Tres Piedras SOW.pdf

US Department of Agriculture (USDA)

Statement of Work – Tres Piedras Ranger District

Contents Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Special Cleaning Requirements

6.0 Contracting Officer’s Representative (COR)

7.0 Quality Assurance

10.0 Defective Work, Damage, and Protection

11.0 Payment

12.0 Government Furnished

13.0 Inclement Weather

14.0 Pre-Work Conference

Attachments

Project Tres Piedras Ranger District Janitorial with four (4) option years

General Information

1.0 Scope of Work

The contractor shall provide all management, tools, equipment, and labor necessary to ensure that janitorial services are performed at Tres Piedras Ranger District, Tres Piedras, NM, in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. The contractor shall accomplish all cleaning tasks and be required to provide and replenish soap and paper products in all restrooms (including the vault toilet).

2.0 Background

Janitorial services will commence estimated June 2, 2025, to June 1, 2026, with four (4) option years. The government reserves the right not to exercise the option year(s).

The janitorial services will be performed at the Tres Piedras Ranger District at 22280 Hwy 64, Tres Piedras, NM 87577.

The area under contract will include:

Main Office: Approximately 3900 square feet of office space and all related areas such as entrance ways, corridors, lobbies, two (2) restrooms, closets, and kitchen. (Weekly cleaning)

Shop Office (Fire Engine Office) and bathroom, approximately 300 square feet. Bathroom incudes a sink, commode, shower, and appurtenant fixtures. (Deep clean only 4 times per year, no weekly cleaning)

Two FMO Offices (fire offices), approximately 150 Square Feet (Deep clean only 4 times per year, no weekly cleaning) Workout Room, approximately 326 Square Feet (Deep clean only 4 times per year, no weekly cleaning) Vault Toilets outside of office, approximately 78 Square Feet, includes two restrooms. (Weekly cleaning) Aldo Leopold House, 2 stories, approximately 2040 square feet. Includes full kitchen and bathroom with sink, commode, and claw foot tub. (Deep clean Monthly)

Contractor Requirements

3.0 Technical Requirements / Tasks

The contractor shall furnish supplies and equipment listed below:

Vacuum cleaner for large area vacuuming and corners and crevices Carpet shampooer Deodorant cakes for urinal Liquid Hand soap Rubber or vinyl gloves Bio-based cleaners and disinfectants. (aerosol air freshener sprays or deodorants will not be used other than the urinal deodorants) Toilet tissue Paper hand towels Furniture polish/wax Push brooms Mops Mop Buckets Wax remover and floor wax Carpet Shampoo Window cleaner Trash Bags

FACILITY CLEANING SERVICES –

Weekly Cleanings (twice a week):

Includes Main Office Building (all spaces within the office including, kitchen, bathrooms, janitors closet, etc.), and vault toilets.

There will be services performed two (2) times a week [Wednesday’s, and Saturday’s after 5:30 PM], (Sunday’s can be substituted for Saturday’s). (Saturday or Sunday cleanings can be performed prior to 5:30 PM)

Four (4) times a year deep cleaning:

Two FMO (fire) offices, shop fire office, shop bathroom and workout room These spaces will not be part of the weekly or monthly cleanings, only the 4 deep cleanings per year. These deep cleanings will occur once in each of these months, February, May, August and November. Contractor is to call the Tres Piedras office to arrange a date, time and access to the facilities.

Once a month cleaning:

The Aldo Leopold House will be cleaned once a month from March through October on the last Wednesday of the Month. Contractor is to call the Tres Piedras office to request access to the house.

Every two (2) months Main office:

Dusting, cleaning spider webs, window cleaning in the main office:

Every four (4) month Main Office:

Carpet shampooing in the main office.

Main Office and Vault Toilet

1. Trash Collection/removal-The contractor shall collect and dispose of ALL trash from ALL trash receptacles in the building, which includes offices, restrooms; and common areas (break room, conference rooms, front greeting are, etc.). All trash receptacles shall be emptied, trash disposed, and containers returned to original locations. The contractor shall provide and replace any obviously soiled, worn or tom plastic can liners. The trash receptacles shall be left clean, free of foreign matter and free of odors.

2. NON-CARPETED FLOORS - (Hard Floors: vinyl tile, ceramic tile, wood, concrete, etc.) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning.

Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.)

with cleaning solutions if applicable, for the specific floor type. After cleaning floor surfaces, they should have a clean appearance without streaks, swirl marks, detergent residue, nor any evidence of soil, stain, film or standing water.

Baseboards, corners, and wall/floor edges shall also be cleaned. Chairs, trash receptacles and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

(Bathroom floors will be mopped at each cleaning with a water solution containing appropriate amount of bio-based disinfectant).

3. Carpeted Floors – Carpets will be vacuumed twice a week. Carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matter to be effective routine cleaning. Any spots and/or spills shall be removed by the carpets manufacturer's approved methods or other commercially accepted practices as soon as noticed. All tears, bums, and raveling shall be brought to the attention of the COR. Area and throw rugs shall be moved to maintain floors underneath these _items and returned to their original and proper position after cleaning. The contractor shall maintain all carpet areas free from visible soil and vacuumed. Soiled areas should be cleaned as necessary.

4. Clean Floor (Walk - Off) Mats - Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their original locations.

5. Restrooms & Vault Toilets - Clean and disinfect all surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, door handles, walls, stalls, and stall doors, entry doors and entry door handle and other such surfaces shall be cleaned and disinfected using germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. (Bathroom floors will be mopped at each cleaning with a water solution containing appropriate amount of disinfectant).

6. Stock Restroom Supplies-Contractor shall ensure restrooms are stocked sufficiently and must provide supplies including toilet tissue, paper towels, hand soap, and ensure that these supplies do not run out. Supplies shall be stored in designated area.

7. Drinking Fountain - Contractor shall clean all facility drinking fountains. All polished metal surfaces, including the orifices and drains, as well as exterior surfaces of fountain shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

Every Two Months - Main Office - (November, January, April, May, July, and September):

1. Dust Furniture/Remove Spider Webs - All office furniture i.e., shelves; cabinets, etc. shall be dusted within reach while standing on the floor. DO NOT dust areas which contain personal belongings. All spider webs need to be removed from the walls, window seals, doorways etc. Inside and outside.

2. Clean Windows Interior and Exterior - All windows will be cleaned with appropriate window cleaner and rags, and left free of dirt, dust, and streaks.

Every Six Months- Main Office (March, and November):

1. Periodic Carpet Restorative Cleaning (Shampooing) - Carpets shall be deep cleaned to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has been dried.

Two FMO fire offices, shop Fire engine office, shop bathroom, workout room - Deep clean

1. Trash Collection/removal-The contractor shall collect and dispose of ALL trash from ALL trash receptacles in the building, which includes offices, restrooms; and common areas (break room, conference rooms, front greeting are, etc.). All trash receptacles shall be emptied, trash disposed, and containers returned to original locations. The contractor shall provide and replace any obviously soiled, worn or tom plastic can liners. The trash receptacles shall be left clean, free of foreign matter

2. NON-CARPETED FLOORS - (Hard Floors: vinyl tile, ceramic tile, wood, concrete, etc.) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning.

Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) with cleaning solutions if applicable, for the specific floor type. After cleaning floor surfaces, they should have a clean appearance without streaks, swirl marks, detergent residue, nor any evidence of soil, stain, film or standing water. Baseboards, corners, and wall/floor edges shall also be cleaned. Chairs, trash receptacles and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. (Bathroom floors will be mopped at each cleaning with a water solution containing appropriate amount of bio-based disinfectant).

3. Restroom - Clean and disinfect all surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, door handles, walls, stalls, and stall doors, entry doors and entry door handle and other such surfaces shall be cleaned and disinfected using germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. (Bathroom floors will be mopped at each cleaning with a water solution containing appropriate amount of bio-based disinfectant).

4. Periodic Carpet Restorative Cleaning (Shampooing) - Carpets shall be deep cleaned to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has been dried.

Aldo Leopold House

1. Trash Collection/removal-The contractor shall collect and dispose of ALL trash from ALL trash receptacles in the building, which includes offices, restrooms; and common areas (break room, conference rooms, front greeting are, etc.). All trash receptacles shall be emptied, trash disposed, and containers returned to original locations. The contractor shall provide and replace any obviously soiled, worn or tom plastic can liners. The trash receptacles shall be left clean, free of foreign matter

2. NON-CARPETED FLOORS - (Hard Floors: vinyl tile, ceramic tile, wood, concrete, etc.) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning.

Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) with cleaning solutions if applicable, for the specific floor type. After cleaning floor surfaces, they should have a clean appearance without streaks, swirl marks, detergent residue, nor any evidence of soil, stain, film or standing water. Baseboards, corners, and wall/floor edges shall also be cleaned. Chairs, trash receptacles and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. (Bathroom floors will be mopped at each cleaning with a water solution containing appropriate amount of bio-based disinfectant).

3. Restroom - Clean and disinfect all surfaces of sinks, toilets, urinals, lavatories, bathtub, dispensers, plumbing fixtures, partitions, doors, door handles, walls, stalls, and stall doors, entry doors and entry door handle and other such surfaces shall be cleaned and disinfected using germicidal detergent. Restrooms shall have a clean scent or no odor at all. Toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. (Bathroom floors will be mopped at each cleaning with a water solution containing appropriate amount of bio-based disinfectant).

8. Throw rugs – Throw rugs will be vacuumed.

4.0 Special Cleaning Requirements

Cleaning Products – Aerosol air freshener sprays or deodorants will not be used other than the urinal deodorants. Bio-based cleaners and disinfectants: Contractor shall utilize products made from bio-based materials (e.g., bio-based cleaners, degreasers and toilet bowl cleaners) to the maximum extent practical without jeopardizing the intended use or detracting from the overall quality delivered to the end user or potential harm to surfaces. Use of products that are least toxic or aggravating to persons that are sensitive to strong chemicals or chemical odors. The Contractor shall submit a list indicating the name of the manufacturer, brand name, Safety Data Sheets (SDS), and intended use of each product used in the performance of this contract in accordance with 29 CFR 1910.1200.

Cleaning Equipment/Materials -The contractor shall furnish all supplies and proper equipment required to perform the janitorial services. The equipment shall be safe and operable. All equipment cords shall be free of tears and cannot be frayed; cords must be free of electrical or any other tape. Mops and rags used for cleaning may be segregated: One set used for bathrooms, counter tops, hallways, offices, and lobby. The contractor shall clean and disinfect the mops and rags prior to each use with detergent and hot water, rinsed in warm water and sanitized in with the cleaning solution used, wrung out and hung to dry. Mop heads and rags must be changed out when dirty. Sponges can NOT be used.

Sweeping/Mopping Non-carpeted Floors - All non-carpeted floors shall be swept, mopped with hot water, and sanitized with the disinfectant water solution.

Janitorial Space - The contractor will be required to maintain odorless and clean space. Space will be free of clutter and debris.

6.0 Contracting Officer’s Representative (COR)

The contracting officer will designate a representative herein referred to as the Contracting Officer's Representative (COR). The COR will provide on-the-ground administration of the contract. Prior to the start of work, the Contracting Officer will provide the Name, Address, and Telephone number of the COR to the contractor.

7.0 Quality Assurance

The Government may inspect contract services using a variety of methods, however, the primary means of inspecting all types of work is the periodic method. The Government shall inspect and evaluate the Contractor's performance to ensure services are received in accordance with the requirements set forth in the contract. The COR may inspect by watching actual task performance, physically checking a completed task, checking a management information report; investigating customer complaints, conferring with building occupants/managers; or any combination of the above; or otherwise inspecting the task or its results to determine whether or not performance meets. the standards contained in this SOW.

1. Government Surveillance. The Government will monitor the Contractor's performance under this contract using the method(s) of surveillance specified in the Performance Requirements Summary. The Government, through the COR, will be monitoring the Contractor's performance on a continuous basis. All monitoring observations will be recorded by the Government. When an observation indicates defective performance, the COR will request the Contractor's representative to confirm defective work and perform corrective work as needed. The Government will also perform a visual inspection of the Contractor's inspection results. The contractor shall be required to rework the effort until the performance standard is achieved, or a payment deduction could be taken.

2. Surveillance Methods. 100% Surveillance: This method requires the COR to inspect the service each time it occurs. Any deficiency shall be documented, and the Contractor shall re-perform the service, is appropriate, at no increase in the contract amount.

8.0 Inspection and Acceptance

The Contracting Officer’s Representative (COR) shall perform periodic inspections. The Contractor shall return to any area that does not meet specifications and bring the work up to specifications within two (2) days of written notification.

