Solicitation 1240BD21Q0038 Janitorial Services CVRD.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

05M6

EVERETT WA 98201

2930 WETMORE AVE SUITE 3A

MT BAKER SNOQUALMIE NATIONAL FOREST

USDA FOREST SERVICE

05L7 CODE 16. ADMINISTERED BYCODE

X

X

X

561720

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED OR05M6

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

04/02/2021 1400 PD

03/17/2021

425-783-6053JORGE SOMOZA

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

1240BD21Q0038

5. SOLICITATION NUMBER

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

1 2 1028075OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

RANDLE WA 98377-9201

10024 US HWY 12

RANDLE RANGER DISTRICT

USDA FOREST SERVICE

15. DELIVER TO

EVERETT WA 98201

2930 WETMORE AVE SUITE 3A

MT BAKER SNOQUALMIE NATIONAL FOREST

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$19.50

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

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

USDA FOREST SERVICE

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Delivery: 04/17/2021 Period of Performance: 04/17/2021 to 02/16/2022

0001 Janitorial Services

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

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

JORGE SOMOZA

. 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 FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

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:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

2 2 of

19. 20. 21. 22. 23. 24.

ITEM SCHEDULE OF SUPPLIES/SERVICES QUAN UN UNIT PRICE AMOUNT

NO. TITY IT (Price per (per-month price month or or each X # of each) months)

Base Item No. 1

1.0 Janitorial Services, Cowlitz Ranger District

April 17, 2021 through February 16, 2022

1.1 Monthly Services – includes work items

performed twice weekly, once weekly and once monthly. See C.3 Technical Specifications. 12 MO $

1.2 Quarterly Services – performed four times per

contract year, April, and July, October, and January; see C.3. 4 EA $

1.3 Semi-Annual Services (NON-window) –

performed two times per contract year, July and January; see C.3. 2 EA $

1.4 Semi-Annual Services (Window) – performed two

times per contract year, April and October; see

C.3 2 EA $

1.5 Annual Services – performed one time per

contract year, December; see C.3. 1 EA $

TOTAL BASE ITEM NO. 1 $ _

Option Item No. 1

2.0 Janitorial Services, Cowlitz Ranger District

February 17, 2022 through February 16, 2023

2.1 Monthly Services – includes work items

performed twice weekly, once weekly and once monthly. See C.3 Technical Specifications.

2.2 Quarterly Services – performed four times per

contract year, April, and July, October, and January; see C.3.

2.3 Semi-Annual Services (NON-window) –

performed two times per contract year, July and January; see C.3.

2.4 Semi-Annual Services (Window) – performed two

times per contract year, April and October; see C.3

2.5 Annual Services – performed one time per

contract year, December; see C.3.

TOTAL OPTION ITEM NO. 1 $ _

12 MO $ $ _

4 EA $ $ _

2 EA $ $ _

2 EA $ $ _

1 EA $ $ _

SECTION B – CONTINUATION OF SF-1449

Option Item No. 2

3.0 Janitorial Services, Cowlitz Ranger District

February 17, 2023 through February 16, 2024

3.1 Monthly Services – includes work items

performed twice weekly, once weekly and once monthly. See C.3 Technical Specifications.

3.2 Quarterly Services – performed four times per

contract year, April, and July, October, and January; see C.3.

3.3 Semi-Annual Services (NON-window) –

performed two times per contract year, July and January; see C.3.

3.4 Semi-Annual Services (Window) – performed two

times per contract year, April and October; see C.3

3.5 Annual Services – performed one time per

contract year, December; see C.3.

TOTAL OPTION ITEM NO. 2 $ _

Option Item No. 3

4.0 Janitorial Services, Cowlitz Ranger District

February 17, 2024 through February 16, 2025

4.1 Monthly Services – includes work items

monthly. See C.3 Technical Specifications.

4.2 Quarterly Services – performed four times per

contract year, April, and July, October, and January; see C.3.

4.3 Semi-Annual Services (NON-window) –

performed two times per contract year, July and January; see C.3.

4.4 Semi-Annual Services (Window) – performed two

times per contract year, April and October; see C.3

4.5 Annual Services – performed one time per

TOTAL OPTION ITEM NO. 3 $ _

12 MO $ $ _

EA

Option Item No. 4

5.0 Janitorial Services, Cowlitz Ranger District

February 17, 2025 through February 16, 2026

5.1 Monthly Services – includes work items

monthly. See C.3 Technical Specifications.

