Descanso Janitorial Services at Cleveland National Forest

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Scope of Contract:

Description of work: the intent of this contract is to secure janitorial services including, but not limited to, cleaning of restrooms, floors, office areas, conference room, and other office spaces at the Cleveland National Forest, Descanso Ranger District Office. The building is approximately 3,000 Square feet and includes two (2) total restrooms, a kitchenette area, 3 entrances with 1 main entrance and small lobby, one (1) conference room, (1) mailroom, 13 offices, and 22 desk areas.

Contractor responsibility: the contractor shall provide everything--including, but not limited to supplies, transportation, labor, and supervision--necessary to complete the project, except for that which the contract clearly states is to be furnished by the government.

Project Location & Description:

Location: the project is located at the Descanso Ranger District Office; 3348 Alpine Blvd., Alpine, CA. 91901.

Description: This office is located in Alpine, CA. From Interstate 8 exit at Willows Rd., turn right onto Alpine Blvd. and travel approximately .5 miles to 3348 Alpine Blvd. The building is located on the right side (north side) of the road. Business hours are Monday through Friday 8:00am to 4:30pm and closed on all Federal and State holidays. This Forest Service compound is surrounded by a security gate and is closed during non-business hours. Gate code will be provided to the contractor at the start of the contract.

Exslusions (non-work areas): any areas that the contractor is not granted access to. Three offices will have restricted access. These areas will be cleaned when occupants are present.

Accessibility: passenger car accessible

Any prospective contractor requesting an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing from the contracting officer soon enough to allow a reply to reach all prospective contractors before the solicitation closing date. Oral explanations or instructions given before the award of a contract will not be binding.

Period of Performance:

Base Year: 10/1/2025 – 9/30/2026

Option Year 1: 10/1/2026 – 9/30/2027

Option Year 2: 10/1/2027 – 9/30/2028

Option Year 3: 10/1/2028 – 9/30/2029

Option Year 4: 10/1/2029 – 9/30/2030

Maps:

Maps showing the general vicinity and/or specific work areas are included as attachments. Maps are general in nature and are not to be considered as definitively identifying locations. See attached Maps.

Restrictions on Work:

Work may be performed at any time during the period of the contract, except as outlined here. Nothing in this part shall be construed to take away any of the government's rights under the suspension of work clause (52.242-14). Restrictions are as follows:

1. When the contracting officer (or designated representative) determines that adverse weather has made access too dangerous or that continued vehicular travel would cause unacceptable road damage.


2. When the contracting officer (or designated representative) reports that the power has been shut off at the District Office by SDGE and it is not well lit enough to continue work in the evening.


3. Work shall be performed between the hours of 5 p.m. and 9 p.m. Acceptable hours to perform work are from 5 p.m. To 9 p.m. two days per week. Work to be performed on Wednesdays and Saturdays or Sunday. (1) Mid-week cleaning and (1) weekend for a total of two days per week.

Licenses and Insurance:

The contractor shall obtain the insurance and licenses listed here; (see also section l, notices to offerors and respondents).

C.6-1 Each task is to be performed utilizing best industry practices. Throughout the course of the regular services the Contractor or their representatives should take note of the building maintenance and security issues and report them the Contracting Officer or Contracting Officer Representative.

C.7 Environmentally Preferable Products:

The Descanso District Office requires the use of environmentally preferable products and services to comply with federally mandated programs and USDA’s Agriculture Acquisition Regulation (AGAR 723.703) that direct USDA Agencies to actively promote a preference for Environmentally Preferable products: alternative fuels and fuel efficiency, bio-based products; non-ozone depleting substances; priority chemicals; and environmentally preferable products. The product requirements are described on the GSA Buy Green Products Website, https://sftool.gov/greenprocurement

C.7-1 Products and Materials:

Custodial cleaning products required in the performance of the SOW shall meet as a minimum, SFTool (https://sftool.gov/greenprocurement/green-products/5/cleaning-products/0). 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, the contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance.

Products that full under the EPA comprehensive Procurement Guidelines (CPG) (http://www.epa.gov/cpg ) shall meet the minimum recovered (recycled) content.

Bio-based products shall be used upon issuance of the bio-based product listing from the United States Department of Energy’s Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list.

Supplements of amendments to listed publications form any organizational level may be issued during the life of the contract.

C.8 Technical requirements

C.8-1 General

C.8-1.1 Conduct: all work under this contract shall be performed in a skillful and professional manner. The contracting officer may, in writing, require the contractor to remove from the work any employee they deem incompetent and/or careless, find in unauthorized possession of materials, supplies, equipment, or any government­ owned property.

The contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity, and shall be responsible for taking such disciplinary action with respect to the employee(s) as may be necessary.

The contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official government use.

The contractor will be notified of non-compliance and will be requested to correct the condition at the contractor's expense.

The contractor will not be allowed to have any persons (family members or otherwise) under the age of 16 years on the premises to either work or accompany the contractor or his/her employees during performance of the contract.

The following restrictions apply to the contractor and his/her employees:

A) Smoking: The District office is a non-smoking building. The contractor shall not smoke inside the building.

B) Gambling: the contractor shall not participate in games for money or personal property while on government property.

C) Alcoholic beverages and narcotics: the contractor shall not be under the influence of, use, or be in possession of any narcotic drug, hallucinogenic, marijuana, barbiturate, amphetamine, or alcohol while entering on or on government property. This prohibition shall not apply in cases where the drug is being used as prescribed for a patient by a licensed physician.

D) Soliciting or vending: the contractor shall not solicit or sell any items while on government property.

E) Firearms: the contractor shall not be in possession of any firearms in the district office.

C.8-1.2 Security of Premises: the contractor shall be responsible for securing premises upon completion of each service. The contractor shall take the necessary precautions to assure that his/her employees do not leave exterior doors open during performance of services and/or exiting from the building. Only the contractor and the contractor's employees are allowed in the building outside of normal business hours. The contractor shall exit the building before 9 pm each night.

The contractor shall check to see that the two gates and 3 exterior doors are locked and that interior lights that illuminate the desks, hallways and offices are turned to their regular evening off position before departing the premises. The contractor shall ensure that all lights are turned off after each room or area has been serviced windows are closed.

The contractor shall place an "out of order'' sign on any plugged or otherwise inoperable toilets, sinks and report it to the contracting officer.

C.9 Specifications:

Storage rooms for a limited amount of supplies will be provided to the contractor. There is one small room available.

C.9-1 The specifications and performance objectives are described below and a schedule of work is attached. Cleaning tasks have been scheduled either daily, weekly, quarterly semiannually or annually.

The Contractor shall submit a supply requisition to the COR whenever the contractor estimates that no more than a 2-week (14 calendar days) supply of any Government furnished item exists.

9-1.1 Daily Service:

At the completion of each daily service, all areas:

1. Small rug in front desk lobby shall be free of dirt, dust, debris, and spots and stains.


2. Hard surfaced floors shall appear clean, and shall be free of dirt, dust, debris and spots and stains. All hard surfaced floors shall be swept and steam cleaned.


3. All surfaces shall be free of dirt, dust, cobwebs, spots and stains, including, but not limited to:

• Furniture


• File Cabinets


• Window and other exposed ledges


• Computer equipment, including areas around and behind display monitors and all office equipment.


• Bathroom paper towel racks

1. Front door glass shall appear free of dust, dirt, streaks, smudges, and spots both inside and out.


2. Display cases and all counter tops, tabletops shall appear clean and polished, free from dust, smudges, and debris.


3. Doors, door handles, and door casings shall be free of handprints, dirt, and other marks.


4. Waste Containers shall be free of odors. Liners shall be in place and appear free of liquids, stains or debris.


5. Chairs shall appear to be free of dust, debris, and stains.


6. Vents on doors shall appear clean and free of dust and cobwebs.


7. All wastebaskets, chairs, tables, and like objects shall be returned to the location where they were found.

9-1.2 Rest rooms:

1. Floors, as the result of mopping, shall appear be clean and be disinfected with no water left standing.


2. Mirrors, containers, and fixtures will be clean, and polished.


3. Replenish toilet tissue, paper towels, hand soap, and deodorant blocks such that adequate supplies exist sufficient to last until the next service. Ensure that dispensers function properly and that dispensers are not overfilled.


4. Wash basins, toilet bowls and urinals shall be sanitized, free of hair, dirt, debris, and otherwise have a clean and polished appearance.


5. Toilet seats, bowls, and urinals shall be sanitized and free of fecal matter, hair and have a clean and polished appearance on both the top and undersides.


6. Toilet and urinal stalls will be free of dirt, scuff-marks, and cobwebs.

9-1.3 Meeting/Conference Rooms and Mailroom:

1. Tabletop and counters shall be wiped down with disinfecting wipes or spray each cleaning.

9-1.4 Kitchenette:

1. Microwave, refrigerators, and other appliances shall be free of dirt, marks and have a polished appearance.


2. Counter tops, cabinet faces shall be free of dust, dirt, marks, handprints, and cobwebs.

C.9-2 Quarterly Services:

1. This period will be used to conduct the heavy work necessary to achieve and maintain the clean and spotless appearance of those areas including, but not limited to the lobby, rest rooms.


