Synopsis-Soliciation_package_-_Pierre_Janitorial.pdf

Synopsis/Solicitation - 140R6024Q0098 – Bureau of Reclamation

This is a combined synopsis/solicitation for commercial services and is prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Quotes are being requested and no other written solicitation will be issued. The Bureau of Reclamation (Reclamation) has a requirement to obtain Janitorial services at the Reclamation Pierre Office Building located at 810 West 5th Street, Pierre South Dakota. The scope of this firm fixed price contract is for services as identified in the included Statement of Work.

Solicitation number 140R6024Q0098 is issued as a request for quotation (RFQ) solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-01.

This is a total small business set-aside under NAICS code 561720- Janitorial Service with an associated small business size standard of $22M.

Offerors must be registered in SAM.gov to be considered for award.

Offerors are cautioned to carefully review the offer submission requirements. To be considered qualified for this work, offerors must fully address all evaluation factors outline under FAR clause 52.212-2 on the following page, in the solicitation package.

The Government anticipates making award without discussions. However, the Government reserves the right to conduct discussions if the Contracting Officer determines them to be necessary. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price and technical standpoint.

Offerors may submit questions electronically, via email, to Terra Warren, Contract Officer at twarren@usbr.gov . Questions need to be submitted no later than Aug11th, at 11:59 PM MST. Questions received after that date will not be entertained. Applicable answers will be provided via amendment to the solicitation through the SAM website at www.sam.gov

A site visit opportunity will be offered on Thursday August 8th, 2024, at 1:00pm CDT Location to meet: 810 West 5th Street, Pierre South Dakota

Any questions you have during or because of the site visit will need to be submitted in writing, via email to Twarren@usbr.gov, after the visit has occurred, but before the deadline of Aug 11h. Questions asked during the site visit will not be answered at that time to ensure that information is not limited only to attendees.

Anticipate that the site visit will take approximately 1 hour.

If you intent to attend the site visit please notify the contracting officer at twarren@usbr.gov by end of day, Tuesday the 6th of August.

Written, signed quotes with contact information are due no later than Sept 2nd, 2024, at 11:59 PM MDT by email to twarren@usbr.gov. A copy of Clause 52.204-24 with the fill in completed and signed, and any other documentation the vendor determines would add value to the quotation and assist the government in determining a quotation is of the best value to the government. (a PDF of the full announcement will be attached to this announcement) and any other necessary documentation to the contracting officer listed above. For information or questions regarding this Request for Quotation, please contact Terra Warren, twarren@usbr.gov.

Signed: _______________________________________________ Date:________________

52.212-2 Evaluation - Commercial Products and Commercial Services. (NOV 2021)

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

1) General Work Plan

The contractor shall provide a written work plan along with their initial quote. At a minimum, the written work plan shall address the following:

A description of methods and procedures the contractor will use to perform the tasks identified in this Statement of Work (SOW).

A description of the equipment the contractor will use to perform the tasks identified in this SOW.

Contractor’s contact person, phone number, or other means of contact and ability to respond to the CO in a timely manner.

The contractor’s commitment to use and list of bio based products;

2) Company Experience – Provide a listing of 3 contracts (preferably government) completed within the last 3 years, having a similar scope of work, along with contact information to verify past performance. The Government reserves the right to use CPARS to evaluate past performance.

3) Price – Complete the included price schedule table to provide with quote:

(Optional spreadsheet provided as attachment to in solicitation, for ease of calculations- just add unit price in highlighted fields.)

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

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

Scope of Work (SOW) Janitorial Service

INTRODUCTION/BACKGROUND

The Bureau of Reclamation (Reclamation) requires janitorial services for the Pierre Office, located at 810 West 5th St., Pierre, South Dakota.

SCOPE

There is a total of approximately 2,636 square feet. The number of square feet of floor space is estimated; no claim shall be made against the Government for any excess or deficiency therein.

The Communication’s Room is an access-controlled area. This room will not require janitorial service; approx. 156 square feet (not included in the 2,636 square feet mentioned above).

The Contractor shall furnish all labor, materials, transportation, supplies (unless otherwise specified), equipment and supervision to satisfactorily perform janitorial services.

This contract is to fulfill requirements for janitorial services for the Pierre Office. The timely and accurate performance of these services must be recognized as a vital and mandatory requirement of this contract. This requirement will be subject to the applicable Department of Labor wage rates, as attached, under the Service Contract Act of 1965. The period of performance will include one base year and four, 1-year option periods. The exercising of such option periods will be made at Reclamation’s discretion.

