Statement of Work Interpretive Center Janitorial.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project General Information

1.0 Scope of Work

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

8.0 Security Requirements

Attachment

Project Lewis and Clark Interpretive Center Janitorial 1153166

General Information

1.0 Scope of Work

The Contractor shall provide all management, tools, materials, equipment, incidentals, and labor necessary to ensure that custodial services are performed at the Government office located at the Lewis and Clark National Historic Trail Interpretive Center (LCNHTIC), a public facility located in Giant Springs Heritage State Park in Great Falls, Montana, in a manner that will maintain a satisfactory condition and present a clean, neat and professional appearance.

The objective of this janitorial services contract is to assist the Forest Service in providing a quality environment to their visitors and employees while enhancing the presentation of the displays, activities and conveniences by maintaining a superior level of facility, cleanliness and hygiene. The Contractor can meet this objective by consistently achieving the performance expectations for all interior and exterior areas specified.

The Contractor shall be responsible for the orderliness and cleanliness in areas used for offices and storage including the lunchroom, kitchen, bathrooms, conference rooms and coffee break areas, as well as all public spaces including the exhibit hall, restrooms, theater, lobby, and foyer. All areas shall be kept clean, neat and free of fire and safety hazards and unsanitary conditions.

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall provide all management, tools, materials, equipment, incidentals, and labor necessary to ensure that custodial services are performed at the Government office located at the Lewis and Clark National Historic Trail Interpretive Center (LCNHTIC), a public facility located in Giant Springs Heritage State Park in Great Falls, Montana, in a manner that will maintain a satisfactory condition and present a clean, neat and professional appearance.

The objective of this janitorial services contract is to assist the Forest Service in providing a quality environment to their visitors and employees while enhancing the presentation of the displays, activities and conveniences by maintaining a superior level of facility cleanliness and hygiene. The Contractor can meet this objective by consistently achieving the performance expectations for all interior and exterior areas specified.

The Contractor shall be responsible for the orderliness and cleanliness in areas used for offices and storage including the lunchroom, kitchen, bathrooms, conference rooms and coffee break areas, as well as all public spaces including the exhibit hall, restrooms, theater, lobby, and foyer. All areas shall be kept clean, neat and free of fire and safety hazards and unsanitary conditions.

PLACE OF PERFORMANCE

The LCNHTIC is located at 4201 Giant Springs Road, Great Falls, Montana. The facility to be maintained consists of approximately 17,100 square feet, which is divided into 22 rooms. The building has approximately 12,100 sq. ft. of carpet, 3475 sq. ft. of porcelain tile, 472 sq. ft. of vinyl flooring and tile, and 1068 square feet of interior concrete. Following is a brief description of the interior and exterior areas that require janitorial service (See Drawings).

1. All Areas in LCNHTIC except Areas 004, 009, 010, 015, 108, 109, 110, 113, 134, 137, and 138.

2. Outside Front Entry (to the pedestrian walkway).

3. Elevator's (2 each), EL1 and EL2.

4. The interior exhibitory and display cases require janitorial services. However, unless otherwise specifically noted, the exhibits and displays themselves are not part of this contract.

SITE VISIT

There will be a site visit but interested vendors are highly encouraged to view the Lewis and Clark National Interpretive Center to understand the requirements for this contract. For more information about a visit, contact Ray Tetreault at (406)727-8733.

PERFORMANCE BASED SERVICE CONTRACT

This work is being solicited as a performance based, commercial item contract. Performance based means the Contractor is responsible for a quality end product. If an end product is not provided, an adjustment to the payment will be made. A commercial item contract streamlines the terms and conditions to resemble those already used in the everyday commercial marketplace.

QUALITY CONTROL

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met.

Records of quality inspections shall be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

A description of the site specific quality control inspection plan shall be provided with the quote. The plan shall include (1) control procedures for security of Government-provided items such as keys, lock combinations; (2) location of the inspection documents; (3) corrective or preventive actions that will be taken to meet quality standards; (4) a customer comments feedback system; (5) designation of a quality control inspector that works directly with the Forest Service Contracting Officer Representative.

BIOBASED PRODUCTS

The Contractor must comply with Sections 9002 of the Farm Security and Rural Investment Act of 2002; the Food Conservation and Energy Act of 2008; and the Agricultural Act of 2014; and the Federal Acquisition Regulation to provide biobased products. The Contractor shall also comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts contained in this contract. The Contractor shall also comply with the provision at FAR 52.223-1, Biobased Product Certification contained in this contract.

The Contractor shall utilize products and material made from biobased materials (e.g., biobased composite panels, biobased greases, biobased penetrating lubricants, biobased 2-cycle engine oil, and biobased wood and concrete sealers). 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 Representative (COR).

