05. PERFORMANCE WORK STATEMENT Dawson County.pdf

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

UPPER GREAT PLAINS REGION

DAWSON COUNTY MAINTENANCE CENTER

DAWSON COUNTY, MONTANA

1. Description of Offices

The Western Area Power Administration, Dawson County Maintenance Center is located at Western’s Substation on 112 HWY 200 S. The areas to be cleaned are an office building and a maintenance building. The office building consists of 4 offices, a printer/copier room, and two restrooms. The maintenance building consists of a meeting room, office, and a restroom. There are approximately 5,330 square feet to clean. The vehicle bays, mezzanine, electrician area and the communication equipment room require no janitorial service. A site visit is encouraged as the offices are used by crews working in the field. In addition to the weekly services; the quarterly and semiannual services shall be performed within 30 days of contract award (weather permitting). After this initial cleaning, the Contractor will resume cleaning as scheduled in the PWS.

The following is a breakdown of approximate square footage:

DAWSON COUNTY OFFICE Length Width Square Foot

Carpet Square Foot

Linoleum

Square Foot Vinyl

Tile

Total Square

Foot EEC Office(s) 15 24 360 EEC Lab 35 12 420 Office Machines 15 11 165 Line Foreman Office 15 13 195 Line crew bull room, 25 21 525 Engineer Office 15 13 195 M&R Office 15 12 180 M&R Lab 35 12 420 Electrician office 20 10 200 Electrician shop 35 24 840 Women's Restroom 8.5 7.6 64.6 Men's Restroom 16 12 192 Shower 16 4 64 Janitor closet, hallway 7.5 7.6 57 Kitchen / Break room 38 19 722 Hallways 20 4 80 Hallways 130 5 650

TOTAL SQ FT – 0FFICE 5,329.6 5,329.6

TOTAL ESTIMATED SQ FOOT 5,329.6

Restroom Fixtures Office building (women) 1 sink 1 toilet Office building (men) 2 sinks 2 toilets 3 urinals Shower 1 stall

Kitchen / Break room 1 sink overhead & base cabinets, tables & chairs stove refrigerator

2. Frequency of Service

The serviced areas are to receive the frequency of service as shown on the following:

Schedule of Service

Services Action Required

Frequency Performance Standard

Vinyl Tile and Linoleum Floors

Sweep Weekly Surfaces, including corners and areas that are inaccessible with a broom or mop, shall be free of all visible soil debris, streaks, stains, dust, soap film, dirt, etc.

Damp Mop Weekly Mop Boards Semi-annually

Carpet Floors Interior Rugs

Vacuum Weekly Stain Removal Weekly Professional Shampoo

Semi-annually

Entry way door floor mats/runners

Vacuum/Clean Shampoo/Clean

Weekly Semi-annually

Shall be free of visible soil, debris, stains, dust, etc.

Upholstered Chairs Vacuum Quarterly Surfaces shall be free of all visible soil, dust, etc.Legs Quarterly

Shampoo As required Janitor sink (restroom) Weekly Shall be free of stains or streaks Water coolers Clean Weekly Shall be free of stains or streaks Walls Dust and Spot

Clean Weekly Shall be fee of all visible soil, dust, debris, stains, cobwebs, etc.

Waste Receptacles Empty

Clean Weekly As needed

All receptacle liners shall be free of soil, odor and tears.

Waste Receptacles liners

Replace When needed or when food products are in them

All receptacle liners shall be free of soil, odor and tears.

Exterior/Interior Windows and screens

Clean/Polish Semi-annually All surfaces shall be free of film, dirt smudges, water and debris.

Interior window ledges Clean Quarterly All surfaces shall be free of film, dirt smudges, water and debris.

Light Fixtures covers Clean As needed Shall be free of bugs and debris Restroom sinks, fixtures, countertops, metal dispensers, mirrors, and toilets/urinals

Clean/Polish Weekly Surfaces shall be clean, sanitary and bright;

there shall be no dust, spots, stains, rust, mold, encrustation, scum, debris, excess moisture or unclean odor.

Restroom dispensers Fill Weekly Toilet paper, hand towels and soap dispenser shall be kept full.

Meeting Room counter, sink, tables, Fridge (exterior), cooktop (exterior)

Clean Weekly Surfaces shall be clean, sanitary and free of film, dirt smudges, water and debris.

