05 - Yuma Service Center Janitorial PWS - 2023.docx

Janitorial Services at DSW Gila Substation PWS

Janitorial Services at DSW Yuma Service Center PWS

WESTERN AREA POWER ADMINISTRATION DESERT SOUTHWEST REGION PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES AT DSW YUMA SERVICE CENTER

I. GENERAL

1.0 BACKGROUND: The Western Area Power Administration (WAPA), part of the U.S. Department of Energy (DOE), is a Federal power marketing administration that markets and delivers reliable, cost-based hydroelectric power and related services within a 15-state region. The Desert Southwest Region (DSW) serves preference customers in Arizona, New Mexico, Utah, Nevada, Colorado, and California. DSW also services the Colorado River Storage Project Management Center (CRSP-MC) in Salt Lake City, Utah. The CRSP-MC provides transmission services to facilities in Arizona, New Mexico, Colorado, Utah, Texas and Wyoming. DSW’s mission includes maintenance and operation of the high-voltage transmission system including 80 substations and over 5,400 miles of high-voltage power transmission lines that deliver power from CRSP-MC and over 19 power plants to its wholesale customers.

1.1 LOCATION: WAPA, DSW Yuma Service Center located at 7488 E US Highway 95, Yuma, AZ 85365

2.0 DESCRIPTION OF SERVICE: The WAPA, DSW, requires the services of a qualified contractor to perform all aspects of Janitorial Services. This Performance Work Statement (PWS) describes the janitorial services required by DSW for its Yuma Service Center.

3.0 GOVERNMENT PERSONNEL

3.1 The Contracting Officer is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. He/she is the only person authorized to make any changes in the prices, terms or other conditions of the contract.

3.2 The Contracting Officer’s Representative (COR) or Site Representative is responsible for giving the Contractor special technical instructions or guidance necessary to ensure contract execution. The COR or Site Representative have no authority to alter the terms of conditions of the contract.

4.0 CONTRACTOR PERSONNEL

4.1 The contractor shall furnish adequate supervision at the premises to ensure that work is performed in a satisfactory manner. It is the responsibility of the contractor to maintain close surveillance over personnel employed to perform work on the contract. There shall be an onsite supervisor representative at all times.

Janitorial Services at DSW Yuma Service Center PWS

4.2 It is the responsibility of the contractor to provide adequate training at the premises to ensure that work is performed in accordance with the PWS and supporting documentation.

4.3 The contractor shall have a competent on-site representative authorized to act on behalf of the contractor, available to the CO, COR or Site Representative to receive instructions or information regarding work under the contract. The on-site representative must be able to fluently read, write, speak, and understand English.

4.4 No unauthorized personnel are permitted on the premises. All contract personnel shall be required to wear a Facility ID card and a company ID card while in the facility.

4.5 The Contractor shall provide sufficient contract employees to perform the janitorial services required. Contractor’s employees shall be physically able to perform all assigned work. A background check, performed by the Government, shall be required for all personnel performing these services.

4.6 Smoking, e-cigarettes, and tobacco are not authorized/allowed.

4.7 Contractor employees will not disturb papers on desks, open desks drawers or cabinets, or use telephones provided for official government use. The Contractor shall not disturb or use equipment, office machines, or Government supplies. All personal articles found by Contractor employees are to be turned in to security at the front desk.

5.0 WORK HOURS: Western Area Power Administration’s Gila Substation complex business hours are from 6:00 a.m. to 4:30 p.m., Monday through Thursday, except for Federal holidays. Work shall be performed twice per week after business hours. Days for service are Monday/Wednesday or Tuesday/Thursday (preferred).

6.0 SUBMITTALS: All submittals shall be submitted to the CO and COR not later than 10 calendar days after contract award.

6.1 Safety Plan. Contractor shall furnish a Safety Plan for on the job emergencies. The Contractor's Safety Plan shall be documented and available for the CO and COR to review at any time.

6.2 List of Employees. Contractor shall furnish names of all personnel performing work/services. No unidentified or unauthorized personnel shall be allowed or permitted on the work site.

6.3 Safety Data Sheet. A Safety Data Sheet (SDS) will be maintained in a folder on site and will be provided to the COR for all cleaning supplies requiring a SDS as defined in the Hazard Communication Guidelines for Compliance through OSHA (https://www.osha.gov/Publications/osha3111.html).