HOURS OF OPERATION: Office hours are: 7:00am – 5:00pm. It is preferred the janitorial service be performed outside these work hours, during the work week Monday thru Friday allowing at least 2 or 3 days lapse between cleanings (i.e. Tuesdays and Thursdays, but not limited to these days), avoiding recognized Federal holidays to ensure service is provided twice a week. These hours may be flexible at the discretion of the Quality Assurance Evaluator (QAE).

All work shall be performed in accordance with the instructions of the Contracting Officer (CO). Only authorized contractor employees shall be permitted in the facilities.

Throughout the life of this contract, the Contractor is encouraged to continuously seek ways to incorporate innovative and emerging technologies that in the most economic and efficient manner improves mission performance.

SERVICES REQUIRED AT THE PIERRE OFFICE

The Contractor shall provide experienced and qualified professional personnel to provide services to include, but not be limited to, the following:

1. Daily Services (Twice Weekly)

2. Weekly Services

3. Monthly Services

4. Quarterly Services

5. Yearly Services

The Contractor shall perform the following tasks:

1. Daily Services (Twice Weekly)

Empty wastebaskets into refuse containers and wash containers inside and out as needed, or as directed by the QAE. Replace wastebasket liner bags when necessary. Remove and dispose of trash in boxes, bags, or other items marked “trash”, that is placed next to containers or in hallways. All trash is to be placed in the refuse containers located outside, toward the side of the building.

Empty main paper shredder located in the reproduction/mail room if bag is more than 2/3’s full and replace shredder bag.

Clean restrooms - Remove stains and disinfect all surfaces of washbasins, and dispensers.

Thoroughly clean and disinfect seats, toilet bowls and urinals, inside and out, with eco-friendly, germicidal disinfectants.

Clean all mirrors using appropriate environmentally friendly, disinfectant cleaner safe for these surfaces.

Clean and refill all dispensers in restrooms and kitchen.

Clean restroom walls, enclosures, counters, and all floor surfaces; maintain these areas free of soil marks, stains, and spills.

Maintain an ample supply of towels, soap, and toilet paper at all times in the restrooms; inform the QAE at least 30 days prior to needing additional supplies.

Clean the kitchen area, including sinks and countertops, coffee maker, microwave, cabinet fronts, front and top of refrigerator.

Clean the drinking fountain located in the hallway, with germicidal disinfectant.

Vacuum all carpeted areas: Hallways, offices, conference room, kitchen area and entrance rugs.

Sweep tile entrances (quarry tile).

Clean the interior and exterior glass on entrance/exit doors.

Ensure all exterior doors to the building are locked prior to leaving premises; leaving the hallway light on for security.

2. Weekly Services

Sweep or vacuum and mop vinyl floor (in file room);

Dust all fixtures such as window wells, ledges, copier, bookcases, chairs, pictures, file cabinets and window blinds.

Remove soil marks around light switches, doors and doorframes, and any marks from the walls and floors.

Wet mop all ceramic tile floors, this includes but not limited to restrooms and entry ways, using an eco-friendly cleaner, safe for these surfaces.

Collect recyclables from individual offices in designated containers and place in the large recyclable containers in the janitorial room.

3. Monthly Services

Vacuum or sweep concrete floor in utility/mechanical/janitorial room.

Clean baseboards.

Dust and clean hard-to-reach areas (light fixtures, HVAC louvers, bathroom vent fans, cobwebs, etc.) not covered under semi-weekly services or as directed by the QAE.

4. Quarterly Services

Clean interior and exterior of all windows.

5. Yearly Services

Clean and buff vinyl floor in file room.

Vacuum and shampoo carpets.

Clean and wipe down walls and interior doors.

Special Requirements

All services not specifically covered above, but normally performed by a janitorial service shall be a requirement of the contract.

The semi-weekly, weekly, monthly, quarterly and yearly requirements are the minimum intervals for each of the described tasks. The janitorial staff shall inspect and clean areas as needed to maintain a clean and neat indoor appearance.

Furniture that is not bolted and less than 30 pounds or on rollers shall be moved during the performance of service and returned to original position upon completion.

Replacement of lightbulbs in light fixtures when necessary. Lightbulbs and ladders will be provided.