Horizontal surfaces above 5’including shelves, moldings, picture frames, ledges, etc.

Dust/Clean Quarterly Shall be free of all dust, debris, stains.

Cobwebs, etc.

Meeting Room cabinets (exterior)

Dust/Clean Semi-annually Surfaces shall be clean, sanitary and free of film, dirt, smudge, etc.

3. Scope

The work covered by this Performance Work Statement (PWS) includes, but is not limited to, labor, equipment, appliances, transportation, supervision, and materials (other than Government furnished material supplied as specified herein) to accomplish complete custodial services in compliance with the terms and conditions of this contract.

4. Schedule and Working Hours

The Contractor will schedule janitorial services according to the Schedule of Service. The Dawson County facilities are manned with normal work hours of 07:00 am through 05:30 pm, Monday through Thursday, except Government holidays. Access to the facility will be only while agency personnel are on site. No keys will be issued to the Contractor for access.

The schedule for performance of weekly, quarterly, and semiannual services will be discussed and agreed upon by the CO or Technical Representative and the Contractor during the performance meeting. Semi-annual floor maintenance may be performed on another day with prior approval from the CO or Technical Representative.

In addition to the weekly services; the quarterly and semiannual services shall be performed within 30 days of contract award (weather permitting). The quarterly services will be performed during the contract period at intervals of eighty (80) to one-hundred (100) days. The Contractor will endeavor to adhere to a ninety (90) day schedule.

5. Standards of Performance

All janitorial services will be performed in a skillful and workmanlike manner. Hasty and careless performance will not be tolerated. Such practice as evidenced by dirt in corners, debris under mats, litter, mop splashes on baseboards, dust accumulation, etc., will be brought to the attention of the Contracting Officer for prompt corrective action.

The CO will monitor all work to ensure compliance with the contract. The Government will use various methods to monitor performance such as random inspections, Customer Complaints (attachment), and the checklist for janitorial duties (attachment). When deficiencies are observed (substandard performance or tasks not performed according to specified frequency, etc.), the CO will immediately notify the Contractor to review the deficiency and ensure the Contactor has an understanding of the deficiency.

Work that is not completed or not satisfactorily completed will be handled in the following manner:

1. Notification will be provided to the contractor as to the deficiency. The Contractor will be notified in writing of the deficiency and given seven (7) working days to correct.

2. If deficiency is not corrected within seven (7) working days, 3 % of the monthly rate will be deducted from the monthly invoice.

6. Contractor Personnel

The Contractor will have a competent representative authorized to act for him/her within a reasonable distance of the work site who will be available to the CO to receive instructions or information regarding work under the contract.

It will be the responsibility of the Contractor to maintain close surveillance over personnel employed to perform the work. No unauthorized personnel will be permitted to linger in the area. For security reasons, at the start of this contract the contractor will provide a list of names, address, and phone numbers of personnel that will be assigned to this contract. All contract personnel will be required to have a security check or investigation as outlined in the security clauses for low risk positions.

The contractor shall advise the CO immediately of any changes in personnel immediately.

“Immediately” for the purpose of this notification shall mean: The beginning of the next regular business day.

7. Conduct of Contractor Employees

The Contractor and contractor staff will not disturb papers on desks, open desk drawers or cabinets. Telephones shall be used for official Government business only. The fire department, police department, sheriff’s office, WAPA dispatch office, technical representative or the CO may be summoned by use of the telephones on the premises. Contractor employees will report fires, hazardous conditions and items in need of repair, such as flickering or non-operating lights, leaky faucets, toilet stoppage, etc. to the Technical Representative.

All personal articles found by Contractor employees are to be turned into the Technical Representative.

The Contractor will be responsible in the event of theft of Government or personal property by its employees.

8. Government Personnel

The Contracting Officer is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. The CO is the only person authorized to make any changes in the price, terms or other conditions of the contract. The Technical Representative for this contract will be assigned to Russ Barnett.

9. Contractor Furnished Equipment and Property

The Contractor shall determine and furnish all equipment required for the performance of work under this contract. All equipment will comply with applicable OSHA guidelines, and shall be in good operating condition. Electrical appliances shall be equipped with grounded type male plugs of the most suitable grade for the purpose intended.

Equipment shall include, but is not limited to, buffing, polishing, scrubbing machines for use on floors, vacuum cleaners, ladders, buckets, mops, cloths, brushes, squeegees, brooms, bulk water receptacles, etc.