6.4 Quality Control Plan (QCP). The Contractor is responsible for quality control and shall utilize its own internal quality control processes in the performance of this contract. The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the Government’s performance standards outlined in the Performance Requirements Summary (PRS) section of this PWS.

7.0 PRE-PERFORMANCE MEETING: The CO will schedule a meeting with the contractor within 10 business days following contract award to discuss the requirements of the contract, to include safety, prior to start of work.

8.0 COMPLIANCE WITH REGULATIONS: In performing the work required, the Contractor shall comply with all applicable Federal, State and local laws and regulations.

9.0 LICENSES AND PERMITS: The Contractor shall obtain and maintain, at its sole expense, all necessary licenses and permits required to perform all work/services contractual requirements.

10.0 MATERIALS, EQUIPMENT, AND STORAGE

10.1 Government Supplied Materials: Electrical power will be furnished by the Government at existing power outlets. Hot and cold water will also be made available as necessary. Additionally, the Government will furnish refuse dumpsters outside of buildings and recycling containers.

10.2 Contractor Supplied Materials: The Contractor shall furnish all supplies, materials and equipment necessary for the performance of the work of this contract.

10.2.1 Equipment: The Contractor will furnish all equipment required for the performance of work under this contract. All equipment will comply with applicable OSHA guidelines, and will be in good operating condition. The Contractor will operate the equipment in accordance with the original manufacturer’s recommendations. Equipment required but is not limited to: buffer, vacuums, carpet extractors, utility carts, and scrubbing machines for use on floors and walls, wet/dry shop vacuum, ladders, buckets, mops, cloths, brushes, squeegees, brooms. It is the contractor’s responsibility to keep all equipment clean and well maintained.

11.0 STORAGE: Space will be assigned to the Contractor by the Government Site Representative for storage of bulk supplies and the equipment which will be used in the performance of the work. A Safety Data Sheet (SDS) will be maintained in a folder and will be provided to the COR for all cleaning supplies requiring a SDS as defined in the Hazard Communication Guidelines for Compliance through OSHA (https://www.osha.gov/Publications/osha3111.html). All cleaning supplies will be stored in material storage facility supplied by the Government. The Government will not be responsible for damage and/or loss to the Contractor’s employees occasioned by fire, theft, accident, or otherwise. Storage facilities used by the contractor shall be the Contractor’s responsibility to keep clean and organized.

12.0 INTERFERENCE WITH BUSINESS: The Contractor shall not commit or permit any act that will interfere with the performance of work by any other contractor or by Government employees.

12.1.1 The services under this contract shall be performed in such a manner that there shall be no interruption to or interference with the normal operation of Government business on the premises. Contractor’s employees shall, while on the premises, comply with all applicable regulations, policies, and procedures.

13.0 INVOICES: The Contractor shall only invoice for services required by the PWS and supporting documents.

13.1.1 Invoices shall be submitted within 30 calendar days of the services rendered.

13.1.2 Invoices shall be itemized, detailed, and clear as to the service performed with date service was performed.

14.0 FACILITY SECURITY

14.1.1 Security of Government facilities is a shared responsibility of all employees, both Federal and contractor.

14.1.2 Contractor personnel shall be alert to surroundings and notify the CO, COR, Site Representative, and/or Security Office, of suspicious activity, including unescorted persons who do not have a visitor’s badge, or known or suspected unauthorized removal of Government property from the facility.

14.1.3 Contractor personnel shall protect identification badges and card keys and notify the CO or COR within 24 hours if card keys or badges are lost. Badges and card keys shall be returned to the CO or COR when employment is terminated within the hour. (Reference clauses WES-H-1045 and WES-H-1055.)

14.1.4 Contractor personnel shall not prop open doors, and when entering or leaving the complex shall ensure that doors and gates are secure. Contractor’s staff shall notify the CO or COR if they are unable to secure a door or gate.

15.0 INAPPROPRIATE BEHAVIOR: The Government shall not tolerate any violent behavior. This shall require immediate removal of the employee. The Government reserves the right to terminate the contract and/or remove the Contractor’s employee from the job site for conduct issues deemed by the Government to be serious (for example, violent behavior or comments, theft, misuse of Government equipment, unsafe work practices, fraudulent activity, etc.).

16.0 SAFETY

16.1.1 The Contractor shall comply with the latest effective standards promulgated by the Department of Labor, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925, and shall comply with all applicable safety and health regulations and requirements, including DOE and WAPA requirements.