2. All outside windows shall be free of water spots, dirt, and the glass shall have a polished look. Window casings, both inside and out will be free of dirt, dust and other debris.

C.9-3 Semi-annual Services:

Upon the completion of the Semi-annual service, All Areas:

1. Door Frames will appear clean and polished.


2. Baseboards, molding, and other surfaces where vertical surfaces meet the floors shall be free of visible dirt and wax buildup.


3. All inside window glass shall be cleaned and have a polished appearance with no dust, dirt, grime, or other debris detectable around the window casings.


4. All flooring shall be thoroughly checked for hard to manage spots or scuff marks and those areas cleaned.

C.9-4 Annual Services:

Annual services shall be performed on weekends (Saturday and Sunday) only and completed within 7 days of the commencement of this contract. An initial “Annual Service” will be performed as a base line cleaning. This period will be used to conduct the heavy work necessary to achieve and maintain the clean and spotless appearance of those areas including, but not limited to the lobby, rest rooms:

1. All outside windows shall be free of water spots, dirt, and the glass shall have a polished look. Window casings, both inside and out will be free of dirt, dust and other debris.


2. Upon completion of the annual Service, All Areas:


3. All baseboards will be wiped clean, free of dust, dirt and stains.


4. All windows seals and ledges will be wiped clean of dust and dirt.


5. All blinds on windows will be wiped clean, free of dust.


6. Restroom walls and grout shall be cleaned and wiped down.

C.10 Quality Assurance Plan:

The contractor’s performance will be evaluated based upon the Governments Quality Assurance Plan (QAP), which includes the written inspections, customer surveys, service call logs, contractor/tenant meetings, and review of reports and logs.

The QAP will service as a guide for all parties involved ensuring that tenants and the Government receive the service paid for and specified in this contract. A sample of 25% of daily cleaning will be inspected daily. A Random sample of approximately 50% of weekly cleanings will be inspected weekly. And 100% of Quarterly, Semiannual and annual cleaning will be inspected.

Random visual inspection will occur daily. See attached checklist of what may be inspected.

E.1 QUALITY CONTROL PLAN: The Contractor shall conduct inspections on all units in accordance with his/her Quality Control Plan (QCP). The Contractor’s Quality Control Plan shall be submitted and accepted by the Government prior to any work starting.

E.2 GOVERNMENT INSPECTIONS:

E.2-1 Government inspections are for the purpose of satisfying the Government that the services are acceptable and do not relieve the Contractor of the responsibility for maintaining quality control.

The Contracting Officer's Representative or designated inspector will conduct all inspections. The Contractor (or designated representative) is encouraged to be present to observe inspections. Summary results will be made available on request.

E.2-2 Specific Procedures: Inspections will be conducted daily, weekly, monthly, quarterly, and semiannually. The inspections will be conducted by inspectors visually inspecting as well as physically checking dispensers. Tenant participation in performance evaluation includes, compliments or complaints of service or lack of service. These compliments or complaints will result in an unscheduled inspection. Unscheduled visual inspections will also occur in any area at least twice monthly.

E.2-3 Acceptance will be for fully completed work in accordance performance requirements.

E.2-4 Deductions due to unacceptable service.

E.2-5 The COR may recommend to the Contracting Officer deductions based on poor or unacceptable performance or no service provided by the contract. If possible, the Contracting Officer will ask the contractor to re-work the deficient areas. The inspection forms will be provided along with the notice of non-compliance to the contractor for response within two days.

E.2-6 Performance Evaluation:

The terms of the contract have been agreed upon by the Contractor and the government at the time of contract award. During the life of the contract, Contractor performance will be documented by means of written inspection reports, minutes of meetings, GSA/customer surveys, customer comments, service call logs, and records which will be retained as part of the official contract file.

1. Effectiveness of Quality Control (QC): The COR shall assess the effectiveness of the contractor’s QC Program through review of reports required of the contractor, service delivery information reports, and all those previously listed.


2. Inspections: A Government representative will make periodic inspections, with the contractors representative when available, to document the level of services being performed. The contractor will be notified in writing of any deficiencies. The contractor will be called/emailed or notified and writing of any deficiencies noted.


3. Service delivery: The quality and timeliness of the Contractor’s (including subcontractor) performance, as well as service call responses, will be used to assess the overall service delivery. Record of service calls and responses is required by the contractor and will be available for inspection by the COR at all times.


4. Final inspection.


5. No Later than 60 days prior to last date of contract a final inspection will be completed. Contractor will contact the COR to schedule inspection. Any deficiencies identified will be corrected prior to expiration of contract.

SECTION G. CONTRACT ADMINISTRATION DATA

WORK TIMING:

AGAR 452.211-74 Period of Performance (FEB 1988)

The period of performance of this contract is from October 1, 2025 through September 30, 2030 with the option to renew October 1 the following year.

