x PRRD Janitorial PWS (002).docx

US Department of Agriculture (USDA)

Performance Work Statement

Contents

Project Title BHNF Powder River Ranger District Office Janitorial Services

General Information

1.0 Background and Purpose

The Powder River Ranger District lays at the southeastern base of the Bighorn mountains in Buffalo, WY at 1415 Fort Street. The District provides National Forest information and customer service to many visitors throughout the year.

The District requires janitorial services in one one-level building totaling approximately 6,600 square feet (SF) as follows:

· Main Office with two (2) Bathrooms = approximately 5,600 SF

· Front Customer Lobby with two (2) Bathrooms = approximately 1,000 SF

The following are the approximate square footage totals for carpet and hard floor per area:

· Main Office Carpet = 4,650 SF

· Main Office Hard Floor (vinyl, tile) = 950 SF

· Front Customer Lobby Hard Floor = approximately 880 SF

· Front Customer Lobby Carpet = approximately 120 SF

2.0 Definitions

Acceptable Quality Level (AQL). The allowable leeway or variance from a standard before the Government will reject the specific service. An AQL does not say that the Contractor may knowingly offer defective service. It implies that the Government recognizes that defective performance sometimes happens unintentionally. As long as the percent of defective performance does not exceed the AQL, the service will not be rejected by the Government. The Contractor, however, must re-perform the defective service when possible.

Clean. “Clean” shall be defined as free of dirt, dust, odors, spots, streaks, stains, smudges, film, discoloration, litter, debris, foreign matter, and other residue or evidence of soil. Any maintenance solution or cleaning product residue that is not an air-dry product shall be removed.

Contracting Officer (CO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer. "Administrative Contracting Officer (ACO)" refers to a Contracting Officer who is administering contracts. A single Contracting Officer may be responsible for duties in any or all of these areas. In accordance with 48 CFR chapter 1, Administrative Contracting Officer does not-Require that a duty be performed at a particular office or activity; or Restrict in any way a contracting officer in the performance of any duty properly assigned.

Contractor. The term Contractor as used herein refers to both the prime Contractor and any sub-contractors. The prime Contractor shall ensure that his/her sub-contractors comply with the provisions of the contract. The term in this contract refers to the prime.

Contracting Officer’s Representative (COR). The Government employee designated by the Contracting Officer to be responsible for monitoring of Contractor performance.

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

Facility. An establishment, structure, or assembly of equipment designated for a specific function.

Bi-Weekly. Services performed up to 26 times during each 12-month period of the contract.

Non-Personal Services. The person rendering services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

Performance Requirements Summary (PRS). Identifies the key performance indicators of the contract that will be evaluated by the Government to ensure the Contractor meets standards.

Quality Assurance Surveillance Plan (QASP). An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the Contractor for each item of the Performance Requirements Summary.

Quality Control (QC). A method used by the Contractor to control the quality of goods and services provided.

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall provide all transportation, labor, equipment, supervision, materials, and supplies except those listed as Government Furnished Property, for the performance of this contract. Best Commercial Standards and janitorial practices and proper use of cleaning materials and equipment are required.

A. Daily Services (Wednesday and Sunday) Foyers, Hallways, Visitor and Reception Area

· Vacuum any dirt, mud, gravel, etc. off carpet, mats, and tile in all foyers, reception areas and hallways. Remove tracked-in material that does not come up with vacuuming. Use a diluted cleaner on the stained concrete floor. Spot clean walls and doors when needed. Dust all flat counters and displays. Clean flat wood and glass customer counters to remove fingerprints.

· Empty wastebaskets and dispose of waste in receptacles provided. Plastic bags shall be changed at least weekly in kitchen and reception area.

· Wash, disinfect and dry exposed surfaces of all water coolers.

· Wash inside and outside of all glass entrances.

Restrooms

· Tile floors shall be vacuumed or swept then mopped clean using a disinfectant detergent.

· Empty wastebaskets and dispose of waste in receptacles provided. Plastic bags shall be changed at least weekly.

· Fill toilet paper holders, paper towel holders, and soap dispensers. Report any problems with these dispensers to the Contracting Officer's Representative.