16.1.2 The Contractor shall take all reasonable precautions in the performance of the work under this contract to protect the safety and health of employees and members of the public, and shall comply with all applicable safety and health regulations and requirements, including DOE and WAPA requirements.

16.1.3 The Contractor shall maintain an accurate record of contract employees, and shall immediately report to the COR and the CO, all cases of death, occupational disease, or traumatic injury to employees or the public, and any property damage as a result of performance under this contract.

16.1.4 The Contractor shall ensure that its employees are provided with necessary Personal Protective Equipment (PPE) as necessary in accordance with established regulations and procedures. This equipment includes, but is not limited to, occupational eye and face protection, respirator, hardhat, and gloves as required by OSHA Standard, 29 CFR 1910 and as required by WAPA safety standards and directives.

16.1.5 The Contractor shall ensure that its employees have been appropriately instructed and trained in the proper use of any equipment, vehicles, and/or personal protective equipment needed for the performance of their duties. The Contractor shall ensure that its employees comply with all applicable Federal, State, and/or local safety rules and regulations in the performance of their duties.

16.1.6 The COR will train Contractor’s employees to understand near miss reports. Contractor shall report all near misses to the CO/COR within 24 hours of the occurrence. These near-miss reports, identifying the nature of the hazard and the corrective actions which have been implemented to prevent a reoccurrence in the future, may be generic, with no mention of individual employees involved in the incident. Near-miss reports are used as an information tool and are distributed regionally.

16.1.7 The Contractor is required to establish a Safety Plan/Program. The Contractor's Safety Plan shall be documented and available for the CO and COR to review at any time.

17.0 ENVIRONMENTAL REQUIREMENTS

17.1.1 The Contractor shall comply with all applicable Federal, State, and local environmental laws and regulations, and current WAPA policies and procedures. https://my.wapa.int/departments/safety/Documents1/Manuals/2016 PSSM12616-update.pdf >

17.1.2 The Contractor shall dispose of or recycle hazardous, universal, and non-hazardous waste material in accordance with all applicable Federal, State, and local laws, regulations and ordinances and current policies and procedures identified by WAPA. Wastes shall be reduced by recycling, reusing, or reprocessing to the maximum extent practicable.

17.1.3 Hazardous, Universal, and Non-Hazardous Wastes. The Contractor shall manage hazardous, universal, and non-hazardous wastes in accordance with all applicable State, Federal and Local regulations, and existing policies and procedures identified by WAPA.

17.1.4 The Contractor shall ensure that surface and ground water is protected from pollution and complies with applicable regulations and requirements. Cleaning products, chemicals, solvents or other similar substances shall not be disposed of in shop sinks or floor drains.

17.1.5 Contractor’s Liability for Regulated Material Incidents. The Contractor is solely liable for all expenses related to spills, mishandling, or incidents of regulated material (such as, but not limited to pesticides) attributable to its employees’ actions or the actions of its subcontractors. This includes all response, investigation, cleanup, disposal, permitting, reporting, and requirements from applicable environmental regulation agencies.

18.0 QUALITY CONTROL AND QUALITY ASSURANCE

18.1.1 The Contractor is responsible for quality control and shall utilize its own internal quality control processes in the performance of this contract. The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the Government’s performance standards outlined in the Performance Requirements Summary (PRS) section of this PWS.

18.1.2 Performance Standards. See PWS Exhibit 1. The PRS is a listing of significant performance objectives with associated performance standards that will be monitored and inspected by Government personnel. Each performance objective represents a critical function as identified by the Government at the time of contract award. The performance standard represents the minimum acceptable level of Contractor performance. The performance objectives and standards represent only the critical components of the work required, and do not excuse the Contractor from performance of other responsibilities identified in the PWS and supporting documents. All services described in this PWS and supporting documents are subject to inspection/surveillance by the Government.

18.1.3 Government Surveillance of Contractor Performance. In order to supplement the Contractor’s QCP, WAPA personnel will verify contractor compliance with essential performance requirements. The Government may use various methods to perform surveillance of Contractor performance, including customer input, random sampling, periodic inspection, contractor reporting, etc.

19.0 CONTRACT DISCREPANCY REPORT (CDR). A CDR (PWS Exhibit 3) will be initiated by the CO or COR if, at any time during the performance, the results of CO/COR surveillance show the number of observations of unacceptable performance during the period exceeds the threshold specified in the PRS and the CO/COR determines that the unacceptable performance was not caused by the Government. Instructions for completing the CDR are as follows:

19.1.1 The COR completes Blocks 1 through 6 and sends the form to the CO. Block 6 must include the PRS number corresponding to the discrepancy, the threshold of that PRS item, the number of discrepancies documented, and the PWS paragraph reference describing the Government’s expectations for that PRS item.