5.2 Quarterly Services – performed four times per

contract year, April, and July, October, and January; see C.3.

4 EA $ $ _

5.3 Semi-Annual Services (NON-window) –

performed two times per contract year, July and January; see C.3.

2 EA $ $ _

5.4 Semi-Annual Services (Window) – performed two

times per contract year, April and October; see C.3

2 EA $ $ _

5.5 Annual Services – performed one time per

TOTAL OPTION ITEM NO. 4

TOTAL ALL ITEMS

C.1 SCOPE OF CONTRACT

A. The purpose of this contract is to provide janitorial services in accordance with the specifications and commercial practices in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Contractor shall perform the required services at the designated Government building following the provisions and requirements contained in this solicitation. This a Base Year Contract with 4 Optional Years for a total possible of 5 Years.

B. Location, Description and Directions

Location: Cowlitz Valley Ranger District (CVRD) Office, 10024 US Highway 12, Randle, WA 98377.

Directions: From Interstate 5 north or southbound, take Exit 68 for eastbound US Hwy

12. Proceed approximately 55 miles and watch for the CVRD Office complex on the right approximately 1 mile east of the town of Randle, WA.

Description: The work area consists of the CVRD Office, Annex Building, and Road Crew Shop Office. The areas to be cleaned total approximately 12,892 square feet.

C. Work Schedule: Work performed under this contract shall be accomplished outside of regular office hours. Regular office hours are 7:45 AM to 4:30 PM Monday through Friday, except Federal Holidays and any other day(s) designated by Federal statute, Executive Order or Presidential proclamation. Exceptions to these normal duty hours are shown below. Government personnel observe the listed dates as holidays:

New Year's Day – 1st day of January;

Martin Luther King, Jr's. birthday – 3rd Monday of January;

President's Day – 3rd Monday of February;

Memorial Day - last Monday of May;

Independence Day – 4th of July;

Labor Day – 1st Monday of September;

Veteran's Day – 11th day of November;

Thanksgiving Day – 4th Thursday of November;

Christmas Day - 25th of December; and, any other day designated by federal statute, executive order, or presidential proclamation.

When a holiday falls on a Saturday, the preceding Friday is observed. When a holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not by itself be cause for an additional period of performance, or entitlement of compensation except as set forth within the contract.

The Government reserves the right to close its facilities due to weather conditions or medical emergencies as necessary. If the office is closed due to inclement weather or for any other reason, the COR will notify the Contractor as soon as closure is known.

For daily services performed two times per week, the preferred service days are Wednesday and Sunday. Daily services performed one time per week are completed on Sunday.

Quarterly services are performed four times per contract year, during the months of April, July, October, and January.

Semi-annual services are performed two times per contract year, in April and October.

Annual service items are performed one time per contract year, in December.

D. Work Standards:

The Contractor shall exercise care in work methods to prevent damage to any office equipment, windows, materials on desks, etc.

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 work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable for theft, possession and/or removal of materials, supplies, equipment, or any Government-owned property, or for unsatisfactory performance.

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 their employees as may be necessary.

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

D.1 – General Policies and Procedures

A. If/as necessary, contractor’s staff shall sign in and sign-out each day or work period at the designated area identified by the COR. The sign-in/sign-out sheet form will be attached to a clip board. The contractor will be responsible for their employees providing all required information on the form. The contractor will be responsible for employees recording their time accurately.

B. Office key(s) will be provided to the contractor. Keys shall be promptly returned upon termination of the contract for any reason. The key(s) shall not be duplicated.

C. Only the contractor's staff will be permitted in the buildings. Guests or children of staff are not allowed in the facilities.

D. The contractor shall require all employees to report for work wearing neat, clean, and appropriate clothing. Uniforms are not required.

E. The contractor shall prohibit employees from disturbing papers on desks drawers or cabinets, or using telephone or office equipment for personal use.

F. The contractor and contractor's employees are required to comply with the policies, procedures and all federal regulations pertaining to conduct and building regulations as provided by the COR.

G. The contractor shall provide a list of names for all employees assigned to this contract five days before start date. If or when the contractor has a change in employees, the contractor shall furnish an updated list of employees to the COR and Contracting Officer.