ESTIMATED SQUARE FOOTAGE (TYPE OF FLOOR COVERING)

Carpet 2037 sq. ft2 Ceramic Tile Floors 325 sq. ft2 Vinyl Tile 130 sq. ft2 Painted Concrete Floor 144 sq. ft2 TOTAL 2,636 sq. ft2

ESTIMATED SQUARE FOOTAGE (AREA)

Office Areas 1256 sq. ft2 Closet 20 sq. ft2 Conference Room 342 sq. ft2 Kitchen Area 55 sq. ft2 Restrooms/Entrance 305 sq. ft2 Hallways 384 sq. ft2 Reproduction/ Mail Room 130 sq. ft2 Utility/Mechanical/Janitorial Room 144 sq. ft2 TOTAL 2,636 sq. ft2

Service Delivery Summary

Performance Objective

Number of Services Required (see bullets above)

Performance Threshold

Daily Services 13 No more than three customer complaints per month Weekly Services 5 No more than three customer complaints per month Monthly Services 3 No more than three customer complaints per quarter Quarterly Services 1 No more than two customer complaints semi-annually Yearly Services 3 No more than one customer complaints per year

CONTRACTOR REQUIREMENTS

The Contractor shall furnish qualified, experienced, drug-free, and safety-oriented personnel to perform the services under this contract. Employees shall promptly correct unsafe working conditions or report them to the CO, QAE, or other proper authority. Employees shall report all accidents or injuries, no matter how minor they may seem. During any national emergency, the Contractor and employees may be subject to screening for security purposes by governmental agencies charged with the security of the nation. No person who has been found unacceptable by such screening shall be employed in the performance of this contract. The Contractor and/or his /her employees shall exercise fire prevention at all times. Janitor closets, etc., shall be kept clean and free from odors and fumes. All combustible material shall be used and stored in a safe manner. The Contractor shall report any fire hazards to the Government representative in charge of the building and, if possible, correct them. In the event of a fire, call Emergency number (911) to report the fire, and notify the Government representative in charge of the building, Steven Parker (605-394-9757 Extension 3013).

ONLY AUTHORIZED CONTRACTOR EMPLOYEES SHALL BE PERMITTED IN THE

FACILITIES. A list of all Contractor employees, vehicles and equipment to be utilized on-site, in accordance with WBR 1452.237-80, “Security Requirements--Bureau of Reclamation (DEVIATION)” will need to be submitted in accordance with the Required Submittal/Delivery table.

The Contractor shall furnish all supplies such as mops, brooms, dust cloths, sweeping compound(s), cleaning agents, floor polishers, buffers, vacuum cleaners, mop buckets, etc. All equipment used in the performance of the contract shall have adequate bumpers and guards to prevent marking or scratching of fixtures, furnishings, or building surfaces. All electrical equipment used by the Contractor, or his/her employees, shall meet all applicable safety requirements. The equipment must operate at full-rated performance levels using existing building circuits.

It shall be the responsibility of the Contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits.

CONSTRAINTS

The Contractor must comply with the following rules and regulations governing public building and grounds:

All contractor personnel proposed to work on the premises shall curb the amount of airborne dust; therefore, no dry sweeping is allowed. Only vacuuming with a HEPA vacuum, wet mopping, or dry mopping with the use of dust-collecting cleaning products, are permitted.

All contractor personnel shall be safety-oriented and familiar with general safety and health guidelines.

SUBMITTALS

Time required for review of submittals:

Submittal review will require 10 days for review of each submittal or re-submittal, unless otherwise specified. Time required for review of each submittal or re-submittal begins when the complete sets of materials required for a particular RSN are received and extends through the return mailing postmark date.

Send required submittals to the following addresses:

Contracting Officer (CO): Bureau of Reclamation - GP-5000; Attn: Terra Warren, twarren@usbr.gov

BOR Pierre Contact and QAE: Bureau of Reclamation; Pierre Field Office; Attn: DK-3000, Sarah Dozier; 810 West 5th Street; Pierre, SD 57501

RSN

Clause or

Section Title Submittals Required

Due date or delivery time

No. of sets to be sent to:

CO QAE

Liability Insurance 1452.228-70

Acceptable certificate of liability insurance

Within 10 days after contract award 1 0

Security Requirements 52.204-9 and WBR 1452.237-80

List of Employee’s information (prime contractor and subcontractors) PIV Application Form

Within 10 days after contract award at the pre-work meeting & continuously for new employees

1 1

Government Furnished Equipment / Information

List of Chemicals to be used on the contract and associated

MSDS

Pre-work meeting 1 0

4 Quality Assurance Surveillance Plan

Quality Control Plan Pre-work meeting 1 1

GOVERNMENT FURNISHED EQUIPMENT/INFORMATION

The Government will furnish where and if required, lights, power and water from regular outlets in the building. Also furnished by the Government are toilet paper, paper towels, shredder bags, garbage bags, urinal cakes, hand soap/soap for dispensers in restrooms. The Contractor shall be responsible for the proper care and storage of these materials. Storage space shall be provided by the Government.

Wasteful or unauthorized use of government-furnished materials will not be permitted and will not be for use outside of the job requirements of this contract. The Government will not be responsible for the loss of or damage to, the Contractor's property while in storage on Government premises. All equipment used in the performance of the contract shall be of the type and durability used by professional janitorial firms. All property found in the performance of this contract shall become the property of the Pierre Office and must be turned into the QAE.

