(01) PWS.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Contents Project Title General Information

1.0 Background and Purpose

1.1 Definitions

Section 2.0 Statement of Work (SOW)

2.0 Scope of Work

2.1 Location

2.2 Contract Effort Required

2.3 Hours of Operation

2.4 Security and Protection of Equipment

2.5 Schedules

2.6 Supervision, Appearance and Conduct of Contractor and Contractor’s Employees

2.7 Safety Health Alert

2.8 Contractor Quality Control Plan (QCP)

2.9 Contractor’s Emergency Plan (CEP)

2.10 Quality Assurance

2.2A.12 Cleaning Services 2.2A.13 Maintain Tile and Linoleum Floors 2.2A.14 Vacuum Carpets and Floor Mats 2.2A.15 Remove Trash 2.2A.16 General Spot Cleaning 2.2A.17 Clean Drinking Fountains 2.2A.18 Clean Interior Glass/Mirrors 2.2A.19 Clean Exterior Glass 2.2A.20 Dusting and Removal of Cobwebs 2.2A.22 Clean and Disinfect 2.2A.23 Sweep and Mop Floor 2.2A.24 De-Scale Sinks and Toilet Fixtures 2.2A.25 Trash Cans 2.2A.26 Stock Restroom Supplies 2.2A.28 Floors 2.2A.29 Trash Cans 2.2A.30 Paper Towel Dispenser 2.2A.31 Kitchen Area Section 2.2A.32 Periodic Services 2.2A.33 Trash Containers Section 3.0 Quality of Work Performance Section 4.0 Government – Furnished Property

Project Title Janitorial Services for the Winn Ranger District and Work Center

General Information

1.0 Background and Purpose

For purposes of simplicity, the Contracting Officer and Contracting Officer’s Representative will hereafter be referred to as the CO and COR, respectively.

1.1 Acronyms and Definitions

Acronyms

A. CO – Contracting Officer B. COR – Contracting Officer’s Representative C. RD – Ranger District D. WC – Work Center

Definitions

A. Restrooms – all public and private restrooms, shower rooms and janitorial closets.

B. Surfaces – walls, ceilings, countertops, windowsills and frames, blinds, doors and door frames, light fixtures, radiators, vents, grills, office furniture and office equipment.

C. Fixtures – Toilets, urinals, lavatories, sinks, drinking fountains, oven, microwave, refrigerator, and mop sinks.

D. Dispensers – paper towel, toilet paper, and soap.

E. Glass surfaces (both sides) – all glass doors and glass surrounding doors, windows, display cases, signs, etc.

F. Waste containers – wastebaskets, bathroom stall wastebaskets, and trash cans.

G. Carpeted floors – wall to wall carpeting, room-size rugs, area rugs and outdoor rugs.

H. Bare floors – ceramic, tile, wood, linoleum or any other non-carpeted areas.

Section 2.0 Statement of Work (SOW)

2.0 Scope of Work

The contractor shall furnish all labor, transportation, supervision necessary to complete the work. The contractor shall at all times provide adequate supervision of employees, ensuring all work is accomplished in accordance with the terms and conditions of the contract in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. Careless performance of work will not be tolerated.

2.1 Location

The work is located at the Winn Ranger District Office, 12319 US Hwy 84 West, Winnfield, LA 71483 and Winn Work Center located at Work Center Road, Winnfield, LA 71483 both located in Winn Parish, Louisiana.

2.2 Contract Effort Required

The determination of the total productive man-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 contractor responsibility.

2.3 Hours of Operation

Normal office hours are 7:30 am to 4:00 pm, Monday through Friday, excluding federal holidays. Offices will be closed on federal holidays. Offices may be closed for other reasons, such as inclement weather and no janitorial services will be performed if offices are closed because of a holiday or other reason. If a scheduled workday falls on a federal holiday or a day that the office is closed, janitorial services are to be performed either the first duty day before or the first duty day after the closure. In no event will a scheduled cleaning be cancelled. The contractor shall notify the COR of when make-up services will be performed.

Janitorial services shall be performed Monday and Thursdays between the hours of 1:00 pm and 4:00 pm. The Forest Service reserves the right to delay the cleaning in case of an emergency. In this event, the cleaning shall be done as soon as possible.

It is the contractor’s responsibility to notify the COR or the CO of their inability to perform duties on any scheduled day.

Inability to perform should not be a recurring situation or it could result in grounds for termination for default.

2.4 Security and Protection of Equipment

Only the Contractor and the contractor’s employees shall be permitted in the building. For example, minor children of the Contractor or the Contractor’s employees shall not be permitted in the building during work performance. Care should be taken not to damage any equipment located in the building. Repair of any damage which occurs as a result of the contractor’s cleaning operation shall be the contractor’s responsibility. Upon exiting the facility, the Contractor shall ensure the physical security of the building.

Telephones in the building may be used in case of emergencies only.

2.5 Schedules

The contractor shall adhere to the cleaning schedule as stated previously in this document.