9.0 Conduct of Work

The work will be performed in accordance with time or frequency schedules prescribed in the specifications. It shall be carried on without interference with the proper performance of government business. The successful bidder and their employees shall:

a. Shall not disturb papers on desks, drawers, or cabinets; use telephones or radios provided for official government facility during work performance.

b. See that all articles found are turned into the District Ranger.

c. Refrain from having minor children under age 16 present on the Government facility during work performance.

d. Turn off lights, close and lock windows, and doors, ensuring that the building is safe and secure upon completion of work.

10.0 Defective Work, Damage, and Protection

The successful quoter shall, at their own expense, remedy and correct any defect in risk. They shall, without additional cost to the Government, be fully responsible for all damage to property or injury to persons, which results from their employee's fault or negligence in connection with this contract.

11.0 Payment

Payment will be made monthly in arrears at the Contract Unit Price. The Contractor shall submit an invoice every month to the address provided by the Contracting Officer. The Contract number, remittance address and duns number, and invoice number must be referenced on the invoice, to insure payment.

Payment will be made in accordance with the Prompt Payment Act. Payment will be due 30 days from the date the invoice is received by the payment office or acceptance or services, whichever is the later.

12.0 Government Furnished

Keys to building. If keys are misplaced the contractor shall contact the COR for replacement keys. The contractor shall NOT have copies made of keys.

13.0 Inclement Weather

When inclement weather sets in, and the work is impractical, upon written request by the Contractor, the Contracting Officer may authorize a total suspension until such weather has passed, and work can proceed. During period of total suspension, the calendar days elapsed will not be charged against the contract time specified.

14.0 Pre-Work Conference

Prior to the beginning of work, a meeting will be held with the successful contractor.

Attachments

1. Quality Control Checklist

Attachment 1:

Agreed upon days for cleaning: Wednesdays, Saturdays/Sundays after 5:30 p.m. Updated 12/16/24 on:12/16/2024

Quality Control Checklist - Janitorial Duties Employee: Location: Tres Piedras Ranger District

Task

Frequency

Please initial once task is completed.

Comments

Monday Date:

Tuesday Date:

Wednesday Date:

Thursday Date:

Friday Date:

Saturday Date:

Sunday Date:

Restrooms (Main Office and Vault toilet)

Clean restroom walls/partitions/doors

2 Times per Week

De-scale toilets & Urinals 2Times per Week

Clean Mirrors 2 Times per Week

Toilet 2Times per Week

Urinal 2 Times per Week

Sink 2 Times per Week

Replenish Restroom Supplies (Includes Main Office and Vault Toilet) Paper Towels 2 Times per Week

Toilet Paper 2 Times per Week

Liquid Soap 2 Times per Week

Floors - Vacuum/Mop/ Sweep (Main Office) Vacuum Carpet (Offices) 2 Times per Week

Main Lobby 2 Times per Week

Hallways 2 Times per Week

Conference Room 2 Times per Week

Kitchen Area 2Times per Week

Mop Floors 2 Times per Week

Sweep/Mop Restroom Floors (This includes Vault Toilet)

Clean Walk-Off Mat (interior and exterior)

All Building Entrances and Exits (Sweep)

Agreed upon days for cleaning: Wednesdays, Saturdays/Sundays after 5:30 p.m. Updated 12/16/24 on:12/16/2024

Other Duties Kitchen Area - Wipe down countertops, cabinetry, and sink 2 Times per Week

Trash Collection/Removal (replace trash bag) 2 Times per Week

Office Desks - Wipe down and dust around objects

Every 2 Months (Nov, Jan, April, May, July, Dust/Remove Spider Webs

Clean Windows (Interior & Exterior) and Windowsills

Shampoo Carpets (all carpeted areas)

Every 6 Months (March & Nov)

Cleaning of Aldo Leopold House Starting on March thru October

Once a Month first Tuesday last Wednesday of the month.

Deep Cleaning of two FMO offices, workout room, shop fire engine office, shop bathroom.

4 times a year. Once in each of these months. Feb, May, August, November.

* Quality control checklist must be signed weekly and submitted to the Inspector's desk by the following Monday at 8:00 a.m. so it can be approved and filed.

By my signature I attest all tasks listed were completed and were to the standards as specified in the Statement of Work, unless otherwise noted in the comments section.

LOCG Employee Signature COR or Inspector Signature Date

Remarks: