications from USDA and Treasury. All invoices are to be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website:

https://www.ipp.gov/index.htm.

Please make sure that your company has registered at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish your account.

SECTION 12 SPECIAL CONTRACT REQUIREMENTS

12.1 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.

12.2 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 people (except for other Contractor's employees).

12.3 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 contacted by email. The emails will contain links to 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 all training online.

Course Name

* 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) 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.

12.4 USE OF BIOBASE PRODUCTS

The Contractor must comply with Section 9002 of the Food, Conservation and Energy Act of 2008; Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA); Executive Order (EO) 13514, “Federal Leadership in the Environmental, Energy, and Economic Performance” which retains the requirements of EO

13423; Presidential Memorandum, “Driving innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Development”; 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 form 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.

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

Janitorial cleaning products 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, and FAR 52.223-4 Recovered Material Certification.

Guide to minimum biobased content:

http://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml EPA’s list of designated products under the Comprehensive Procurement Guidelines:

http://www.epa.gov/waste/conserve/tools/cpg/products/index.htm

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

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

STORAGE OF MATERIALS AND EQUIPMENT

Materials shall be stored to assure the preservation of their quality and fitness for work. All storage areas approved by the Government shall be restored to satisfactory conditions at the Contractor's expense.

Attachments List: The following attachments are made as part of this solicitation and any resultant contract.

Attachment Number Description

The following contract clauses apply to this acquisition:

52.203-17 Contractor Employee Whistleblower Rights (NOV 2023) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017)

52.204-13 System for Award Management Maintenance (NOV 2025) (DEVIATION) 52.204-19 Incorporation by Reference of Representations and Certifications (DEC 2014) 52.209-6 Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (SEP 2025)

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (SEP 2025) (DEVIATION)

52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (SEP 2025) (DEVIATION)

52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services. (AUG 2025) (DEVIATION)

52.219-6 Notice of Total Small Business Set-Aside (NOV 2025) 52.219-28 Post award Small Business Program Representation. (OCT 2025) (DEVIATION) 52.222-3 Convict Labor (OCT 2025) (DEVIATION) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Jan 2025) 52.222-35 Equal Opportunity for Veterans (JUN 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (Aug 2018)

52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) 52.222-50 Combating Trafficking in Persons (OCT 2025) (DEVIATION) 52.222-54 Employment Eligibility Verification (NOV 2025) 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (OCT 2025) (DEVIATION)

52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2022) 52.223-23 Sustainable Products and Services (OCT 2025) (DEVIATION) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) 52.233-4 Applicable Law for Breach of Contract Claim (SEP 2025) (DEVIATION) 52.237-2 Protection of Government Buildings, Equipment, and Vegetaion (APR 1984) 52.242-14 Suspension of Work (Apr 1984) AGAR 452.204-70 Modification for Contract Closeout (JUN 2024)(DEVIATION)

Clauses Incorporated by Full Text:

52.217-8 Option to Extend Service. (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 10 days.

(End of clause)

52.217-9 Option to Extend the Term of the Contract. (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within _30_ provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed _36__ (months).

(End of clause)

(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) 452.203-71 Anti-Discrimination and Diversity, Equity, and Inclusion (DEI) Compliance (Dec 2025)

(a) By entering into this contract, the Contractor certifies that:

1. It is compliant with all applicable Federal anti-discrimination laws and the Equal Protection principles of the U.S. Constitution, and it will remain compliant for the duration of the contract.

2. Neither it nor any subcontractor or teaming partner operates or funds any program, policy, or initiative that promotes DEI in a manner that violates any applicable Federal anti-discrimination laws, including but not limited to Title VI and VII of the Civil Rights Act of 1964, or the Equal Protection principles of the U.S. Constitution, and the Contractor and any subcontractor or teaming partner will not do so for the duration of the contract.

(b) If the Contractor participates in, facilitates, or funds programs that implicate Title VI of the Civil Rights Act of 1964 or Title IX of the Education Amendments of 1972, as amended, including but not limited to grants to or for schools, colleges, universities, 4-H programs, non-governmental organization (NGO) programs, sports programs, and education-related grants to prisons or other detention facilities, the Contractor certifies that it will remain compliant with those laws, including the requirements set forth in Executive Order 14168, Defending Women from Gender Ideology Extremism and Restoring Biological Truth to the Federal Government, and Executive Order 14173, Ending Illegal Discrimination and Restoring Merit-Based Opportunity.

(c) The Contractor affirms that the above requirements are conditions of payment that go to the essence of the contract and are therefore material terms of the contract. Payments under the contract are predicated on compliance with the above requirements, and therefore the Contractor is not eligible for funding under the contract or to retain any funding under the contract absent compliance with the above requirements.

(d) This certification reflects a change in the Government’s position regarding the materiality of the foregoing requirements and therefore any prior payment of similar claims does not reflect the materiality of the foregoing requirements to this contract.

(e) Submission of a knowing false statement relating to Contractor’s compliance with the above requirements and/or eligibility for the contract may subject the Contractor to liability under the False Claims Act, 31 U.S.C. § 3729, and/or criminal liability, including under 18 U.S.C. §§ 287 and 1001.

(f) The Contractor must include the provisions of this clause in all subcontract solicitations.

(g) Failure on the part of the Contractor or its subcontractors to comply with the terms of this clause may be grounds for the Contracting Officer to terminate this contract for default.

(End of Clause)

52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

Federal Acquisition Regulation (FAR): (FAR Clauses are located in FAR Part 52 at https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52

Department of Agriculture Acquisition Regulation (AGAR): https://www.acquisition.gov/agar (AGAR Clauses are located in AGAR Part 452 at https://www.acquisition.gov/agar/part-452-solicitation-provisions-and-contract-clauses)

Deviations to clauses may be viewed at: https://www.dm.usda.gov/procurement/policy/FARClassDeviations.htm (End of Clause)

52.252-6 Authorized Deviations in Clauses (NOV 2020)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any Agriculture Acquisition Regulation (48 CFR Chapter 4) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

(End of Clause)

NOTICE FOR FILING AGENCY PROTESTS

NOTICE FOR FILING AGENCY PROTESTS

United States Department of Agriculture (USDA) Ombudsman Program The USDA is committed to issuing solicitations and awarding contracts in a fair and prompt manner. The Ombudsman Program for Agency Protests (OPAP) was established to address protest issues within the agency, providing an alternative to costly and time-consuming litigation. Operating independently, OPAP offers relief comparable to that granted by the Government Accountability Office (GAO). Interested parties are encouraged to resolve concerns through USDA’s internal Alternative Dispute Resolution (ADR) process before pursuing external forums such as the GAO. Concerns may be addressed informally or through a formal agency protest filed with either the Contracting Officer or the Ombudsman.

Informal Forum with the Ombudsman

1. Initial Point of Contact: Interested parties who believe a specific USDA procurement is unfair or otherwise defective should first direct their concerns to the applicable Contracting Officer.

2. Escalation: If the Contracting Officer is unable to address their concerns, interested parties are encouraged to contact the USDA Ombudsman for Agency Protests. Under this informal process, the agency is not required to suspend contract award performance. Utilization of the informal forum does not suspend any time requirement for filing a formal protest with the agency or other forums.

3. Required Information: To ensure a timely response, interested parties should provide the following information to the Ombudsman: solicitation/contract number, contracting office, Contracting Officer, and solicitation closing date (if applicable).

Formal Agency Protest with the Ombudsman

1. Effort to Resolve: Prior to submitting a formal agency protest, protesters must first use their best efforts to resolve their concerns with the Contracting Officer through open and frank discussions.

2. Independent Review: If the protester’s concerns remain unresolved, an Independent Review is available by the Ombudsman. The protester may file a formal agency protest with either the Contracting Officer or, alternatively, with the Ombudsman under the OPAP program. Contract awards or performance will be suspended during the protest period unless justified in writing for urgent and compelling reasons or determined in writing to be in the best interest of the Government.

3. Resolution Timeline: The agency’s goal is to resolve protests within 35 calendar days from the date of filing.

4. Required Information: Protests shall include the information set forth in FAR 33.104(a)(3). Failure to submit the required information may result in a delay or dismissal of the protest.

5. Timeliness: Protests must be filed within the timeframes specified in FAR 33.104.

6. Submission: Formal protests under the OPAP program should be submitted electronically to SPE.inquiry@usda.gov and the Contracting Officer.

Election of Forum. By initiating a protest with the USDA, the protester agrees not to pursue the same matter with the Government Accountability Office (GAO) or any other external forum while the agency protest is pending. If a protest is filed externally, the agency protest will be dismissed.