H. The contractor shall not make a change in requirement of the contract statement of work or Schedule Matrix without discussing with the Contracting Officer and the COR. All changes shall require approval from the COR and the Contracting Officer.

D.2 – Miscellaneous Work Requirements

A. Lights shall be used only in areas where and at the time when work is actually being performed.

B. Mechanical equipment controls for heating, ventilation, and air-conditioning systems shall not be adjusted by the workers.

C. Water faucets or valves shall be turned off after the required use.

D. Windows shall be closed and lights and fans turned off when not in use.

E. Report hazardous conditions and items in need of repair to the Contracting Officer's Representative (COR).

F. Lock rooms in security areas after cleaning. These areas will be identified by COR. Do NOT unlock any rooms to clean if they are locked.

G. Close doors and lock rooms as required in all areas after cleaning.

H. Turn in lost and found articles to the COR.

I. Assign sufficient staff to be responsive to cleaning-related complaints.

C-2 WORK SCHEDULE

The cleaning schedule contains work requirements as listed below. See C.3 Technical Specifications and Attachment 1, Schedule Matrix for additional information. Some work is performed -

a) Semi-weekly (two times per week – 2W), Wednesday and Sunday;

b) Weekly (one time per week – 1W), Sunday;

c) Monthly (one time per month – 1M), on a regular weekly work day;

d) Quarterly (4 times per contract year – 4Y), in April, July, October, and January;

e) Semi-annually (2 times per contract year – 2Y), in July and January;

f) Annually (one time per contract year – 1Y), in December.

C-3 TECHNICAL SPECIFICATIONS

Description of Services – The contractor shall provide all management, tools, equipment and labor necessary to ensure performance of custodial services at the location designated in this solicitation maintains a satisfactory facility condition in terms of cleanliness, neatness and professional appearance. The contract issued from this solicitation will be a performance-based service contract whereby the contract is expected to develop solutions and perform the services according to commercial practices. The Government will not instruct the contractor as to how to perform the service but rather inspect the performance of the contractor in meeting the requirements.

The areas to be cleaned total approximately 12,892 square feet. Facility location and normal operating hours are listed in General Specifications.

A. To be completed each Wednesday and Sunday (2W from Schedule Matrix (SM)):

(1) Office Areas: main building and annex (includes interior entry areas):

(a) Vacuum carpets

(b) Sweep and/or wet-mop entry area floors and stairs

(c) Clean drinking fountain(s)

(d) Clean mats

(e) Remove trash

(f) Non-carpet spot cleaning (as needed)

(2) Restrooms: main building, annex and public restroom:

(a) Sweep and wet-mop floors

(b) Clean and disinfect fixtures

(c) Stock restroom supplies

(d) Non-carpet spot cleaning (as needed)

B. To be completed each Sunday (1W from SM):

(1) Office Areas: main building and annex (includes interior entry areas):

(a) Outside sweeping

(b) Recyclables – collect and dispose

(2) Road Crew office area:

(a) Sweep and/or wet-mop entry area floors

(b) Clean mats

(c) Remove trash

(d) Non-carpet spot cleaning (as needed)

(e) Recyclables – collect and dispose

(3) Restroom, Road Crew Shop:

(a) Sweep and wet-mop floors

(b) Clean and disinfect fixtures

(c) Stock restroom supplies

C. To be completed two times per month for all areas (2M from SM):

(a) Low dusting

D. To be completed two times per month for front porch area (2M from SM):

(a) Clean front entryway exterior

E. To be completed one time per month for all areas (1M from SM):

(a) Non-window glass cleaning

F. To be completed quarterly for all areas (4Y from SM):

(a) Maintenance wax of all non-carpet floors

F-1. To be completed semi-annually, in July and January, for all areas (2Ya from SM):

(a) High dusting – non window treatments

(b) Carpet cleaning

F-2. To be completed semi-annually, in April and October, for all areas (2Yb from SM):

(a) Clean windows, inside and out

(b) Clean window treatments (blinds, etc.)

G. To be completed annually, in December, for all areas (1Y from SM):

(a) Full wax service, all non-carpet floors

(b) Seal tile in Reception area

H. As-needed Services for all areas (not shown in SM):

(a) Spot-cleaning of carpets

(b) Emergency or special events services

(c) Additional cleaning of public restroom

I. Work Element Descriptions for Technical Specifications C.3 A-H

1.0 BASIC CLEANING SERVICES – GENERAL OFFICE AREAS - The contractor shall accomplish all cleaning tasks to meet the requirements in this Statement of Work

(SOW).