Emergencies:

Fire Plan: Contractors are required to comply with State law during fire season.

Pre-work:

Pre-work conference: Before work begins on service contracts, a pre-work conference is normally held to discuss the contract--especially the specifications, labor provisions, plan of work, and selected standard clauses. The pre-work meeting should be attended by an officer of the firm or someone designated in writing to act on behalf of the firm. The pre-work meeting may be waived at the discretion of the Contracting Officer.

Notice to Proceed: No work may begin on this contract until the Contracting Officer has issued a Notice to Proceed.

Payment: Payment will be made for fully acceptable work at the prices bid in the schedule of items. Payment will be made monthly.

Deductions: In accordance with the inspection clause, payment may be made for less than fully acceptable work at a reduced price. Other exceptions are noted below:

1. Standards of clean: Daily rate deficiencies:

Categories –

Restrooms (30% of daily value)

Offices (35% of daily value)

General (35% of daily value)

Front Desk/Entrances (10% of daily value)

The standards of clean deficiencies are for major daily deficiencies where the contractor is clearly not in compliance with the specifications. Contractor after being notified of deficiencies may have the opportunity to rework the areas. If the problem is reoccurring (more than three times in a month) the deductions will be made without opportunity to rework the areas and daily deductions will be made until the deficiencies are resolved.

1. 10 documented minor standards of clean deficiencies in a category in a week a will result in a deduction at daily rate for that category as stated in #1 above. 30 documented minor deficiencies in a 30 day period will result in deduction equal to the full daily rate.


2. Major deficiencies are defined as the large percentage (20 %+) of the work in the category was not acceptable. The contractor clearly did not adhere to the specifications and results of completing the objective/task listed. Examples are bathrooms have several deficiencies such as floors not being mopped, towels and soap not refilled, mirrors dirty. 5 or more offices did not have trash emptied or were not swept or mopped. Was notified of leaves in the entry hallway the problem continues to persist.


3. Minor Deficiencies are defined as a small % of work required but items do not meet the standard. Examples are a couple of trash cans not emptied or overlooked, a restroom runs out of supplies or a window missed (not in entrance).

Contract Release: Before final payment will be made the Contractor shall sign a release of all claims against the Government arising by virtue of this contract, other than claims, in stated amounts, the Contractor has specifically accepted from the operation of the release. A release may also be required of the assignee if the Contractor's claim to amounts payable under this contract has been assigned under the Assignment of Claims Act of 1940 (31 U.S.C. 3727 and 41 U.S.C. 15).

Invoices: Payment will be made from the contractor’s invoice. All invoices are to be submitted via the electronic Invoice Processing Platform (IPP). This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/ There is no pre-award registration.

After award of a contract, please make sure that your company registers promptly at https://www.ipp.gov to establish your account. PRIOR to starting the IPP enrollment process, please verify that the point of contact’s (POC’s) email address is up to date in your company’s System for Award Management (SAM) account at www.sam.gov and that any recent update(s) have been allowed time to process resulting in an “Active” status on the SAM account. The one-time enrollment in IPP means a series of emails will be sent to the SAM POC. If you have questions on the IPP enrollment process, the help desk phone number is 1-866-973-3131.

GOVERNMENT-FURNISHED PROPERTY:

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the "Government Property" FAR clause contained elsewhere in the contract.

• Secure area for storage of Contractor-furnished materials


• Liquid hand soap


• Paper hand towels


• Toilet paper


• Paper toilet seat covers


• Incandescent and fluorescent light bulbs


• Bulk commercial trash disposal bins (outside dumpster)


• Interior and exterior recycle containers

AGAR 452.237-74 Key Personnel (FEB 1988)

(a) The Contractor shall assign to this contract the following key personnel: __________________

(b) During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

(c) The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

(d) Personnel assigned to this contract shall wear a unform shirt bearing the company name and logo. Personnel will also wear identification clipped to their shirt or worn with a lanyard. Identification shall bear their name, photo, and business name of the Contractor.

(e) Contractor will also submit a photo of their assigned employee to the COR for the purpose of posting visibly in the office and for sending electronically via Government email only to Government employees working within the office.

Contractor Representatives:

The Government may deal officially and directly only with the contract signer, with corporate officers with legal contractual authority, or with persons specifically designated by the contractor to act as official representatives.

Loss Damage or Destruction:

Equipment furnished with operator. The Government shall not be liable for loss, damage, or destruction of equipment furnished under this contract except for such loss, damage or destruction resulting from the negligent or wrongful act(s) of the government employee(s) while acting within the scope of their employment.

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