A post-award meeting will be held at the Pierre Office within 10 days after award of contract at a time mutually agreeable to the Contractor and the BOR Pierre Contact. The purpose will be to review the contract, the work to be performed, applicable safety, and security procedures and to clarify work areas.

In addition, the Contractor will be required to submit the following documents to the CO and QAE at the post-award meeting:

List of all employees who will be working on the contract (PIV Application Form will be provided);

List of chemicals to be used on the contract and the materials safety data sheets for each (other than those supplied by the Government);

Cleaning agents and/or chemicals must be approved by the QAE prior to their use.

Contractor employees must obtain PIV cards prior to working on premises.

Payments will be made to Contractor monthly for services rendered based on unit price quote. The Contractor shall submit an original invoice monthly, in arrears for service performed.

Pierre Office Janitorial Service

Daily Services

Empty trash receptacles and waste baskets into refuse containers and wash containers inside and out as needed, or as directed by the QAE. Remove and dispose of trash in boxes, bags, or other items marked “Trash” that are placed next to containers or in hallways. Replace wastebasket liner bags when necessary. All trash is to be placed in the refuse containers located outside (toward the back/side of the building.)

Empty main paper shredder located in the reproduction/mail room (if bag is more 2/3 full) and replace shredder bag, as necessary.

Clean restrooms, remove stains, and disinfect all surfaces of washbasins and dispensers. Thoroughly clean and disinfect seats, toilet bowls and urinals, inside and out with eco-friendly, germicidal disinfectants.

Clean all mirrors, frames, and ledges.

Clean and refill all dispensers in restrooms and kitchen.

Clean restroom walls, enclosures, sinks, counters, mirrors, and all floor surfaces; maintain these areas free of soil marks, stains and spills.

Maintain an ample supply of paper towels, toilet paper and soap at all times in the restrooms; inform the QAE at least 30 days prior to needing additional supplies.

Clean the kitchen area, including sinks and counter tops, coffee maker, microwave, cabinet fronts, top and front of refrigerator.

Clean the drinking fountain located in the hallway, with germicidal disinfectants.

Vacuum carpeted areas: Hallways, kitchen area, offices, conference room, and entrance rugs.

Sweep tile entrances.

Clean the interior and exterior door glass.

Ensure all exterior doors to the building are locked prior to leaving premises; leave kitchen area light and hallway light on for security.

ACKNOWLEDGEMENT

QAE DATE

CONTRACTOR DATE

Weekly Services

Clean, mop, and dust all chairs, vinyl floor (in file room), fixtures, window wells, ledges, bookcases, top of file cabinets, face of kitchen cabinets, and window blinds.

Remove soil marks around light switches, doors, doorframes, and marks from the walls and floors.

Wet mop all ceramic tile floors, this includes, but is not limited to restrooms and entry ways, using an eco-friendly, disinfectant safe for these surfaces.

Collect recyclables from individual offices and place in the larger recycling containers in the janitorial room.

WEEK OF _________________________________

Monthly Services

Vacuum concrete floor in utility/mechanical/janitorial room.

Clean baseboards.

Dust hard-to-reach areas (light fixtures, bathroom vent fans, cobwebs, etc.) not covered under semi-weekly services or as directed by the QAE.

October_________________________________________________________________________

QAE DATE CONTRACTOR DATE

November_______________________________________________________________________

QAE DATE CONTRACTOR DATE

December_______________________________________________________________________

QAE DATE CONTRACTOR DATE

January_________________________________________________________________________

QAE DATE CONTRACTOR DATE

February________________________________________________________________________

QAE DATE CONTRACTOR DATE

March__________________________________________________________________________

QAE DATE CONTRACTOR DATE

April___________________________________________________________________________

QAE DATE CONTRACTOR DATE

May____________________________________________________________________________

QAE DATE CONTRACTOR DATE

June____________________________________________________________________________

QAE DATE CONTRACTOR DATE

July____________________________________________________________________________

QAE DATE CONTRACTOR DATE

August__________________________________________________________________________

QAE DATE CONTRACTOR DATE

September_______________________________________________________________________

Quarterly Services

Clean interior and exterior of all windows.

Clean interior of refrigerator

1st Quarter___________________________________________________________________________

2nd Quarter__________________________________________________________________________

3rd Quarter__________________________________________________________________________

4th Quarter___________________________________________________________________________

Yearly Services

Clean and buff vinyl floor in file room.

Vacuum and shampoo all carpets.

Clean and wipe down walls and interior doors.

