Inactive Total Small Business Set-Aside (FAR 19.5)

A Questions and Answers Document has been posted in the attachments. Statement of Work Contract Documents Performance Work Statement The contractor is responsible to maintain the building interior, an... A Questions and Answers Document has been posted in the attachments. Statement of Work Contract Documents Performance Work Statement The contractor is responsible to maintain the building interior, and indicated exterior portions, at a level of cleanliness standard for commercial administrative buildings. The quantity of office furniture or utilization of floor space is subject to change during the contract period. Performance shall be based on the Governments evaluation of the results compared to the Contractor's Operating Plan and Schedule, as incorporated into the contract. PERFORMANCE OBJECTIVES The Contractor shall perform janitorial duties in the newly remodeled Goosenest Ranger District office located at 37805 Highway 97, Macdoel, CA. The office totals approximately 10,800 square feet in usable space. The building has two stories with elevator, most areas are carpeted, other surfaces are tile, plastic chair pads and concrete. The Contractor shall provide all transportation, labor, equipment, supervision, materials, and supplies, except those listed as Government Furnished Components, for the performance of this contract. Standard janitorial practices and proper use of cleaning materials and equipment are required. SITE ACCESSIBILITY Depending on local weather and road conditions, use of a 2- or 4-wheel drive vehicle may be necessary to access the site. EXCEPTED AREAS Any offices locked or designated off-limits could permanently or periodically be exempt from tasks listed below, with the exception of emptying trash containers left outside the door of an excepted area. Services are required when such office doors are not locked. HOURS AND DAYS OF OPERATION From May into September, totaling 18 weeks: service shall be provided 3 days each week. Service days are Tuesday, Thursday, and a weekend day, unless otherwise agreed. For the remaining 34 weeks in the year: Service shall be provided 2 days each week. Service days are Tuesday and a weekend day, unless otherwise agreed. Throughout the year, services shall be performed after normal business hours, between 4PM and 6AM, unless otherwise agreed. Prior approval of the Contracting Officer (CO) is required before any work may be performed on Federal holidays: New Year's Day; Martin Luther King, Jr.'s Birthday; Presidents Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran's Day; Thanksgiving Day; Christmas Day. In the case of work that would fall upon a federal holiday, including holidays that create a three-day weekend, alternate cleaning dates are to be arranged with approval of the COR. In the event services are not provided, required or permitted due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the CO or COR 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 day fixed price 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. SUPERVISORY PERSONNEL The Contractor shall designate an on-site supervisor who shall be responsible for the conduct and competent performance of work. An equally qualified alternate supervisor shall be provided to act on behalf of the supervisor during his/her absence. The supervisor or alternate shall be on-site and accessible during the established working hours. The supervisor and alternate shall be designated as key personnel and be able to read, write, speak, and 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 within ten calendar days after award of the contract. 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 Government will document, in writing, those instances where the supervisor or alternate have not responded to calls or are not available to meet. Specific Tasks and Performance Measurements Performance Measurement for All Items The Government will inspect all items on a random basis, or in response to receipt of a complaint. The Contractor shall correct any performance deficiency within one day of notification, or other time frame, as agreed to by the COR. Expected Frequency of Services Listed below are the specific tasks and the performance standards the Contractor is required to meet in this contract. Every Cleaning -Clean and deodorize restrooms including light switch plates and door handles -Clean and disinfect: wash basins, urinals, toilets and toilet bases. -Clean mirrors. -Fill toilet paper, seat cover and paper towel and soap dispensers as needed. -Dust horizontal surfaces that are readily available and visibly require dusting -Vacuum carpet and as necessary, remove carpet spots. -Mop all non-carpet areas to maintain hi-lustre. -Damp mop plastic carpet protectors under office chairs. -Clean glass entry doors to the space. -Clean drinking fountains. -Empty trash to outdoor waste receptacle and dispose to on-site location, replace trash liners as needed. -Empty recycling to receptacle at on-site location, when available. -Clean food service area, including wipe appliance exteriors. Weekly -Sweep sidewalks, remove trash from parking (as needed, weather permitting). -Damp mop and spray buff all resilient floors in restrooms. -Dust all visible surfaces with dust collecting device including window sills. Monthly -Thoroughly dust furniture and window blinds. -Completely sweep and/or vacuum carpets to edges. -Sweep storage spaces. -Spot clean all wall surfaces with 70 inches of the floor -Clean wall and floor grout -Clean door molding and floor molding. -Clean taxidermy displays by dusting or lightly vacuuming. Bi- Annually -Wash