· Wash and rinse completely with a disinfectant; toilet stools and seat assembly, urinals, washbasins, dividers and modesty screens. Treat washbasins, toilets and urinals with a suitable scale remover, germicide and deodorant. Mirrors will be damp wiped clean and dried.

Wipe free of watermarks.

· Spot clean wall surfaces, doors and waste receptacles. Remove all mop water lines/rings from the base of the walls.

· Replenish all supplies such as trash bags, paper towels, white toilet paper, etc. If needed, replenishment shall be made during working hours as requested by the COR.

Rooms

· Empty all wastebaskets in office building. Dispose of waste in receptacles provided.

Replace plastic bags if soiled.

· Carpeted areas shall be spot vacuumed to remove obvious surface dirt and litter. Remove spots and stains from carpet as they occur.

Outside

· Dispose of garbage from the outside front door receptacle.

E. Daily Services

· Vacuum all carpeted areas in office rooms and conference rooms. Remove any tracked-in material that does not come up with vacuuming. Remove spots and stains from carpet as they occur.

· Vacuum chairs with cloth cushions.

· Vacuum or sweep, then mop clean all rooms with vinyl tile (break and computer rooms)

· Remove dust from window ledges. Soil and stains on window ledges that cannot be removed with dusting shall be washed off and wiped dry.

· Wash and dry tables in conference room.

· Clean both sides of all interior doors. Remove dust and soil from frames surrounding the doors.

· Spot clean wall surfaces. Clean ceiling and corners of cobwebs.

· Replace bags in waste receptacles, if needed.

· Window blinds or coverings shall be free of an accumulation of dust, dirt, or cobwebs.

AQL: 95% Compliance

3.1 EQUIPMENT AND SUPPLIES

The Power River Ranger District Office, of the US Forest Service requires the use of environmentally preferable products and services in order to comply with federally mandated programs. USDA’s Affirmative Procurement Program promotes energy-efficiency, water conservation, and the acquisition of environmentally preferable products and services. In its acquisitions, USDA will support federal “green purchasing” principles in the acquisition of products and services that are environmentally preferable or that are biobased content products and services. See FAR 52.223-1 and 52.223-2 included in this contract. All electrical equipment used by the Contractor shall meet all safety requirements of this contract and shall be UL approved. This equipment shall operate 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. Inoperable equipment is not cause for cleaning work not to be performed.

A. Equipment Equipment furnished by the contractor shall be of the size and type customarily used in high quality work of this kind and shall meet with the approval of the Contracting Officer's Representative. Inadequate or unsafe equipment will be ordered removed from the premises and replaced by the contractor with satisfactory equipment. Equipment shall be commercial grade.

Vacuums shall be capable of picking up dirt close to walls and from under furniture.

B. Cleaning Supplies

1. General The contractor shall only use cleaning supplies recommended for the surfaces being cleaned. The contractor shall be responsible for any damage to the facility caused by the improper use of cleaning supplies or equipment. The cleaning supplies must be "environmentally friendly" and contain no chlorine, borates, nitrates or phosphates. Products must be non-flammable, non- abrasive, and non-oxidizing, non-toxic and biodegradable. Products shall neither be strong bases, nor strong acids. The contractor shall furnish Material Safety Data Sheets (MSDS) for every cleaning product proposed. Each product must be approved by the COR in writing prior to commencement of the work. All products must be used in accordance with the Material Safety Data Sheets. Any protective equipment recommended by the MSDS must be worn at all times during product usage and handling.

2. General cleaning product/toilet cleaner/wall cleaner All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased products. (see Section C.)

3. Scrubbers Must be non-abrasive, non-toxic and biodegradable.

4. Glass Cleaner Glass Cleaner must be free of ammonia and isopropanol, and non-flammable.

C. Biobased Products The contractor must comply with the Agriculture Act of 2014; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Farm Security and Rural Investment Act of 2002 9FSRIA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in equipment by Contractor’s employees is strictly prohibited. Government office equipment shall not be Environmental, Energy and Economic Performance”, dated October 2, 2009; EO 13423, “Strengthening Federal Environmental, Energy and Transportation Management”, dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased and recycled products. All supplies and materials to be used in the performance of work under this contract are subject to the approval of the Contracting Officer (CO) and Safety Data Sheets are to be submitted for each product.