2.6 Supervision, Appearance and Conduct of Contractor and Contractor’s Employees The contractor shall personally, or through a competent foreman, supervise the work of employees to ensure that the provisions of these specifications and the terms and conditions of this contract are being carried out. No government employees are authorized to exercise either direct or indirect supervision over or provide direction to the contractor’s employees.

The appearance of the contractor and the contractor’s employees shall be clean and neat. Attire should be modest and appropriate for the services being performed and present a clean, neat and professional appearance.

The contractor and the contractor’s employees shall conduct themselves in a manner so as not to disrupt the office and the work being conducted therein. Any situations that develop that disrupt office work will be brought to the attention of the contractor and the contractor shall remedy the situation.

2.7 Safety Health Alert

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 their employees who are subject to occupational exposure to potentially infectious blood, body fluids and/or materials as a result of the custodial work performed under this contract.

The contractor is responsible for providing the necessary training and education to employees affected by the OSHA standards and ensuring safe and sanitary work conditions for their employees. The contractor is also responsible for providing (at no cost to their employees), appropriate personal protective equipment such as, but not limited to gloves, masks, eye protection (reference section 1910.1030, Bloodborne Pathogens). Personal Protective Equipment is specialized clothing or equipment worn by an employee for protection against a hazard. General work clothes (e.g., uniforms, pants, shirts, or blouses) not intended to function as protection against a hazard, are not considered to be personal protective equipment.

Occupational exposure means reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potential infectious body fluids that may result from the performance of an employee’s duty.

2.8 Contractor Quality Control Plan (QCP)

The contractor shall develop and maintain a quality control plan to ensure janitorial services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-occurrences of defective services. The contractor shall develop quality assurance control procedures addressing the areas identified in the Performance Task Section below.

An inspection plan tailored to the specific cleaning tasks required shall be developed. The inspection plan will detail how services at the work site will be inspected to ensure that the outcome of the work meets all the quality standards of the Performance Work Statement.

The contractor shall develop a monitoring plan to identify any deficiencies of work output in relation to the performance standards in this contract, methods of informing employees of deficiencies in their area of responsibility, and a process to ensure that the deficiencies are corrected and do not recur.

The contractor shall maintain a file of all inspections conducted and any corrective actions taken.

The QCP must be kept current at all times. The system must reflect all contract modifications, changes to the building(s), and physical updates to reflect those changes. A copy of the revised QCP shall be provided to the COR within 10 days of the changes.

The contractor shall review the QCP with the COR and the contractor’s employees once annually, so parties have agreement and understanding of what performance is expected under this contract.

The contractor shall provide the CO and the COR with a copy of the most current QCP and updates.

Writing and monitoring the QCP is the responsibility of the contractor. The Government will review the plan and related documents, but neither approves nor disapproves the plan. The Government’s interest in the plan is to ensure that the outcome and results of the work being accomplished meets all requirements in this contract. However, the Government must review and accept the QCP or return until acceptable.

2.9 Contractor’s Emergency Plan (CEP)

The Government’s Occupant Emergency Plan (OEP) is used by the COR during building emergencies. Designated contractor personnel, including the on-site supervisors, shall be thoroughly familiar with the Government’s OEP and shall be trained by the contractor to fully understand their responsibilities.

The contractor shall be required to perform the services required by the contract and as identified by the COR to the extent allowed during all emergency situations include be not limited to fires, strikes, civil disturbances, natural disasters, and utility service outages. The CEP shall be submitted to the COR five days after award and updated annually.

The CEP shall include, at a minimum, the contractor’s communication procedures to be used in providing communication to the COR during emergencies.

2.10 Quality Assurance

The Government will periodically evaluate the contractor’s performance in accordance with the attached Quality Assurance Plan (QASP).

PERFORMANCE TASKS

Section 2.2A.11 Basic Cleaning Services

2.2A.12 Cleaning Services The contractor shall accomplish all necessary cleaning tasks each day that work is performed (unless otherwise specified) to meet the requirements of this PWS. Perform basic cleaning services in such a way that when the contractor personnel enter the room they shall not vacate until all custodial tasks for that room are complete. Dust offices including furniture, windowsills, ledges, blinds, filing cabinets, pictures, counter tops, door jams and all other surfaces weekly with a treated dust cloth. Contractor does not dust or clean computer equipment. Personal articles, papers, or plants shall not be moved in order to dust. Contract should dust around these items. The contractor personnel shall remove all cleaning supplies, equipment and turn off the lights and water before vacating the room. Sweep and pick up trash on the front and back porches.

2.2A.13 Maintain Tile and Linoleum Floors All floors shall be swept, dust mopped, damp mopped and wet mopped as needed. The floors shall be free from dirt, debris, dust, scuffmarks, heel marks, stains, discoloration, and other foreign matters. The baseboards, corners and wall/floor edges shall also be cleaned. All floor maintenance solutions shall be removed from baseboards, furniture, and trash receptacles. Chairs, trash receptacles and other moveable items shall be moved to maintain floors underneath these items. All moved items shall return to their original position.