1.1 MAINTAIN HARD FLOORS - All floors, except the carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped as needed, to ensure they have a uniform, glossy appearance and free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter.

This cleaning requirement includes areas behind doors, under desks, tables, wastebaskets, chairs, as much surface as is accessible without moving major furniture. Baseboards, corners, and wall/floor edges shall also be cleaned.

All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved as necessary to maintain floors. All moved items shall be returned to their original position. Personal items shall not be moved at all.

Any questions on this issue should be directed to the Contracting Officer's Representative (COR).

1.2 REMOVE TRASH - All trash containers shall be emptied and returned to their original location. Boxes, cans, and paper placed near a trash receptacle and clearly marked "TRASH" shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter odors.

1.3 EMPTY AND CLEAN PUBLIC ASHTRAYS AND URNS - The contractor shall empty all public ashtrays and urns as needed. Clean ashtrays to remove ashes, odor, and stains. Clean all public urns.

1.4 CLEAN INTERIOR GLASS, MIRRORS, AND NON-RESTROOM FIXTURES

- Clean all interior glass and plexi-glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After cleaning, no traces of film, dirt, smudges, water or other foreign matter shall remain.

1.5 CLEAN DRINKING FOUNTAINS - Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as the exterior surfaces of each unit. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil spots.

1.6 CLEAN STAIRWAYS AND ENTRY AREAS - All floor surfaces shall be cleaned in accordance with paragraph 1 .2 or 1.8 as appropriate for floor covering. Sweep entry areas and porches. Grease and grime shall be removed from stair guards, handrails and baseboards. Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide a clean, uniform appearance.

1.7 VACUUM CARPETS - Vacuum carpeted areas. After vacuuming, carpeted areas shall be free of all visible dirt, debris, litter and other foreign matter. All tears, burns, and raveling shall be brought to the attention of the COR as soon as possible. Include area and throw rugs in this service requirement.

Shake out throw rugs and vacuum underneath. Mop/clean the floor underneath these areas in accordance with 1.1.

1.8 SPOT-CLEAN CARPETS - Spot clean or steam clean dirty carpets over an area of 4 square feet (2’ x 2’) or less. The contractor must remove spots immediately upon discovery, using the carpet manufacturer's approved methods.

1.9 VACUUM AND CLEAN FLOOR MATS - Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal positions.

1.10 GENERAL SPOT CLEANING - Perform spot cleaning on a continuing basis.

Spot cleaning includes but is not limited to removing or cleaning smudges, fingerprints marks, streaks, spills, etc., from washable surfaces of walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, windows, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.11 LOW DUSTING – TWO TIMES PER MONTH (less than 6-feet height) - All horizontal surfaces must be dusted or cleaned to eliminate dust collection.

Personal items shall not be moved. All items shall be cleaned to be free of visible dust.

1.12 RECYCLABLE PRODUCTS - The contractor shall remove all recyclable materials collected at designated locations to the recyclable collection containers one time per week.

2.0 RESTROOMS, BREAK / COFFEE ROOMS, AND KITCHEN CLEANING

SERVICES - The contractor shall accomplish all tasks to meet the requirements of this statement of work.

2.1 CLEAN AND DISINFECT FIXTURES - Completely clean and disinfect all surfaces of counters, sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, and other such surfaces using a germicidal detergent. After cleaning, receptacles shall be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, and entry doors (including handles, kick plates, ventilation grates, metal guards, etc) adjacent to wall mounted lavatories, urinals, and toilets. All wall areas shall be cleaned only as necessary to remove visible dirt and marks.

This service requirement includes cleaning of the sink in the coffee room.

2.2 DE-SCALE SHOWERS, TOILET BOWLS AND URINALS (QUARTERLY) -

De-scaling shall be performed four times per year, April, July, October, and January, to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

2.3 SWEEP AND MOP FLOORS - After sweeping and mopping, the entire floor (including grout) shall be free of litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath.

2.4 STOCK RESTROOM SUPPLIES - Contractor shall ensure restrooms are stocked sufficiently, using Government-provided supplies, so that supplies including soap for the soap dispensers, toilet paper dispensers, and paper towels dispensers, do not run out. Supplies shall be stored in designated areas (2 extra rolls of toilet paper in each restroom). No overstocking shall be allowed.