19.1.2 The CO evaluates the CDR, and if appropriate, signs it and sends it to the Contractor with a cover letter requesting a response within 3 (three) business days.

19.1.3 The Contractor must complete Blocks 7 through 10 and return the CDR to the CO within 3 (three) business days.

19.1.4 Upon receipt of the Contractor’s response, the CO, in consultation with the COR, will evaluate the Contractor’s response and take appropriate action. The CO will document the evaluation in Block 11 and action taken in Block 12.

19.1.5 In most cases, the preferred action is re-performance by the Contractor at no additional cost to the Government. If deduction from payment is the appropriate action, the COR and CO will calculate the payment deduction based on the performance period in which the discrepancy occurred. The deduction is taken from the Contractor’s payment as close as possible to the month in which the discrepancy occurred, but not necessarily the same month. The Government should not withhold payment of an invoice while calculating the deduction.

19.1.6 The COR will complete Blocks 13a and 13b. The CO signs the CDR in Block 13c. These signatures indicate concurrence with the actions taken.

19.1.7 In the event the CO determines that issuance of a CDR is not appropriate; the CO shall document the contract file indicating why such action is not appropriate.

II. SCOPE OF WORK (SOW)

1.0 SOW: The contractor shall furnish all labor, equipment and materials necessary to perform all tasks related to janitorial support services as defined by this PWS and supporting documentation for areas identified in a manner that will maintain a sanitary and healthy facility that presents a clean, neat, and professional appearance.

2.0 Front Office Building: As defined by this PWS and supporting documents, includes the offices/cubicles, lavatories, conference rooms, storage areas, and common areas for the Yuma Service Center Front Office Building Office Space ONLY (Approx. 3,500 SF). Vacuum carpeted areas, sweep and mop floors (Approx. 3,500 SF). Total building size (Approx. 5,000 SF).

3.0 Back Warehouse Building: As defined by this PWS and supporting documents, includes the offices/cubicles, lavatories, conference rooms, storage areas, and common areas for the Yuma Service Center Back Warehouse Building Office Space ONLY (Approx. 1,400 SF). Vacuum carpeted areas, sweep and mop floors (Approx. 1,400 SF). Total building size (Approx. 10,500 SF).

4.0 Performed Twice Weekly as follows:

4.1 Floors: Are to be clean, free of dirt, papers, trash and other discarded material.

4.2 Sweeping: All non-carpet floors are to be swept to remove dirt, dust and litter.

4.3 Vacuum: All carpeted floors are to be vacuumed to remove dirt, dust and litter underneath desks and around furniture in offices, common areas and conference rooms on first and second floors.

4.4 Wet mopping: All non-carpeted floors are to be swept and wet mopped using disinfectant cleaner with additional scrubbing if necessary. All floors to be slip resistant, all surfaces, baseboards, and corners are to be clean and dry.

4.5 Dusting: Surfaces are to be clean, dust and streak free including but not limited to: shelves, partitions, cubical surfaces, table tops, counters, furniture, ledges, cabinetry, and desktops. Do not move papers to access surfaces. No feather type dusters allowed.

4.6 Dust and/or damp wipe general surfaces: Are to be no dust streaks, oil spots, or smudges: corners, crevices, moldings, and ledges should be free of dust.

4.7 Clean glass/metal surfaces: Are to be clean and free of dirt, grime, dust, streaks, watermarks, and spots, and is to be free of filmy residue.

4.8 Windows - Window glass, partitions/blinds, window frames and sills are to be clean, dirt and dust free. The glass is to be clear, free of dirt, grime, dust, streaks, watermarks, spots and filmy residue

4.8.1 Remove smudges and fingerprints from both sides of the glass surfaces of the vestibules, interior office windows and door glass.

4.9 Kitchen/kitchenette fixtures and appliances: Are to be cleaned and disinfected.

4.9.1 Clean and disinfect: All fixtures and surfaces; to present a clean appearance with no dust, spots, soil, substances, discoloration, mold, build-up, or excess moisture.

4.10 Clean and Disinfect sinks and counter tops.

4.11 Trash waste baskets to be emptied and clean, odor-free and free of loose trash.

4.11.1 Collect, empty and dispose of trash from all office waste containers of any loose trash and the container is odor-free and wiped clean of dirt, residue and spilled material.

4.11.2 All trash shall be collected and removed to a location designated by the COR.

4.12 Restrooms are to be clean and disinfected and re-stocked with supplies of: paper towels, hand soap and toilet paper.

4.12.1 Dispensers are to be wiped clean and replenished with supplies of: paper towels, hand soap and toilet paper.

4.12.2 Restroom walls: Clean and disinfect restroom stall wall surfaces, to be clean and free of dirt, grime, dust, spots and is to be free of cleaning residue

4.12.3 Wash and sanitize toilet, seats and urinals. Remove rust spots, encrustations and water rings.

4.12.4 Clean mirrors, shelving, dispensers and chromium plumbing fixtures in lavatories.

4.12.5 Clean floors: Sweep/mop - see section on floors.

4.12.6 Clean sanitize sinks/counter tops/bowls: See section 4.9 on fixtures.

4.12.7 Empty trash: See section 4.11 on Trash.

4.13 Kitchen/Common Area and appliances are to be clean, dusted and disinfected.

4.13.1 Clean Dust and/or Damp Wipe all table tops in lunchroom areas and conference areas.

4.13.2 Polish all metal surfaces, both bright and dull finishes including all water fountains and refrigerators.

4.13.3 Receptacles: Empty, clean, and disinfect.

4.13.4 Clean floors: Sweep/mop - see section on floors.

4.13.5 Clean sanitize sinks/counter tops: See section 4.9 on fixtures.

4.13.6 Empty trash: See section 4.11 on trash.

4.14 Policing: All areas are to be clean and free of discarded material, trash and debris. Ares are to be free of papers, trash and other discarded material.

5.0 Performed monthly as follows:

5.1 Dust office cubical wall surfaces: is to be wiped clean and free of dirt and dust.

5.2 Dust window blinds

5.3 Clean and Disinfect stove top, microwave (inside and out) and refrigerator (wipe inside).

6.0 Performed quarterly as follows:

6.1 Power clean or steam clean any carpeted areas showing signs of excessive dirt build up.

6.2 Window cleaning -building exterior windows: Clean all window glass surfaces on both sides of exterior windows to be clean and free of dirt, grime, dust, streaks, watermarks, and spots, and is to be free of filmy residue.

6.3 Window cleaning - interior office windows: Clean all window glass surfaces on both sides of interior office windows to be clean and free of dirt, grime, dust, streaks, watermarks, and spots, and is to be free of filmy residue.

7.0 Performed semiannually as follows:

7.1 Strip and wax floors: Clean, strip and wax floors (main office building only, 251 SF).

7.2 Main office building carpet area: Deep clean heavy traffic areas and steam clean carpet (2,346 SF).

III. PWS EXHIBITS

1.0 The exhibits listed below are attached to and incorporated into this PWS.

1.1 Exhibit 1: Performance Requirements Summary (PRS). The purpose of the PRS is to communicate the Government’s quality expectations and the process to evaluate the Contractor’s performance.

1.2 Exhibit 2: Contract Discrepancy Report (CDR)

PWS EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

PERFORMANCE REQUIREMENTS SUMMARY (PRS) The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

this PWS and supporting documents.

No more than 5 customer complaints and/or deficiencies noted during surveillance

this PWS and supporting documents.

No more than 5 customer complaints and/or deficiencies noted during surveillance

applicable Safety & Health codes, and this PWS and supporting documents.

No more than 3 customer complaints and/or deficiencies noted during surveillance

this PWS and supporting documents.

No more than 3 customer complaints and/or deficiencies noted during surveillance

this PWS and supporting documents.

No items missing or done incomplete

PWS EXHIBIT 2 CONTRACTOR DISCREPANCY REPORT

(CDR)

CONTRACTOR DISCREPENCY REPORT

DATES

6. DISCREPANCY OR PROBLEM: (DESCRIBE IN DETAIL, INCLUDE REFERENCE TO PWS DIRECTIVE, ATTACH CONTINUATION SHEET IF NECESSARY):

SIGNATURE OF CO:

9. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE (ATTACH CONTINUATION SHEET IF NECESSARY)

10. SIGNATURE OF CONTRACTING OFFICER: DATE:

11. GOVERNMENT EVALUATION:

12. GOVERNMENT ACTIONS:

13. CLOSE-OUT

(13A) CONTRACTOR NOTIFIED

(13B) COR