10. Contractor Furnished Supplies and Materials

The Contractor shall furnish all cleaning supplies and materials necessary for the performance of work under this contract. Materials included, but are not limited to, cleaners, polishes, wax, etc.

The aforementioned materials shall be priced into the cost of the contract. Equipment considered by the CO to be improper or inadequate will not be used.

All material left on site shall have:

a. Legible markings on containers that designate what the product is and

b. Legible Material Safety Data Sheets in a folder, in the storage area where the product is stored.

11. Government Furnished Material, Property and Supplies

The Government will furnish:

a. Refuse dumpsters outside the buildings and recycling containers

b. Use of janitor storage area for storage of supplies and equipment

c. The Government shall furnish the following consumable supplies:

Trash can liners (for offices, bathroom and meeting room) Bathroom toilet tissues Liquid soaps Paper hand towels

The Contractor will distribute supplies listed to toilets, washrooms, and other spaces designated by the CO or technical representative and placed in their proper receptacles. The quantity of supplies distributed will be adequate to meet the usage requirement until the next distribution. In addition, the Government will supply water and electric power for the Contractor.

It will be the Government’s responsibility to move heavy furniture and appliances prior to semi-annual cleaning such as carpet cleaning.

12. Storage

Space will be assigned to the Contractor by the Technical Representative for storage of bulk supplies and the equipment which will be used in the performance of the work. MSDS will be maintained with all hazardous supplies. All cleaning supplies that are flammable will be stored in a flammable material storage facilities supplied by the Government and approved by the government representative.

The Government will not be responsible for damage and/or loss to the Contractor’s stored supplies, materials, equipment, or personal belongings of the Contractor’s employees occasioned by fire, theft, accident, or otherwise.

Failure to keep any of the storage facilities described above in a clean and orderly condition, satisfactory to the CO or Technical Representative, may result in the withdrawal of the privilege of using them.

13. Hazards

The facility for which janitorial services are to be provided includes a Meter and Relay Mechanic shop where sensitive devices are present. Some of the equipment is very sensitive to dust, dirt, water and mechanical damage. Care must be taken when working near this equipment. The CO or Representative will explain where special care must be taken during conference.

14. Damage to Property

The Contractor is liable for damage to both Government and private property in performance of this contract where the damage is the fault of the Contractor or caused by operations, as determined by the CO.

15. Performance Meeting

Before commencing work, the Contractor shall meet in conference with the CO and the Technical Representative to discuss and develop mutual understanding about scheduling and administration of work.

16. Inspection/Performance

Contractor personnel will provide quality control and inspection of work and will inspect the building during and after completing custodial services each time to assure that the building is being serviced in accordance with the cleaning standards and performance and classes of services described under this contract. They will ensure that all applicable work schedules are being met in a timely manner and that all services are being provided. Monthly inspections of all areas and surfaces will be made jointly by the Government and the contractor.

17. Occupation Safety and Health

The Contractor shall be responsible for instructing its employees in measures required by the existing safety, fire, health, and security regulations. In addition, the Contractor shall not permit placing or use of mops, brooms, or equipment in traffic lanes or other locations in such a manner to create safety hazards and shall provide appropriate warning signs for slippery floor areas caused by cleaning and waxing.

18. Attire

The Contractor shall provide protective equipment or clothing such as protective gloves and eyewear as necessary for employees performing tasks under this contract. The proper attire shall be left up to the Contractor.

19. Payment

Payment for services will be made on a monthly basis, after acceptable completion of such services and submission of a proper invoice. Payment shall be made on a net 30 basis upon completion of services.

20. Combustible Material

Rags, mops, brushes, waxes, and other combustible materials used which contain a residue of animal, vegetable, or mineral oils are subject to spontaneous ignition and shall be disposed of or stored outside of the building.

21. Interference with Business

The Government may undertake or award other contracts for additional work and the Contractor shall fully cooperate with other Contractors and Government employees and carefully fit his own work to such additional work as may be directed by the CO or Technical Representative.

22. Ordinances

The Contractor shall comply with all local laws, ordinances, and regulations and shall obtain and pay for all necessary permits and licenses.

23. Sanitary Conditions

Dirty water and cleaning solutions shall be disposed of in shop sinks or floor drains designated by the Technical Representative. Floors and fixtures in areas where water is obtained and disposed of shall be kept sanitary at all times.