3.0 EXTERIOR CLEANING SERVICES - Provide services as outlined above and herein.

3.1 ONE TIME PER WEEK – All exterior porch floors shall swept and wall mounted ash trays emptied and cleaned.

3.2 TWO TIMES PER MONTH – Porch area wall and overhead surfaces shall be swept or otherwise cleaned of dirt, cob-webs, and dead insects. Porch light fixtures shall be cleaned and any non-functioning lights reported to the COR.

4.0 PERIODIC CLEANING SERVICES - Provide services as outlined above and herein.

4.1 QUARTERLY SERVCE – MAINTENANCE WAX OF ALL HARD FLOORS –

All floors shall receive a maintenance coat of wax following regular cleaning (see 1.1) one time each quarter, in April, July, October, and January.

4.2 SEMI-ANNUAL SERVICE, APRIL AND OCTOBER – CLEAN WINDOWS

AND WINDOW TREATMENTS – Windows are the glass surfaces that are an integral part of the outer wall of the building. Window screens shall be removed, cleaned, and replaced as needed. After window has been cleaned, the exterior glass and frames and interior casings, sills, and glass shall be free of all traces of film, dirt, smudges, water and other foreign matter. This service includes dusting of the window treatments (venetian blinds, etc.).

4.3 SEMI-ANNUAL SERVICE, JULY AND JANUARY – STEAM CLEAN

CARPETS – All carpets shall be cleaned in accordance with standard commercial practices. Chairs, trash receptacles, and other items shall be moved as necessary to clean carpets underneath, then returned to their original position. A heavy-duty spot remover may be required in heavily soiled areas. After steam cleaning, the carpeted area will be uniform in appearance and free of stains and discoloration. Carpets shall have a fresh, clean smell and be dry within 18 hours. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. The contractor shall coordinate the date with the COR so employees can be notified to move as many things off the floor as possible.

4.4 SEMI-ANNUAL SERVICE, JULY AND JANUARY – LIGHT FIXTURES –

Clean all light fixtures of accumulated dust, cobwebs and foreign matter in January and July. Light fixtures shall be opened and cleaned of accumulated dust, dirt, insects, etc.

4.5 SEMI-ANNUAL SERVICE, JULY AND JANUARY – HIGH DUSTING (> 6-

feet height) – Dust cabinets and other tall furniture, and ceiling cobwebs.

4.6 STRIP, RE-WAX, AND BUFF ALL HARDFLOORS – ANNUAL SERVICE –

All waxable hard floors shall be stripped of old wax, scrubbed, and waxed to maintain a neat and clean, professional appearance. Satisfactory performance yields a uniform, glossy appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. Seal tile with sealant supplied by Government. Apply in accordance with manufacturer’s instructions.

5.0 EMERGENCY OR SPECIAL EVENT CLEANING SERVICES – Upon notification by the COR, the contractor shall perform emergency or special event cleaning required in any building, area, or room covered under this contract or as designated by the COR. These services will be based on a daily rate and will be billed separately to the COR with a copy to the Contracting Officer. Should services not be required for an entire day, the contractor will be guaranteed a prorated payment of a minimum of 3 hours (unless the work was not performed in a satisfactory manner). The Contracting Officer shall order cleaning services through the issuance of a statement of required services per the line item on the contract at which time the contractor will provide a total price for that service which efficiently uses the bid price per day on the original contract for the appropriate and required work task(s). Most services will not require more than one (1) day of additional work. The Contracting Officer or designated representative will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event.

For emergency services, the contractor shall begin emergency work at such time as determined by the COR (but no later than 24 hours after notification). Notification may be verbal. A completion schedule shall be determined for each requested special or emergency work, if necessary. Should the contractor be unable to provide the service, the COR must be notified immediately. The contractor may refuse the work. In addition, this line item does not guarantee the work to the contractor and does not preclude Government from seeking the same service from another contractor.

a. Lights shall be used only in areas where and at the time when work is actually being performed.

b. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the workers.

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

d. Windows shall be closed and lights and fans turned off when not in use.

e. Organize and train employees to participate in building fire drills. Training shall include all emergency procedures as identified by the Contracting Officer’s Representative.

f. Report hazardous conditions and items in need of repair to the COR.

g. Lock rooms in security areas after cleaning. These areas will be identified by the COR. Do NOT unlock any rooms to clean if they are locked.

h. Close doors and lock rooms as required in all areas after cleaning.

i. Turn in lost and found articles to the COR.

j. Assign sufficient staffing to be responsive to complaints related to cleaning.