WEEK OF _________________________________

Price Schedule

Base 0010 Unit Price $ Extended $ Daily tasks Per day (2 days per week) 104 days per year Weekly Tasks Per week 52 weeks per year Monthly Tasks 12 months per year Quarterly Services 4 times per year Yearly Services 1 time per year

OY1

0020 Unit Price $ Extended $ Daily tasks Per day (2 days per week) 104 days per year Weekly Tasks Per week 52 weeks per year Monthly Tasks 12 months per year Quarterly Services 4 times per year Yearly Services 1 time per year

OY2

0030 Unit Price $ Extended $ Daily tasks Per day (2 days per week) 104 days per year Weekly Tasks Per week 52 weeks per year Monthly Tasks 12 months per year Quarterly Services 4 times per year Yearly Services 1 time per year

OY3

0040 Unit Price $ Extended $ Daily tasks Per day (2 days per week) 104 days per year Weekly Tasks Per week 52 weeks per year Monthly Tasks 12 months per year Quarterly Services 4 times per year Yearly Services 1 time per year

OY4

0050 Unit Price $ Extended $ Daily tasks Per day (2 days per week) 104 days per year Weekly Tasks Per week 52 weeks per year Monthly Tasks 12 months per year Quarterly Services 4 times per year Yearly Services 1 time per year

-8 Ext 060 Unit Price $ Extended $ Daily tasks Per day (2 days per week) 104 days per year Weekly Tasks Per week 52 weeks per year Monthly Tasks 12 months per year Quarterly Services 4 times per year Yearly Services 1 time per year

Total quoted price for base and option years

Total Annual Price

Total Annual Price

Total Annual Price

Total Annual Price

Total Annual Price

Total Annual Price

APPENDIX A

DEFINITIONS/ACRONYMS

As used throughout this contract, the following terms shall have the meaning set forth below and specified as applicable to this contract.

1. Acceptable Quality Level (AQL) - The standard at which service is considered satisfactory as agreed upon by the Contractor and Government.

2. Alternate Dispute Resolution (ADR) - Process for the resolution of disputes regarding work determined to be unsatisfactory.

3. As A Rule - Term that describes the area serviced as being either usually clean, clean in general, clean most of the time and/or generally clean.

4. As Directed, As Required, As Permitted, Approval, Acceptance - Terms that indicate that direction, requirement, permission, approval, or acceptance of the Contracting Officer are intended unless stated otherwise

5. At All Times - Term that describes the area serviced as being either clean all the time, always clean or clean on a continual basis.

6. Clean - The absence of bottles, cloudy film, cobwebs, coffee grounds, debris, dirt, dust, discarded materials, encrustation, fingerprints, graffiti, grease, grime, gum, ink, litter, marks, mold, odors, oil, pieces of paper, rust, scale, scum, smudges, spillage, spots, stains, watermarks, tape, tar, trash, residue, or any other extraneous matter on all surfaces or objects in order to present a lustrous appearance, as applicable, and an overall appearance of cleanliness.

7. Container - Any type of solid waste receptacle approved for use by the Contracting Officer. This includes cans, wheeled refuse carts, drums, bins or similar receptacles that can be handled easily.

8. Contracting Officer (CO) - A duly appointed person with the authority to enter into, administer or terminate contracts, and to make findings and determinations on behalf of the United States Government. This is the only individual authorized to change a contract or any of the requirements stated herein.

9. Contracting Officer's Representative (COR) - A person designated and authorized in writing by the CO to be responsible for surveillance/monitoring of the Contractor's performance.

10. Contractor - The individual, partnership, company or corporation responsible for the duties and responsibilities under the contract. The term also covers requirements for any subcontractor. The Contractor is ultimately responsible for ensuring that all subcontractors comply with the provisions of the contract.

11. Contractor Owned Property - All property used on this contract that is owned or furnished by the Contractor.

12. Custodial Work Inspector (CWI) - An individual designated to be responsible for conducting inspections of the building and grounds to determine Contractor's compliance with terms and conditions of the contract.

13. Customer Comments - A means for end users to provide comments pertaining to service provided by the contractor.

14. Day - A normal work day, unless otherwise specified

15. Deficiency - A shortcoming in the quality or state of service performed.

16. Disinfect - Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

17. Emergency/Special Event(s) - Any unforeseen circumstance or combination of circumstances that requires immediate attention.

18. Facility - Any identifiable piece of real property.

19. Facility Manager - The person responsible for the overall operation of a facility.

20. Frequency of Service - A system to identify the quantity of services to be performed (e.g.

monthly, weekly, twice weekly, daily, etc.).

21. Government Owned Property - All property owned by or leased to the Government, or acquired by the Government under the terms of the contract. Government property includes both Government furnished property and Contractor acquired property.