2.2A.14 Vacuum Carpets and Floor Mats Vacuum carpeted areas. After vacuuming the carpeted area shall be free of all visible dirt, debris, litter and other foreign matter. All spots shall be removed by the carpet manufacturer’s approved methods as soon as possible. All tears, burns and unraveling of carpets shall be brought to the attention of the COR.

Steam clean office carpets twice a year.

The contractor shall vacuum and clean interior and exterior floor mats (regardless of type). After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their original location.

2.2A.15 Remove Trash All trash to include large trash bags and identified boxes shall be collected and removed to a location designated by the COR. All trash containers shall be returned to their original location. Any soiled or torn plastic trash receptacle liners shall be replaced. Trash containers shall be left clean, free of foreign matter, and free of odors.

2.2A.16 General Spot Cleaning Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to, removing or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, oven/stove, refrigerator, and fixtures.

After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

2.2A.17 Clean Drinking Fountains Clean and disinfect all polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain.

Drinking fountains shall be free of streaks, stains, spots, smudges, scale and other soil.

2.2A.18 Clean Interior Glass/Mirrors Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, and any other items composed of glass. Interior windows shall be cleaned once a month. After glass cleaning, there shall be no traces of film, dirt, smudges, water or other foreign matter.

2.2A.19 Clean Exterior Glass Clean all exterior glass, including glass in doors, and windows once every two months. After glass cleaning, there shall be no traces of film, dirt smudges, water or other foreign matter.

2.2A.20 Dusting and Removal of Cobwebs Dust empty areas, hallways, display cabinets, tops of partitions, cabinets and doorways as needed. Remove all cobwebs around windows, ceilings and baseboards. Sweep off front and back porches and remove all cobwebs from these areas.

Section 2.2A.21 Restroom Cleaning Services

2.2A.22 Clean and Disinfect Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, partitions, doors, walls, and other such surfaces, using a germicidal detergent. Clean all furniture to include chairs, tables and any other items placed in the restroom. After cleaning, receptacles shall be free of deposits, dirt, streaks and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals and toilets.

2.2A.23 Sweep and Mop Floor After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris.

Grout on wall floor tiles shall be free of dirt, scum, mildew, residue, or any other foreign matter. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be moved to sweep and damp mop underneath. Floors shall be scrubbed as necessary to maintain sanitary conditions and a clean, uniform appearance.

2.2A.24 De-Scale Sinks and Toilet Fixtures De-scaling shall be performed as often as needed to keep areas free of scale, soap films, and other deposits. After de-scaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

2.2A.25 Trash Cans Empty all trash cans in the restroom, including the trash cans in each stall and replace liners. The trash cans shall be washed and disinfected as needed.

2.2A.26 Stock Restroom Supplies The contractor shall ensure restrooms are stocked sufficiently so that supplies, including soap, do not run out. Supplies shall be stored in designated areas. Two rolls of toilet paper are required to be available at all times for each toilet.

Paper towel dispensers shall be filled at all times.

Section 2.2A.27 Break Room/Conference Room Cleaning Services

2.2A.28 Floors Floors shall be swept, mopped or vacuumed as needed.

2.2A.29 Trash Cans Empty trash cans and replace liners. The trash cans shall be washed and disinfected as needed.

2.2A.30 Paper Towel Dispenser The paper towel dispenser shall be filled on each workday.

2.2A.31 Kitchen Area Clean countertops, sink, microwave, oven/stove, tables, outside of refrigerator and any dirty dishes in the sink.

Section 2.2A.32 Periodic Services

2.2A.33 Trash Containers Trash cans shall be washed and disinfected as required, but no less than twice during the contract period.

Section 3.0 Quality of Work Performance

Describes the minimum acceptable levels of service required for each task as referenced.

Performance Work Statement Task Section Performance Thresholds Basic Cleaning Services 1.1A.10 or 1.1B.10 No more than three periodic inspection defects or two validated customer complaints per month Restroom Cleaning Services 1.1A.20 or 1.1B.20 No more than two periodic inspection defects or two validated customer complaints per month Breakroom Cleaning Services 1.1A.30 or 1.1B.30 No more than two periodic inspection defects or two validated customer complaints per month Periodic Cleaning Services 1.1A.40 or 1.1B.40 No more than two periodic inspection defects or two validated customer complaints per month Scheduling 1.7 Schedules are followed and updated as required. Major deficiencies may result in termination.

Contractors Quality Control 1.10 Checklists are completed. Contractor has properly documented inspections, deficiencies and corrective actions. Contractor has complied with all aspects of their Quality Control Plan. Major deficiencies may result in termination.

Section 4.0 Government – Furnished Property

The Government will deliver to the Contractor the following listed materials:

1. Toilet Paper

2. Paper Towels

3. Plastic Trash Bags

4. Liquid Hand Soap

5. Dish Detergent

6. Gloves

7. Vacuum Cleaner

8. Mops and Mop Buckets

9. Floor Cleaner

10. Brooms and Dust Pans

The contractor shall be responsible if unauthorized entry to the building is gained by the use of the code and/or keys issued to the contractor. Keys shall be returned to the COR prior to final payment.