Inspection and Acceptance

Services performed under this contract shall be subject to inspection and acceptance by the Government. The Contracting Officer’s Representative (COR) will function as the Inspector for the term of this contract.

The COR will furnish the Contractor with written notice of any item not meeting contract requirements. If deficiency is not corrected immediately, contractor may be considered in default of the contract. See procedural details in the Quality Assurance Surveillance Plan.

Regardless of inspections by the Government, the Contractor is responsible for self-inspection and maintaining work to the standards required in the specifications. The Government’s inspections do not replace the Contractor’s quality control inspection requirements.

Pre-Quotation Site Visit Opportunity

Potential offerors are encouraged to tour the project site and personally evaluate work requirements and conditions. Often, the working conditions that would be encountered and requirements of the project are best determined by personal inspection of the work area. The contact at the Cowlitz Valley office is Robert Jeter, 360-497-1152 and Sarah Rockey, 360-497-1113.

SERVICE DELIVERY SUMMARY

A. Introduction

The contractor service requirements are summarized into performance objectives that relate directly to mission- essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective SOW Paragraph

Performance Threshold

Basic Cleaning Services.

Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Trash is empty. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container.

Glass and mirrors have no traces of film, dirt, smudges, or water. Carpets are free of dirt, debris, C.3 Not to exceed 2 customer complaints per month.

litter and other foreign matter and spot cleaned as necessary. Carpets are free of stains and discoloration. Dust is not visible.

Basic Restrooms Cleaning Services.

Restrooms are disinfected and free of dirt, deposits, streaks and odors. Toilets and urinals are disinfected and free of scale, stains, scum and other deposits. Floors are free of litter, dirt, dust and debris. Supplies are adequate until next service. All paper dispensers are filled.

C.3 Not to exceed 2 customer complaints per month

Performance Objective SOW Paragraph

Performance Threshold

Periodic Cleaning Services.

Entrance door, walls, woodwork and glass surfaces are free of all hand and finger marks.

Ceilings and air vents are free of cobwebs. All visible surfaces are free of dust.

Old wax is removed from linoleum floors in bathrooms.

Windows, sills and frames are free of film, dirt, smudges, water, and other foreign matter.

C.3 Not to exceed 2 customer complaints for the reporting period.

B. Quality Control

The Contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in 4.0 Service Delivery Summary and a copy of these quality control procedures shall be furnished to the Contracting Officer within 5 days after starting project work.

1. Quality Assurance: The Government will periodically evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

2. Government Remedies: The Contracting Officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (SEPT 2013), for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services

QUALITY ASSURANCE SURVEILLANCE PLAN FOR

CUSTODIAL SERVICES

INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing this Statement of Work (SOW). It is designed to provide effective surveillance methods of monitoring contractor performance for each listed objective on the Performance Objectives in the maintenance contract.

This contract provides for two surveillance methods (details below). Method 1 utilizes customer complaints presented in the communication log book (CLB). Method 2 utilizes random, direct inspection by the COR.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the Government desires to maintain a quality standard in operating, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective.

The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government with respect to quality assurance is to ensure contract standards are achieved for the purpose of authorizing payments.

In this contract, the quality control program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in the Service Delivery Summary will ensure a robust quality assurance program.

SURVEILLANCE METHOD 1:

The Contracting Officer’s Representative (COR) will receive complaints from Forest Service personnel and pass them to the Contractor's Quality Control Inspector (QCI) for correction.

The Communication Log Book will be used for this purpose.

STANDARD:

95% of all facilities are without customer complaints for the month or service period. For the purpose of this contract, a facility may never have more than two customer complaints per month or service period. The COR shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items (SEPT 2013) or the appropriate Inspection of Services clause, if any of the above service areas exceed seven customer complaints.

PROCEDURES:

Any employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should place an entry in the Communication Log Book (CLB). The COR will consider the customer complaint valid upon receipt from the customer. The COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the COR if not corrected.