all interior and exterior window and other glass surfaces. -Shampoo all carpets. Annually -Vacuum or dust all surfaces in the building more than 70 inches from the floor, including light fixtures. Constraints · Items on desks and other working surfaces or storage areas shall not be disturbed. The Contractor shall prohibit his/her employees from disturbing paper on desks, opening desks and cabinets, or using office equipment. · The Contractor shall not expose electronic equipment, including computer monitors, to liquids of any kind. · Kitchen dishes and coffee area will be maintained by government employees, not by the Contractor. Emergency or Special Event Cleaning Any situation requiring cleaning services beyond those normally encountered in routine cleaning work will be considered emergency. Situations requiring emergency cleaning will be referred to the Contracting Officer or COR prior to commencing work. If the Contracting Officer determines that the situation requires extra effort on the part of the Contractor, equitable reimbursement will be provided to the Contractor for the level of effort over and above that normally required, (e.g. fire or flood damage, construction work, etc.). Residue from relocating furniture or litter left from meetings or routine gatherings are not considered emergency cleaning. Supplies and Materials GOVERNMENT FURNISHED COMPONENTS The Government shall supply the following components for the performance of work under this contract. As supplies need replenishing, the Contractor shall notify the designated Contracting Officer's Representative no less than 3 weeks in advance so needed items can be ordered. · All utilities necessary for the performance of work under this contract. · Keys, key cards and/or access codes for use by the Contractor in the performance of services under this contract. See also Key Control under Special Contract Requirements. · Space will be assigned, as available in the building, for the storage of an inventory of supplies and equipment used in the performance of work under the contract. The Government will not be responsible in any way for damage or loss of parts or equipment. The janitor closet will have shelving and a utility sink with running water. · Telephones will be available for the Contractor's use in making local calls for emergency purposes only. · Dishwater detergents · Liquid hand soap · Toilet paper, hand soap, paper towels, and toilet seat covers · Waste basket liners and trash receptacles · Cleaning products as needed to perform requirements that comply with bio based initiative CONTRACTOR FURNISHED COMPONENTS The Contractor shall provide all supervision, labor, materials, supplies, and equipment required to meet the terms of the contract except those listed under Government Furnished Components. All applicable Contractor-furnished equipment shall include bumpers/guards to prevent marking or scratching of fixtures or building surfaces. The following supplies will also be provided by the Contractor: · Rags and towels for cleaning · Brooms, brushes, dustpans, and dusters · Power Equipment as needed, such as motorized commercial vacuum cleaner, commercial carpet cleaner, etc. · MSDS log, to be located in janitor closet The Goosenest Ranger District of the US Forest Service requires the use of environmentally preferable products and services in order to comply with federally mandated programs and USDA' 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 and water efficient products; alternative fuels and fuel efficiency, bio-based products; non-ozone depleting substances; priority chemicals; and environmentally preferable products. These products are described and a catalog is available on the Biobased Program Website (http://www.biopreferred.gov/). The Contractor must submit to the Contracting Officer, a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials, proposed for use in the performance of its work. The contractor shall not use any material, chemicals, or compounds which the CO determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or as might be the case of paper or soap products, unsatisfactory for use by occupants. Custodial cleaning products required in the performance of the contract shall meet Biobased Program Requirements. If it is determined that a product does not meet Government performance requirements, the contractor shall submit a proposed alternative that would meet the performance requirements, with the lowest environmental impact for evaluation and acceptance. Products that fall under the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg) shall meet the minimum recovered (recycled) content. Biobased products shall be used upon issuance of the bio-based product listing from the U.S. Department of Agriculture (USDA) (http://www.usda.gov) . The contractor shall purchase and use Energy Star or other energy-efficient items listed on the Department of Energy's Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list. Supplements or amendments to listed publications from any organizational level may be issued during the life of the 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. The Contractor shall furnish and use beater bar type vacuums for carpeted floors. The Contractor shall provide protective gloves, safety eyeglasses, and any other safety equipment needed to execute the contract. Required Submissions (Pre-Award) Operating Plan and Schedule As part of the quote response provided prior to award of the contract, and annually thereafter, the Contractor shall submit to the Government an Operating Plan with a schedule of all services to be performed. The Schedule shall indicate the time of day, the type of work to be performed and its frequency of performance (daily, weekly, monthly, quarterly, semi-annually, annually), the areas to be worked, and the estimated time to complete the work in each area. The Operating Plan shall also include a list of all cleaning supplies and equipment to be used, subject to the COR approval. The Contractor shall notify the COR in writing at least 14 calendar days prior to the intended use of any chemicals which include a Material Safety Data Sheet (MSDS), all of which are subject to the approval by the COR. 