The Bighorn National Forest, Powder River Ranger District requires the use of environmentally preferable products and services in order to comply with federally mandated programs and USDA’s Agriculture Acquisition Regulations (AGAR 423.703) that direct USDA agencies to actively promote a preference for Environmentally Preferable Products. This includes the use of: recovered material products, energy & water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products. See www.biopreferred.gov for more information.

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

For more information regarding the Department of Agriculture Biobased Program go to:

https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml

4.0 Deliverable / Schedule

Services for the Power River District Office will be conducted 2 days per week, Wednesday’s and Sunday’s and are to be performed outside of business hours: 5:00 p.m. and 6:00 a.m. Mountain Time. The only exception will be the timeframe during which the Janitor is pending a Background Investigation. The COR will escort the Janitor during business hours, and specific times will be arranged with the contractor after award.

Services shall be provided 2 days per week to be done outside of business hours which are Wednesday and Sunday after 5:00 p.m. and before 6:00 a.m. Mountain Time. In the event services are not provided because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the Contracting Officer shall either:

a) Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

b) Forego the work and reduce payment due to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the “per month” fixed price divided by 22 days per month and then multiplied by the number of days services were not provided.

Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

c) Reschedule the work on day(s) satisfactory to both parties. Except as noted in the schedule of work, work shall not be required on the following holidays:

New Year’s Day Martin Luther King, Jr. Birthday Presidents’ Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

4.1 Quality Control Program.

The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are met. It shall be submitted to the CO as part of the quote package prior to award of the contract. Any amendments shall be submitted to the CO for approval at least ten days prior to their proposed implementation. The quality control program shall, at a minimum, include:

a) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

b) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c) A method for ensuring all keys and security access codes issued to the Contractor by the Government are not lost, misplaced, and are not used by unauthorized persons.

d) A file of all inspections conducted by the Contractor and the corrective actions taken.

5.0 Government Furnished

The Government shall furnish all light bulbs, toilet paper, toilet seat covers, paper towels, hand soap, garbage bags, and storage space for all supplies and equipment.

The Government shall provide the following property and materials to the Contractor for use in the performance of this contract in accordance with FAR clause 52.245-1 incorporated by reference in this contract. Office Keys (ONLY after completion of background check)

6.0 Travel

Travel will be at the contractor’s expense and included as part of the cost of services.

7.0 Contractor’s Key Personnel

See AGAR Clause 452.237-74 Key Personnel.

Supervisory Personnel. The Contractor shall designate an on-site supervisor who shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for performance of work. An equally qualified alternate supervisor shall be provided to act on behalf of the supervisor during his/her absence.

The supervisor and alternate shall be designated as key personnel and be able to read, write, speak/understand English and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the supervisor and alternate to the CO with they list of key personnel.

The Contractor shall immediately notify the Contracting Officer’s Representative (COR) and CO in writing when a decision to terminate an employee has been made. The Contracting Officer may, in writing, require the Contractor to remove from the worksite any employee who the Contracting Officer deems incompetent, careless or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or Government owned property. No one other than approved personnel shall be allowed on premises after hours or during performance of duties. The Forest Service Office is a non-smoking building. The Contractor shall ensure his/her employees do not smoke inside the building.

Janitor Personnel. Janitorial personnel shall have a minimum of 6-months of work experience. Their resume shall include references and experience of similar types of work previously performed. The personnel shall sign a letter of commitment after solicitation but before time of award.

8.0 Security Requirements

Background Investigation. A Background check shall be conducted on contractor personnel who has access to the facility, and contractor will be required to obtain a PIV-A card for identification purposes when accessing the facility. A person model sponsor will be identified and require a background check. Upon request, a social security number shall be provided to the Contracting Officer.

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. In the event keys are lost, the Contractor is required to report the lost key to the CO or COR immediately. The Contractor will be required to reimburse the Government for lock replacement or rekeying of the locks.

Building Security.

The Contractor shall be responsible for locking outside doors and windows and turning off fans and lights when night cleaning is finished in all areas, unless otherwise occupied by Government personnel. During the scheduled cleaning time, lights shall be on only in the portion of the building where the work is being done. Under no circumstances shall the Contractor or Contractor’s employees allow outside doors to be propped open and/or left unattended while cleaning is being performed. The Contractor and Contractor’s employees shall exercise care when entering and exiting the building by making sure that the outside doors used are securely closed when not in immediate use. It is the responsibility of the Contractor to secure the building upon completion of work and close and lock entry gates.

The Contractor or Contractor’s employees shall not disturb papers on desks, tamper with computer terminals, open cabinets or drawers, or use telephones except for emergency calls to the police or fire department. Use of Government photocopiers, fax machines, typewriters, and other Government office Equipment shall not be unplugged, bumped, or disturbed.

The Contractor or Contractor’s employees shall report in writing any hazardous conditions and items in need of repair to the COR.

Key Control. No Keys or security access codes will be issued until personnel complete the Gov't sponsored background investigation. No keys shall be duplicated unless authorized in writing by the COR. The supervisor shall issue keys to Contractor employees and be responsible for their return.

The Contractor shall report the occurrence of a lost key immediately to the COR. The Contractor shall be required to replace or to reimburse the Government for replacement as a result of the Contractor losing keys.

The Contractor shall prohibit the use of keys and access codes issued by the Government by any persons other than the Contractor’s employees. The Contractor’s employees shall prohibit entrance to the building by other than Contract employees engaged in the performance of contract related.

9.0 Data Rights

NA

10.0 Section 508 - Electronic and Information Technology Standards

NA

11.0 QASP Relation to the Quality Control Plan (QCP)

The QCP is a required element of contract and the Contractor shall adhere to its established quality control processes and procedures in managing and performing work as described in the contract. While the QCP represents the way in which the Contractor will ensure its quality and timeliness of services, as defined in the PWS, the QASP represents the way in which the Government personnel as specified, Contractor and Government Responsibilities, Government Responsibilities will evaluate the contractor’s performance. The contractor’s QC program and the residual organization’s QASP should be complementary programs that ensure successful contractor performance.

12.0 Performance Requirement Measures

The contractor shall have sufficient staffing to be responsive to cleaning requirements. The determination of the total daily productive labor-hour requirements for the performance of all services herein specified is the sole responsibility of the contractor. Nothing in this provision should be construed as being contrary to the contractor's responsibility.

The Contractor shall be responsible for all damage to property and to persons, including third parties that occur as a result of his or his agent’s or employee’s fault or negligence. The term “third parties” is constructed to include employees of the Government. This includes damage to duplex outlets, corner base molding and knocking parts off cubicle furniture. At their own expense, Contractor shall repair any damage, returning damaged item to original condition.

Performance Requirement Summary

% for NOT meeting the Task

Provide janitorial services using best commercial standards and practices.

OR Not to exceed two (2) valid customer complaints per month.

Quality Control.

SURVEILLANCE: The government quality assurance (QA) person will receive complaints from station personnel and pass them to the contractor's quality control inspector (QCI) for correction. All these functions will be completed by the contracting officer representative (COR).

STANDARD: 95% of One (1) day’s contract rate assessed for any month where deficiencies exceed two (2) defects per month. “95% of all facilities are without customer complaints for the month. OR Not to exceed two (2) valid customer complaints per month.

PROCEDURES: Provide janitorial services using best commercial standards and practices that result in the removal of dirt, grime, and other foreign matter so that the facility presents a pleasant, healthy, and safe work environment for employees. Noncompliance for two weeks-Issue of Cure notice. No resolution after one week -possible termination

SURVEILLANCE: Contract Management

STANDARD: 5% deduction from established monthly rate when standards are not met.

PROCEDURES: Contract Management ensures timely adherence to Schedule requirements and contract terms and conditions. Noncompliance for two weeks-Issue of Cure notice. No resolution after one week – possible termination

SURVEILLANCE: Security

STANDARD: 100%

Compliance

PROCEDURES: Security ensures compliance with all applicable access, security policies, and procedures to prevent the unauthorized access to, loss to, or damage to Government assets. Noncompliance for two weeks-Issue of Cure notice. No resolution after one week -possible termination.

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