The COR will consider customer complaints as resolved unless notified otherwise by the customer. The COR shall keep the CLB in a location where the Contractor’s Quality Control Inspector (QCI) shall view the Log for customer complaints on a daily basis. The QCI will be given one scheduled day after date noted in CBL to correct the unacceptable performance. The QCI shall note remedy in the CLB next to the complaint. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the COR. The COR will conduct an investigation to determine the validity of the complaint. If the COR determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The COR will retain the annotated copy of the written complaint for his/her files. If after investigation the COR determines the complaint as valid, the COR will inform the QCI and the QCI will be given an additional day to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The QCI shall log remedy to the customer complaint with actions taken in the CLB. These will be kept on file for monitoring future recurring performance. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency the COR should contact the Contracting Officer for appropriate action.

SURVEILLANCE METHOD 2:

The COR will randomly evaluate the services required by each task to ensure compliance.

STANDARD:

The Contractor shall perform all work required by the task in a satisfactory manner in accordance with the appropriate SOW paragraph. The COR shall not consider the task complete until all deficiencies have been corrected.

PROCEDURES:

The COR will inspect work tasks required to ensure Contractor compliance with the appropriate work items in the Statement of Work (SOW) on a random basis after the service(s) is(are) performed and record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contract manager or QCI of the deficiencies for correction. The Contractor will be given one scheduled day to correct the unacceptable performance.

Government-Furnished Property:

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract as needed. This property shall be used and maintained by the Contractor in accordance with provisions of FAR Clause 52.245-1 "Government Property (APR 2012)" hereby incorporated by reference.

(1) Office and area access key(s) will be furnished to the Contractor and shall be returned upon termination of the contract. Keys shall not be duplicated;

(2) Utilities necessary to perform the work;

(3) Dumpsters for refuse and recyclables;

(4) Paper hand towels, toilet paper, and hand soap;

(5) Locked storage space for the Contractor’s supplies and equipment. These closets and the stored equipment and supplies shall be kept clean and in an orderly manner by the contractor.

(6) Tile Sealant

Contractor-Furnished Property and Services

(7) Contractor shall provide all labor, supervision, transportation, equipment, supplies (except those provided by the Government) and incidentals necessary to perform the described work. The Contractor will be permitted to store Contractor-furnished supplies and equipment in a locked storage area.

(8) Equipment and supplies furnished by the contractor shall be a quality and size commonly used by commercial firms in servicing a building of comparable size.

Contractor shall provide Material Data Sheets for chemicals in cleaning compounds.

MSDS’s shall be posted in storage area. Contractor must meet all OSHA requirements for storing cleaning compounds/chemicals if stored on Government premises.

Designation of Contracting Officer's Representative

The Contracting Officer, upon contract award, will designate in writing a Contracting Officer's Representative (COR). The COR will provide on-the-ground administration of the 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 Government which will change the required delivery or completion times stated in the contract. The contract will then be modified accordingly. (This direction 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 shall so advise the COR. If the COR persists and there still exists 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.

The Contracting Officer’s Representative and Technical Contact for this project is:

Robert Jeter Cowlitz Valley Ranger District, Gifford Pinchot National Forest 10024 US Highway 12, P.O. Box 670 Randle, WA 98377 360-497-1152 phone 360-497-1102 fax robert.jeter@usda.gov

The Technical Contact for this project is:

Sarah Rockey Cowlitz Valley Ranger District, Gifford Pinchot National Forest 10024 US Highway 12, P.O. Box 670 Randle, WA 98377 360-497-1113 phone 360-497-1102 fax sarah.rockey@usda.gov

Measurement and Payment

Payment shall be made on a monthly basis at the unit bid price per month in accordance with all work accomplished during each just-completed service period (month). If janitorial services begin or end mid-month, payment for that period shall be prorated based on a 30-day month.

Payments for less than a month will be pro-rated on a 30-day basis. The unit price per month will be used to compute the amount to be paid and shall constitute full and final compensation for that line item’s work.

mailto:rjeter@fs.fed.us mailto:ssrockey@fs.fed.us

Work that has not been performed in accordance with the terms of this contract shall not be paid. The Contractor shall not include in the monthly invoice any work that has not been completed. Payment will be made only for work completed.

The Department of Agriculture (USDA) mandated the transition of all Integrated Acquisition System (IAS) payments to the US Treasury Invoice Processing Platform (IPP). This allows electronic routing and approval of IAS related invoices.

Treasury's IPP enables vendors to electronically enter, submit, as well as track invoice status. The invoice information entered by the Vendors in IPP is used to route the invoice through the appropriate approval process, based on the contract.