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

The following is a list of categories for bio-preferred products that are required for performance of this contract:

Floor Strippers Adhesive and Mastic Removers Air Fresheners and Deodorizers Furniture Cleaner Bathroom Cleaners Carpet Cleaners Glass Cleaners Multipurpose Cleaners Microbial Cleaners Disinfectants Cleaning Tools Metal Cleaners Corrosion Removers Disposable Containers

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

BUILDING SECURITY

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. The Contractor shall double check all doors and close all windows at the end of each service visit. Fans in bathrooms, air conditioners, and other like conveniences shall be turned off. All lights shall be turned off in the Center except the vestibule and exhibit hall work lights.

The Contractor shall prevent their employees from disturbing papers or other personal property on desks, opening drawers and cabinets, making personal use of the government property furnished under this contract, or personal use of electronic equipment telephones, fax machines, computers, copy machines, etc.

The Contractor shall limit the key-pad access to the Government facility for performance of contract work to members of the cleaning crew. The Contractor shall immediately report to the Contracting Officer when any individual previously assigned the key-pad combination by the Contractor is no longer working under this contract.

The contractor shall supply to the COR, a complete list of contractor’s employees working in the Center. A background check will be required on Contractor and any employee(s) prior to award or subsequent employment. Upon request, a social security number shall be provided to the Person Model Sponsor. The contractor shall notify the COR immediately of any personnel changes.

The Contractor must provide security sufficient to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the facility during off-duty hours, only those who are authorized to enter.

SAFETY

The Contractor is solely responsible for personnel selection, training, and supervision, as well as provision and use of the janitorial equipment, supplies and methods used in performance of this work, to ensure safe site working conditions for the personnel employed under this contract. The Contractor shall also abide by all applicable laws, regulations and best management practices regarding worker safety. In the event of an emergency such as fire, injury or criminal activity, the Contractor’s janitorial staff shall immediately call 911 before calling the COR or Contractor. No one under the age of 18 is allowed on the worksite due to safety reasons.

SUPERVISION AND QUALIFICATIONS

A background check will be required on the contract employee prior to award or subsequent employment. Upon request, a social security number shall be provided to the Person Model Sponsor.

The Contractor must provide security sufficient to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter.

4.0 Government Furnished

1. Water and electrical power for Contractor's use to perform janitorial service.

2. A dumpster-type trash container located in the maintenance yard at the west end of the facility.

3. Storage location for Contractor furnished items and equipment will be provided.

4. Office and restroom supplies: toilet paper, liquid hand soap, plastic trashcan liners, sanitary napkin receptacle liners and paper towels to replenish all restroom dispensers

Note: The Contractor shall notify the Government when Government furnished supplies are within two weeks of depletion.

5.0 Deliverables / Schedule

Contract Period Contract period of performance will be August 1 through August 1.

Work Schedule Daily janitorial services are to be performed from May 1st through September 30th and from October 1st through April 30th janitorial duties shall be performed three times weekly. No work shall be performed under this agreement between the hours of 7:00 a.m. and 7:00 p.m. unless approved by the COR. Cleaning days during this time shall not run concurrently and shall be approved by the COR.

The contractor will devise a schedule, for COR concurrence in advance, for the performance of the daily, weekly, monthly, and bi-annual services to ensure they: (1) are performed in a manner that does not interfere with the official Government business of the facility, or work being done by other contractors (2) completed in a timely and efficient manner, (3) allow the COR to conduct timely inspections of these services.

Performance Expectations The LCNHTIC is a showcase public facility that receives a high volume of daily visitors. Facility safety, security, hygiene and cleanliness are the four expectation criteria under this contract that will be measured in conformance with the Surveillance Plan. The performance expectation is that the Contractor shall consistently meet these criteria.

Hygiene The high visitor traffic enjoying this facility has the potential for spread of disease to those members of the public with reduced immune systems that make up a large percentage of LCNHTIC visitors, (i.e.; children, nursing mothers and the elderly).

Sanitize: Surfaces that are routinely touched, as well as those surfaces around toilets, sinks and drinking fountains, have been thoroughly disinfected. The sanitized surface shall be free of cleaning and disinfectant residue using conventional solutions and materials that had not come in contact with any unsanitized surface.

Cleanliness The janitorial services standards at the LCNHTIC for clean and polished defined below exceed what is conventionally recognized as sufficient for a commercial office and instead is what an ordinary person expects at a quality museum or art gallery. All other defined terms meet those consistently sufficient for commercial office janitorial services and should be equal to industry standard. Aspects of cleanliness as well have janitorial safety considerations, especially with regard to the adequacy of stairway and railing cleaning, and the immediate cleanup of spills on any walking surface during the performance of service.

Clean:

1) All hard surfaces such as ceramic, tile and grout, wooden and painted walls, floors, benches, chairs, furniture, door kick plates, trim, moldings, and sills shall be free of visible dirt, marks, stains, dead insects, cobwebs, spots and deposits, using conventional solutions and methods, without resulting in damage to the surface.

2) Due to the special nature and use of the following surfaces, the Contractor shall propose a method for COR approval that will adequately clean, without causing surface etching, abrasion, or leaving an oily residue: the Compass Rose in Area 102; all wood handrails throughout the facility; the wood seating benches in Areas 101A, 101B, 102, and 012.

3) All carpets shall be visibly free of dirt, dust, lint, litter, stains, spots, gum and other foreign substances, using conventional methods, without resulting damage to the carpet.

4) All facility areas shall be free of litter and debris including gum

5) Soap or rinse water that is splashed on base moldings, walls, or exhibits shall be removed immediately.

6) The Contractor shall note any new tears, burns, unraveling of carpets, as well as any permanent stains, scratches, blemishes, gouges, chips, flaking or other damage to any surface or facility feature. The Contractor shall provide the COR, by the next business day, with a brief written description of the location of the damage.

Empty:

1) All cigarette receptacles shall be free of ashes, butts, gum, and other debris. The removed material is collected, transported and then disposed of into a designated trash container in a manner that ensures no fires can start.

2) All trash from facility trashcans, wastebaskets, and trash receptacles, including that collected from cigarette and other receptacles outside the front and side entrance, shall be disposed of into the designated trash container within securely closed plastic bags.

3) All soiled wastebaskets and trashcans shall be clean with new liners installed.

4) Unlined bathroom receptacles shall be sanitized.

Polish:

1) All cleaned glass shall be free of streaks, smudges and fingerprints using conventional solutions and methods to a height of 10 feet. All glass surfaces shall be polished after cleaning using clean, unsoiled cloths or papers so that streaks and smudges from solutions and tools are eliminated.

2) All cleaned Plexiglas shall be free of streaks, smudges and fingerprints using Plexiglas cleaner and conventional means that ensure the Plexiglas is not left with any abrasions or lint.

3) All cleaned metallic trim, fixtures, railings and door knobs shall shine to a high gloss without feeling oily using conventional solutions and methods.

Stock:

Expendable restroom supplies used by facility employees and visitors are refilled or replenished in sufficient frequencies and amounts to meet the maximum likely daily depletion rate.

Wax:

1) A single coat of wax covers the clean vinyl floor using solutions recommended by the COR and conventional methods.

2) Any wall or base cover that has stripping, cleaning or wax solutions splashed on them shall be immediately clean.

Daily Services Any computer wiring that becomes disconnected or unplugged while cleaning, shall not be reconnected by janitorial personnel.

Janitorial personnel shall leave written notification in the Contracting Officer's Representatives (COR) and the Center Director’s assigned mailbox specifying the location of any computer equipment disconnected.

1. Unless otherwise specified below for particular attention, all floors, walls and other accessible surfaces, corners less than 12 above floor level throughout the entire facility shall be clean and free of cobwebs.

2. All facility restrooms:

a) All toilets and urinals and their associated flushing devices as well as surfaces under and around them and vanities, partitions, mirrors, countertops, sinks, faucets, soap dispensers, sanitary napkin dispensers, seating benches, doorknobs, handles, doors, light switches, paper towel and hand drying dispensers, waste receptacles, handrails, and ceramic tile wall surfaces shall be sanitary.

b) Shower stalls and fixtures in Area 120 shall be sanitary and free of water deposits.

c) All other surfaces shall be clean.

d) All wastebaskets and sanitary napkin receptacles shall be empty and clean.

e) All supplies shall be stocked.

3. Carpeted Areas in rooms 103, 104, 107, 111, 112, 122, 123, 124, 125, 126, 128, 129, 130, 131, 132, 133, 135, 136, 001, 002,005, 006, 007 011A, 011B, S1, 012, S1, and elevator Areas EL1 and EL2 shall be clean.

a) In room 012, where the carpet meets the formed dirt surface, and on carpeted Areas where exhibit items are located on the open carpet, the Contractor shall propose for COR approval any alternate means to clean if the Contractor elects not to use a vacuum wand attachment.

4. All entrance mats in Area 101B, 102, 122 shall be clean.

5. All out door cigarette receptacles located in front entry and pedestrian walkway shall be empty.

6. The roll-down partition in Area 104 shall be clean.

7. All drinking fountain surfaces, to include the drain covers and orifaces shall be sanitary.

8. All concrete and porcelain tile floors, grouted joints and base moldings in Areas 101A, 101B, 102, 115, 118, and 119 shall be clean and free of mopping residue.

9. All windows in Areas 012, 101A, 101B, 102, 123, 129, 131, 132, and 136: (throughout)

a) All frames and sills shall be clean to a height of ten feet.

b) Window glass shall be polished on both sides to a height of ten feet, except areas 012, 136.

10. Glass railing and map case in Area 102:

a) Glass panels shall be polished and the handrail atop the glass railing shall be clean and sanitary.

b) The outer ledge along the bottom of the glass railing shall be clean.

11. All outer cabinet surfaces, and countertops in Areas 103 and 104 shall be clean.

12. The outer glass surface in the S1 Mezzanine shall be polished.

13. Area 002, 011A, and 012 display cases:

a) The glass on the Oto, Riverboat, Taxidermy, Buffalo Robe, and Specimen cases shall be polished.

14. Area S1 including Mezzanine landing:

a) Vinyl floor, stair treads (including non-skid strips), and risers shall be clean.

b) All stairway handrails shall be clean and sanitary.

15. Vinyl floors in Areas 008A, 008B, 116, 120 and 127 shall be clean.

16. Elevators EL1 and EL2: (Both elevators)

a) The walls, all interior and exterior door surfaces, ceilings, carpets, and slots in the door thresholds shall be clean.

b) The wooden handrails and button panels shall be sanitary.

c) The stainless steel surfaces shall be polished.

17. All seats in Area 107: (Theater)

a) The vinyl backs, seat fabric and bottoms shall be clean.

b) The vinyl hand rests shall be sanitary.

18. All plastic laminate sections of all permanent exhibits in Areas 101, 102, 011A, and 012 shall be clean.

19. All wooden seating benches and bottoms in Areas 101A, 101B, 102, and 012 shall be clean.

20. All handrails, reader boards, exhibit or map cases, and any other accessible wooden surfaces throughout the facility shall be clean.

21. Both sides of all doors throughout the facility shall be clean and associated glass, door knobs, handles, pushplates, handrails, kickplates, and panic bars shall be clean.

Weekly Services

1. Area 107: (Theater)

a) All metal nosings on the stair treads shall be clean.

2. Area 007: (Dressing Room)

a) Carpet shall be clean

b) Counter tops and mirrors shall be polished.

3. Areas 120, 127:

a) Sides, fronts, and tops of the countertops, cabinets, and lockers shall be clean.

4. In Area S2 the stairs, landings and handrails, and walls, ceiling and light fixtures to a height of 10 feet shall be clean.

5. All supply and exhaust air vent covers in Areas 118, 119, and 120, shall be clean.

6. All metal/brass doors handles knobs, panic hardware, kick plates, push plates, and all metal handrails in all areas shall be polished.

7. All plexiglas exhibit surfaces throughout the facility shall be cleaned and polished.

Monthly Service

1. Vinyl floors in Areas 008A, 008B, 116, 120, 127, S1, and S2 shall be waxed.

Biannual Service

1. All tile floors shall be scrubbed including grout, restoring them to as close to the original color as possible. Grout shall then be sealed using a commercial grout sealer.

6.0 Travel

None

8.0 Security Requirements

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. The Contractor shall double check all doors and close all windows at the end of each service visit. Fans in bathrooms, air conditioners, and other like conveniences shall be turned off. All lights shall be turned off in the Center except the vestibule and exhibit hall work lights.

404.1301 Policy

USDA solicitations and contracts must indicate that anyone requiring routine physical access to Federally-controlled facilities and/or routine access to Federally-controlled information systems must have a successful Tier 1 BI to serve on a contract (example: cleaning crew that requires routine access but not access to information systems will require a Tier 1 BI and LincPass). The BI includes identity proofing and registration, a National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation (BI).

USDA Mandatory Training Procedures for Contractor Employees As stated in the USDA Mandatory Training Procedures for Contractor Employees Memo signed by Donald Baker Director of Office of Contracting and Procurement (OCP) November 1, 2023, the following information will be included in all service contracts when a contractor employee has routine physical or network access.

The contractor must ensure their employees (including subcontractor personnel) complete the training courses(s) listed below in the frequency identified. The contractor must maintain records of course completion and provide them to the Contracting Officer or Contracting Officer Representative upon request. Trainings apply to contractor employees and subcontractor employees who have USDA systems or network access. access. Contractor employees who do not have USDA systems or network access are exempt.

Attachment Map of facility