22. Inspection - The critical examination of a facility, system or procedure to discover and remedy discrepancies and inefficiencies.

23. Maintenance - The work required to preserve and maintain real property or piece of equipment in such a condition that it may be effectively used for its designated functional purpose.

24. Normal - Term that describes the area serviced as being usually clean, typically clean, customarily clean and/or routinely clean.

25. Office Waste - Solid waste generated in the building, rooms or service of rooms in which business, professional, or clerical personnel perform their duties. Office waste consists primarily of paper and paper products.

26. Ordinary - Term that describes the area serviced as being normally or usually clean.

27. Performance Requirements - Tasks to be performed by the Contractor.

28. Performance Requirements Summary Table (PRST) - An outline of contract requirements that identifies the key service outputs of the contract that will be inspected or surveyed by the Government, and related performance standards, method(s) of performance assessment and surveillance, and portion of required service to total contract value.

29. Performance Standard - The desired results, expressed by the Government, expected from performance of contract services, to satisfy the requirement.

30. Quality Assurance (QA) - Those actions taken by the Government to assure services meet the acceptable quality level established by the contract between the Contractor and Government.

31. Quality Assurance Evaluator (QAE) - Government employee who performs surveillance and inspection of the Contractor's performance and reports to the Contracting Officer.

32. Quality Assurance Surveillance Plan (QASP) - An organized, written, "living” document outlining the Government's methodology for monitoring contractor performance.

33. Quality Control (QC) - Those actions taken by the Contractor to ensure that contractor performance meets the requirements of the contract.

34. Quality Control Program - All necessary measures taken by the Contractor to ensure that the quality of service will meet the contractual requirements regarding cleanliness, appearance, consistency and conformity with standards and requirements.

35. Regularly - Term that describes the area serviced as being either cleaned on a regular basis or habitually clean.

36. Replenish - Re-supply and maintain supply dispensers at a level to amply meet building needs.

37. Sensitive but Unclassified (SBU) Trash - All material that contains taxpayer identification information or an "Official Use Only" designation. All trash collected from work areas to include microfilm cartridges, magnetic tapes and cardboard.

38. Space - An area to receive custodial service, which may or may not be considered a room by common definition. Examples of space are definable sections of hallways, corridors, lobbies, offices and entrances.

39. Trash Can - Any solid waste receptacle (also referred to as wastebaskets) located inside a building at such locations as beside or under desks, inside restrooms, and in break rooms.

40. Waste Containers - Trash receptacles, wastebaskets, trashcans, wastepaper baskets, ashtrays, or any container holding trash, paper or refuse of any type.

41. Work Day - A normal duty day, Monday through Friday, except Federal Government holidays.

As used throughout this contract, the following Acronyms shall have the meaning set forth below and specified as applicable to this contract.

AQL - Acceptable Quality Level

ADR - Alternate Dispute Resolution

CO - Contracting Officer

COR - Contracting Officer’s Representative

CWI - Custodial Work Inspector

OSHA - Occupational Safety and Health Administration

PRST - Performance Requirements Summary Table

QA - Quality Assurance

QAE - Quality Assurance Evaluator

QASP - Quality Assurance Surveillance Plan

QC - Quality Control

SBU - Sensitive but Unclassified

SF - Square Foot

APPENDIX B

QUALITY ASSURANCE SURVEILLANCE PLAN

PURPOSE

This Quality Assurance Surveillance Plan (QASP) has been developed to implement a quality surveillance strategy for custodial services at the Pierre Office. The primary intent of this plan is to provide the Quality Assurance Evaluator (QAE) a basis for the evaluation of the quality of performance the Contractor provides during the life of the contract. Oversight of the Contractor's performance will assure contract quality and, consequently, the health and safety of Reclamation employees. The plan will afford the QAE a proactive mechanism to preclude major deficiencies in the performance of services and provide for continued evaluation of the Contractor's performance.

As it pertains to custodial services, a concept of "substantially complete" shall be the basis used in reference to a service result in the Statement of Work, Service Delivery Summary. Work is considered "substantially complete" when there has been no willful departure from the terms of the contract, and no omission of essential work. The Contractor has honestly and faithfully performed the work required, and the only variance consists of minor omissions or deficiencies. In general, work is substantially complete when 90 to 95 percent or more of the tasks identified to be completed are satisfactorily performed.

The QASP provides a systematic method to evaluate the services the Contractor is required to furnish, and not the details of how the Contractor accomplishes the work. The plan uses Validated Customer Complaint and 100% inspection as the surveillance methods to adequately assure the Government of the Contractor's performance.