The contractor and COR should discuss the elements of a proper invoice prior to submission for payment.

Invoices should include the Contract and/or Purchase Order number, unique invoice number, invoice date, name and address of contractor, and total due for the just-completed monthly service period.

SPECIAL CONTRACT REQUIREMENTS

H-1 Safety Plans

Contractor shall conduct activities in compliance with all Federal, state, local safety regulations and standards. Contractor shall maintain a current file/binder of Material Safety Data Sheets (MSDS) for all products used by the Contractor. The MSDS shall be submitted to the COR to approve or obtain approval by the Government. In the event of disagreement about the safety of any product, the burden shall be on the contractor to demonstrate safe and appropriate use of the product.

H-2 Accident Reports

The contractor shall comply with the requirements of OSHA and other regulatory agencies for record keeping and reporting of all accidents resulting in death, trauma, occupational disease, environmental insult, or motor vehicle accidents. In all cases, the Contractor shall provide an oral report to the COR within twenty-four (24) hours and written follow-up with (3) workdays of the occurrence of the accident.

H-3 Parking for Contractor’s and Contractor’s Employee Vehicles

All employees of the Contractor will park their personal vehicles and Contractor's vehicles in areas and during times designated by the COR. On no occasion will vehicles be left during non-contract work hours. Under no circumstances will children, pets, or visitors be allowed to wait in vehicles or on Government property without the express consent of the COR.

H-4 Permits and Responsibilities

The Contractor shall be responsible for all damages to persons or property that occurs as a result of the Contractor’s fault or negligence. The Contractor shall take proper safety and health precautions to protect the workplace, the workers, the public, and the property of others during the performance of the work.

After each period of cleaning or other service, the Contractor shall inspect the area for fire hazards, turn off electric fans and all unnecessary lights. Outside doors and windows shall be closed and locked. The COR will designate any lights, which are to remain on for security.

H-5 Use of Premises

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

Only the Contractor or the Contractor’s designated representative and employees will be permitted on the premises during the performance of the services for this contract. No children or pets will be allowed to accompany custodians while in the performance of their work.

H-6 Staffing Requirements

A. The contractor shall determine the total daily productive hours required for the performance of all services specified herein. The contractor shall utilize skilled and productive labor in order to furnish the required level of services specified in this contract. The personnel employed by the contractor shall be fully trained and qualified to safely conduct all custodial type work. All personnel will receive close and continuing supervision by the contractor.

H-7 Responsibility of Performance

A. The contractor shall be directly responsible for all work performance as specified in the contract. The contractor shall provide adequate supervision of work for all employees performing to ensure complete and satisfactory compliance with contract terms and conditions. Any working group assigned to any particular area shall have adequate supervision.

B. If the contractor elects to subcontract any work specified in this SOW, the subcontractor’s name and qualification shall be submitted along with the contractor’s proposal. Once the contract is in effect, further subcontracting shall require the written approval of the Contracting Officer.

H-8 Damage Reports

A. In all instance when Government property and or equipment are damaged by the contractor’s or subcontractor’s employees, the contractor shall submit a full report of the facts and extent of such damages. The report shall be submitted in writing to the COR no later than the next workday following the occurrence.

H-9 Frequencies

A. All cleaning frequencies stated in Attachment 1, Matrix of Services, shall be the minimum required.

H-10 Disruptions

A. Contractor employees shall notify their supervisor when encountering any questionable situations in performing janitorial functions: safety hazards, inaccessible areas, unknown substances in trash cans or work areas.

SECTION C - CONTRACT CLAUSES

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) Clauses:

https://www.acquisition.gov/browse/index/far (FAR clauses begin with 52) Department of Agriculture Acquisition Regulation (AGAR) Clauses:

https://www.acquisition.gov/agar (AGAR clauses begin with 452) Deviations to clauses may be viewed at:

https://www.dm.usda.gov/procurement/policy/FARClassDeviations.htm

52.204-13 System for Award Management Maintenance (OCT 2018)

52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)

52.212-4 Contract Terms and Conditions – Commercial Items (OCT 2018)

Addenda to 52.212-4:

Replace paragraph (r) of clause 52.212-4 with the following as specified in

DEVIATION 2017-1 (AUG 2017):

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C chapter 21 relating to procurement integrity.

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (JAN 2021) (DEVIATION JUL 2020)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the…