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 bid 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 either a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection. b. A method for responding to deficiencies in the quality of services performed and for proposing any corrective action to be taken. c. A method for ensuring that all keys, identification and security access cards issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized persons. Required Reports (Post Award) Required reports include: · Checklists of work completed and Contractor inspection performed shall be provided to the COR at the time of invoice submission as described under Required Submissions (Pre-Award): Operating Plan and Schedule. · The Contractor shall maintain a file of all inspections conducted by the Contractor and the corrective actions taken. This documentation is considered to be a part of the Contractor's Quality Control Program, but does not need to be made available for review unless requested by the COR. Contract Data Inspection Methodology (Government's Quality Assurance Surveillance Plan) The Government will visually inspect the Contractor's performance based on the Contractor's Operating Plan and Schedule under this contract. The COR will record inspection observations and deficiencies will be documented with a written inspection report provided to the Contractor periodically. When unacceptable performance is observed, the COR may meet with the Contractor's on-site supervisor to review the inspection report and ensure that the Contractor has an understanding of the unacceptable services. The preferred method to resolve deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall be provided with the opportunity to correct substandard performance within one business day, or another period of time as specified by the COR. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is logged as a deficiency. Option to Extend Services The Government may elect to extend services with the agreement of the Contractor through the exercise of Options or by extension of the contract period of performance; see FAR 52.217-8 and FAR 52.217-9. If the government elects to extend the period of performance, continuation of services will be contingent on funding for the extended period. The Government may issue a Delay of Work should continued funding be projected to be unavailable. Note for FAR 52.217-8 and FAR 52.217-9: Within the given deadline, the Government may unilaterally exercise an option. After the given deadline, the Contractor and Government may mutually agree to exercise an option. Communication Procedures While a line of communication is always open to the CO, most communication is directed to the COR. Contracting Officers and CORs are available via phone, email or direct communication. Formal requests, reports and invoices must be submitted in writing. Communication by email is a good practice for the purposes of documentation. At times communication will occur as meetings between the Contractor and the Government. Invoice Requirements The following is an excerpt of FAR 52.212-4 Contract Terms and Conditions, Commercial Items. The Contractor shall submit an original invoice or electronic invoice, if authorized, to the point of contact designated in the contract to receive invoices. An invoice must include: 1. Name and address of the Contractor; 2. Invoice date and unique number; 3. Contract number and contract line item number; 4. Description, quantity, unit price and extended price of the services performed; 5. Terms of any discount for prompt payment offered; 6. Name and address of official to whom payment is to be sent; 7. Name, title, and phone number of person to notify in event of defective invoice. Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315. Payment Payment will be made in arrears on a monthly basis for janitorial services that have been satisfactorily provided. The Contractor shall submit in Invoice Payment Platform (IPP), an invoice each month along with the completed inspection checklist from the approved Quality Control Program. The Government will review the performance as compared to contract standards, the Quality Control Program and the Operating Plan and Schedule. Monthly payments to the Contractor will be reduced for logged deficiencies, as described in the Inspection Methodology section. Deductions for deficiencies shall be calculated as 1/30th of the unit price for each day the Contractor fails to correct the deficiency. Government Personnel The Contracting Officer (CO) and Contracting Officer's Representative (COR) are the main points of contact under this contract. In addition, Inspectors may be designated at or after contract award. The names and contact information of all government personnel designated under this contract will be provided to the Contractor after award. The Contracting Officer designates the Contracting Officer's Representative(s) (COR). The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract. Contractor Personnel All work performed under this contract shall be in a skillful and professional manner. The Contractor shall employ personnel qualified and capable to perform janitorial work and shall provide a list of Contractor personnel who will be on the premises. Persons under the age of 18 are not permitted on the premises while work is performed. Only the Contractor and Contractor's employees shall be permitted in the building during the working period. The Contractor shall prohibit employees from disturbing papers on desks, opening desk drawers or cabinets, using government telephones or other office equipment, leaving the Government building unlocked or using any Government employee's property. The Contracting Officer may, in writing, require the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment, or any Government property. Authorities No person other than the Contracting Officer is authorized to change any clause or provision of this contract, except as provided in writing by the Contracting Officer. Changes to contracts for commercial items and services must be by mutual agreement between the Contractor and the Contracting Officer only. The Contractor is responsible to take direction only from government officials indicated in the contract. The Government is not responsible for costs incurred during the performance of work not covered under this contract or directed by non-authorized persons. On all matters that pertain to the contract terms, the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim. Subcontracting The Contractor shall alert the Contracting Officer in writing of intent to utilize a subcontractor for work under this contract, prior to entering into any subcontract arrangement. The subcontractor shall have the experience and be equipped for such work. The written notification shall include as a minimum: A. The name, address and telephone number of the subcontractor. B. A detailed description of the work to be subcontracted. C. Documentation of the subcontractor's representative authority. Subcontracting any portion of the contract shall not relieve the Prime Contractor of any responsibility under this contract. Any subcontract agreement shall contain all terms and conditions of the prime contract. Conservation of Utilities and Building Security The Contractor shall be directly responsible for instructing employees in utility conservation practices. Upon completion of the work at each site, the contractor personnel shall ensure that (unless otherwise instructed by the Contracting Officer or COR) all lights are off, all wall windows and entrance doors are locked and the alarm system armed. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by Contractor employees. Lights shall be used only in areas at the time when work is being performed. Water faucets or valves shall be turned off after the required usage is complete. Windows shall be closed and lights and fans turned off when not in use. If the building is occupied by the Government after normal working hours, the Contractor's personnel shall notify the Government personnel of their departure and leave the exterior doors locked. The Contractor shall not disturb papers on desks or bulletin boards, open drawers or cabinets, or use telephones or any office equipment provided for official Government use except for emergency calls to the Contracting Officer, police or fire department. Safety and Liability The Contractor shall be responsible for his or her own safety and the safety of the Contractor's employees or Subcontractors. · Safety: The Contractor shall be responsible for instructing company employees in appropriate safety measures. The Contractor must comply with the applicable Occupational Safety and Health Administration (OSHA) Standards specified under 29 CFR part 1910 and other Federal, State, and local regulations for the purpose of providing safety precautions to all of employees subject to exposure as a result of custodial work performed under this contract. The Contractor shall provide, place and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications, and Out of Service signs if appropriate. Cloths, mops or brushes containing a residue of wax or other combustible material subject to spontaneous ignition shall not be stored inside the building. · Lost and Found Property: The Contractor shall ensure all articles of possible personal or monetary value found by the Contractor's employees are turned into the COR or the Contracting Officer. · Property and Personal Damage: 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. · Smoking Restrictions: The Goosenest Ranger District office is a tobacco-free building. Tobacco use is restricted to designated outdoor areas. · Gambling: The Contractor shall not participate in games while on Government property. · Drug Use: The Contractor shall not be under the influence of, or be in the possession of, any narcotic, hallucinogenic, marijuana, barbiturate, amphetamine or alcohol while on Government property. This prohibition shall not apply in cases where the drug is prescribed for a patient by a licensed physician. · Soliciting or Vending: The Contractor shall not solicit or sell any items while on Government property. · Weapons and Firearms: The Contractor shall not possess weapons or firearms while on Government property. · Circumstances to Be Reported: The Contractor or the Contractor's employees will report to the Contracting Officer or COR any circumstances of needed repairs of the facility or unusual soiling of an area that may affect the performance of the work and unhealthy or hazardous conditions. The Contractor or the Contractor's employees will report any vandalism, attempted break-ins, or signs of attempted break-ins. · Hazard Communication Training: The Contractor shall provide employees with Hazard Communication training within one month after award of the contract or within one month after hiring a new employee. Per OSHA 29 CFR 1910.1200 Hazard Communication Standard, this training also includes instruction on the appropriate handling of chemicals requiring a Material Safety Data Sheet. · Facility Security: It is the responsibility of the Contractor to secure the building upon completion of work and close and lock entry gates if applicable. The Contractor shall take necessary precautions to assure that his/her employees do not leave exterior doors or windows open during performance of service, or when entering/exiting building. In addition, the Contractor shall report any instance of having to perform lock up or shut windows after building employees have left the site. Insurance Requirements Before work may begin on this project, the Contractor shall provide the documentation required in this section. Failure to provide the information will not change the date for starting work, and contract time may begin before the contractor is actually permitted to work. Once contract time begins, the contractor shall provide the documentation within 10 calendar days or the contract may be terminated in accordance with the clause governing termination for cause. Worker's Compensation Insurance: The Contractor shall provide evidence of Worker's Compensation Insurance or a written explanation as to why the Contractor is exempt from the requirement. NOTE: The Contractor working alone is not required to carry the insurance. Prework Conference and Other Meetings Prior to commencement of work, a pre work meeting shall be arranged between the Contractor and the Contracting Officer to discuss the contract terms and work performance requirements. At this time, the Contracting officer shall designate the Contracting Officer Representative (COR) and the Contractor shall designate, in writing, the name and phone number of the Contractor's on-site representative/supervisor and their responsibilities. Other meetings may be required at the Contracting Officer's discretion to discuss work quality or performance. Special Contract Requirements Key Control The Contractor will establish and implement methods to ensure that all keys issued by the Government are kept secure in the Contractor's possession and are not used by unauthorized persons. No keys issued by the Government are to be duplicated. It is the Contractor's responsibility to ensure any security access codes are secured in the contractor's possession and are not to be used by unauthorized persons. 1. The Contractor will be required to reimburse the Government for replacement of locks or re-keying as a result of Contractor loss of keys. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system and the total cost will be deducted from the monthly payment due the Contractor. 2. The Contractor will report the occurrence of a lost key to the Contracting Officer no later than the next duty day. 3. It is the responsibility of the Contractor to prohibit the use of keys or access codes issued by the Government to any person other than the Contractor's employees. It is also the responsibility of the Contractor's employees to prohibit the opening of locked areas by Contractor's employees to permit entrance of persons other than Contractor's employees engaged in the performance of assigned work in those areas. Procurement and Use of Biobased and Biopreferred Supplies Chemical, paper-based and other consumable supplies provided by the Contractor shall meet bio-based program requirements and the Contractor is required to complete reporting of bio-based materials provided by the Contractor for services under this contract per FAR 52.223-2. Chemical, paper-based and other consumable supplies provided by the Government shall meet bio-based program requirements. The Contractor is not responsible to complete reporting of bio-based materials provided by the Government. The Contractor is required to use the products provided by the Government in the performance of this contract per FAR 52.223-1. Should there be an issue with any products provided by the Government, the Contractor shall address the concern with the COR. Required Response (Evaluation Factors) There are four (4) evaluation factors which require response. 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. Relevant Experience and Relevant Past Performance Relevant Experience is the measure of an offeror's familiarity and expertise in performing techniques required to achieve the results desired under this contract. Past Performance is a measure of the degree to which an offeror has satisfied its past customers and complied with contract terms and conditions, applicable laws, and regulations. The Government may contact individuals and firms for whom an offeror has performed services, as well as using other means of data collection, to evaluate an offeror's experience and past performance record. -For Relevant Experience, offerors shall list the names and contact information of at least three references for which the offeror has performed work relevant to that which is required under this contract. -For Relevant Past Performance, offerors shall submit the following information for similar contracts performed, at least one of which was performed within the past three years: § Contract Name § Type of facility, with approx. square footage § Service Dates § Description of services performed The Government will still consider an offeror who has fewer than three similar projects or references. An offeror with no Past Performance will be treated as an un...