AUTHORITY

Authority for issuance of this QASP is provided under Contract Section E - Inspection and Acceptance, which provides for inspections and acceptance of the articles, services and documentation called for in task orders to be accomplished by the Contracting Officer or his duly authorized representative.

SCOPE

In order to fully understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance Plan. The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract and follow-on task orders. The Contractor develops and submits his Quality Control Plan (QCP) for Government approval in compliance with his contract deliverables. Once accepted, the Contractor then uses the QCP to guide and to document the implementation of the required management and quality control actions to achieve the specified results. The QASP, on the other hand, is put in place to provide Government surveillance oversight of the Contractor's quality control efforts to assure that they are timely, effective, and are delivering the results specified in the contract or task order. The QASP is not a part of the contract, nor is it intended to duplicate the Contractor's QCP. The Government will periodically evaluate the Contractor’s performance. Therefore, the Government has provided the Contractor an informational copy of the QASP as an attachment to the solicitation, to support the Contractor's efforts in developing a QCP, and for providing the contractor an opportunity to comment and propose innovative solutions for the Government's QASP.

GOVERNMENT RESOURCES AND RESPONSIBILITIES

The following definitions for Government resources are applicable to this plan:

Contracting Officer (CO) A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government.

Quality Assurance Evaluator (QAE) - Government employee who performs surveillance and inspection of the Contractor's performance and reports to the Contracting Officer.

The Government resources shall have responsibilities for the implementation of this QASP as follows:

Contracting Officer The CO ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract, and safeguards the interests of the United States in the contractual relationship. It is the CO who assures that the Contractor receives impartial, fair, and equitable treatment under the contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor's performance.

Quality Assurance Evaluator (QAE) The QAE is responsible for technical administration of the project and assures proper Government surveillance of the Contractor's performance. The QAE is not empowered to make any contractual commitments, or to authorize any contractual changes on the Government's behalf. Any changes that the Contractor deems may affect contract, price, terms, or conditions, shall be referred to the CO for action.

PERFORMANCE INDICATORS (MEASUREMENTS)

Quality Level The QAE will determine whether the Contractor has consistently satisfied the expected quality level, as per the contractual requirements. Quality standards for all identified services to be performed are identified in the Statement of Work, Service Delivery Summary.

Frequencies The QAE will determine whether tasks and frequencies conform to the tasks and frequency requirements accepted as a part of the Contractor's quote.

Management Responsiveness The QAE will determine whether the Contractor provides satisfactory project management, adequate timely response to customer complaints, the quality of the management of customer complaints, quality accountability of complaints, the quality of the reporting of complaints, and conformity to the Contractor's final Quality Control Plan.

METHODS

The below-listed methods of surveillance shall be used in the administration of this QASP. In addition to specific instructions that may be mentioned, the appropriate and standardized form that is to be used for documentation of QA surveillance is the Surveillance Activity Checklist contained in this document.

Customer Feedback Customer feedback may be obtained either from the results of formal customer satisfaction surveys, or from random customer complaints. Customer complaints, in order to be considered valid, must be set forth clearly and in writing; must contain the detailed nature of the complaint; must be signed; and must be forwarded to the QAE. The QAE shall maintain a summary log of all formally received customer complaints, as well as a copy of each complaint, in a documentation file. The QAE shall also keep the tabulated results of all customer satisfaction surveys on file, and shall enter the summary results into the Surveillance Activity Checklist.

100% Inspection This level of inspection shall be accomplished by monitoring and documentation. Each month, the QAE shall review the generated documentation, and enter summary results into the Surveillance Activity Checklist.

GOVERNMENT REMEDIES

The mentioned deductions will in no way affect the Government's right under the "Default" clause of this contract.

All work shall be subject to inspection, approval, and acceptance by the Government.

Inspections for daily services;

Inspections for weekly services;

Inspections for monthly services;

Inspections for quarterly services;

Inspections for yearly services.

Work will be considered not to have been performed when any one of the following conditions exists:

The work tasks in an area were not performed in strict accordance with the performance standards and procedures.

The appropriate equipment, tools, and chemicals were not properly used; or were not in good operational condition for completing the requirement in a timely, satisfactory manner.

The Contractor shall employ an adequate number of personnel to ensure that any area not acceptable for use, due to non-performance, shall be made acceptable within four hours after notification by the Contracting Office. Thereafter, a deduction will be made from the monthly invoice.

For each working day during a calendar month that the contractor does not fulfill cleaning duties, one full day pay will be deducted.

Any task listed under: “STATEMENT OF WORK”, Services required. Items 1 through 5:

For each item not performed, a percentage of 100 will be deducted for that day, according to how many tasks are to be completed, and according to how many working days in that month.

All or any portion of the tasks previously mentioned were not performed.

DOCUMENTATION

The BOR Pierre Contact will, in addition to providing documentation to the CO, maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government's performance of the quality assurance function, including the originals of all Surveillance Activity Checklists. All such records will be retained for the life of this contract. The BOR Pierre Contact shall forward these records to the CO at termination or completion of the contract.

List of Clauses

CLAUSE

NUMBER

CLAUSE TITLE

CLAUSE

DATE

52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements.

(Jan 2017)

52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper.

(May 2011)

52.204-9 Personal Identity Verification of Contractor Personnel. (Jan 2011)

52.204-13 System for Award Management Maintenance. (Oct 2018)

52.204-18 Commercial and Governmental Entity Code Maintenance (Aug 2020)

52.204-19 Incorporation by Reference of Representations and Certifications

(Dec 2014)

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(Nov 2021)

52.204-28 Governmentwide Acquisition Contracts (Dec 2023)

52.204-30 Federal Acquisition Supply Chain Security Act Orders – Prohibition

(Dec 2023)

52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters.

(Oct 2018)

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations.

(Nov 2015)

52.212-4 Contract Terms and Conditions - Commercial Products and Commercial Services.

(Nov 2023)

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders of Commercial Products and Commercial Services.

(May 2024)

52.217-8 Option to Extend Services (Nov 1999)

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

52.222-3 Convict Labor. (Jun 2003)

52.222-21 Prohibition of Segregated Facilities. (Apr 2015)

52.222-26 Equal Opportunity. (Sep 2016)

52.222-36 Equal Opportunity for Workers with Disabilities. (Jun 2020)

52.222-41 Service Contract Labor Standards. (Aug 2018)

52.222-42 Statement of Equivalent Rates for Federal Hires. (May 2014)

52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts).

(Aug 2018)

52.222-50 Combating Trafficking in Persons. (Nov 2021)

52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026.

(Jan 2022)

52.222-62 Paid Sick Leave Under Executive Order 13706. (Jan 2022)

52.223-5 Pollution Prevention and Right-to-Know Information. (May 2011)

52.223-6 Drug-Free Workplace. (May 2001)

52.223-23 Sustainable Products and Services. (May 2024)

52.225-1 Buy American-Supplies (Oct 2022)

52.225-13 Restrictions on Certain Foreign Purchases. (Feb 2021)

52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving.

(May 2024)

52.227-1 Authorization and Consent. (Jun 2020)

52.232-33 Payment by Electronic Funds Transfer-System for Award Management

(Oct 2018)

52.232-39 Unenforceability of Unauthorized Obligations. (Jun 2013)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors.

(Mar 2023)

52.233-1 Disputes (May 14)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation.

(Apr 1984)

52.246-4 Inspection of Services-Fixed-Price (AUG 1996)

52.249-4 Termination for Convenience of the Government (Services) (Short Form)

(Apr 1984)

DOI-AAAP-0028

Electronic Invoicing and Payment Requirement – Invoice Processing Platform (IPP)

(Feb 2021)

DIAR 1452.228-70 Liability Insurance (Apr 1996)

WBR 1452.237-80 Information Collection – Department of Interior (Jul 1996)

Provisions 52.252-1 Solicitation Provisions Incorporated by Reference. (FEB 1998)

This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): FAR Provisions -https://acquisition.gov/far/

PROVISION

NUMBER

CLAUSE TITLE

CLAUSE

DATE

52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation.

(Jan 2017)

52.204-6 Unique Entity Identifier. (Oct 2016)

52.204-7 System for Award Management. (Oct 2018)

52.204-7_Alt I System for Award Management. Alt I (Oct 2018)

52.204-16 Commercial and Government Entity Code Reporting. (Aug 2020)

52.204-17 Ownership or Control of Offeror (Aug 2020)

52.204-22 Alternative Line Item Proposal. (Jan 2017)

52.204-29 Federal Acquisition Supply Chain Security Act Order – Representation and Disclosure

(Dec 2023)

52.209-2 Prohibition on Contracting with Inverted Domestic Corporations-Representation.

(Nov 2015)

52.212-1 Instructions to Offerors of Commercial Products and Commercial Services.

(Sep 2023)

52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services

(May 2024)

52.223-22 Public Disclosure of Greenhouse Gas Emissions and Reduction Goals-Representation.

(Dec 2016)

DIAR 1452.215-71

Use and Disclosure of Proposal Information – Department of the Interior

(Apr 1984)

The following Provisions must be completed by and signed by the submitting entity with their quotation package:

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

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at

52.204-26, Covered Telecommunications Equipment or Services-Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision-

Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Nothing in the prohibition shall be construed to-

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to-

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered…