1240LR26Q0002 Attachment 2 - Performance Work Statement.pdf

Solicitation Number: 1240LR26Q0002 Attachment 2 – Performance Work Statement Janitorial Services, Dixie National Forest Supervisor’s Office, Cedar City, UT

1.0 BACKGROUND, PURPOSE, AND GENERAL REQUIREMENTS

1.1 Background: This is a services contract for janitorial services for the Dixie National Forest Supervisor’s Office/Cedar City Ranger District, 820 North Main Street, Cedar City, UT 84721.

1.2 Purpose: The Contractor shall provide all transportation, labor, equipment, supervision, materials, and supplies except those listed as Government Furnished Property, in performance of Janitorial services described herein. This is a non-personal services contract. Providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. As such the Government shall not exercise any supervision or control over the Contractor’s employees.

1.3 Description of Services: The Supervisors Office is one-story with approximately 16,0000 square feet of floor space. The floor plan consists of: one main reception/lobby area, 10 conference/huddle rooms (various sizes), 5 hallways, 4 restrooms (2 public and 2 private with shower rooms), 3 print/copy rooms, 7 storage rooms (various sizes), 14 individual offices, 3 open office areas, one break room and 5 separate entries. All areas to be cleaned as part of this contract can be found in the New Building Layout drawing (as provided).

1.3.1 Place of Performance: Dixie National Forest Supervisor’s Office/Cedar City Ranger District, 820 North Main Street, Cedar City, UT 84721.

1.3.2 Government Regular Working Hours: The Government’s regular working hours are Monday through Friday from 0800-1700 except federal observed holidays.

1.3.3 Contractor Hours of Performance: Janitorial services shall be provided daily Monday through

Friday, after working hours, between 6 pm to 6 am. Window washing, carpet cleaning, and floor strip and wax must be scheduled on the weekends when directed by the COR.

1.3.4 Federal Observed Holidays:

New Year’s Day Independence Day Veteran’s Day Martin Luther King Jr.’s Birthday Juneteenth Thanksgiving Presidents Day Labor Day Christmas Day Memorial Day Columbus Day

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the proceeding Friday will be observed as a legal holiday. If a holiday falls on a scheduled Contractor workday, the following or proceeding workday will be used to schedule the work to be accomplished.

1.3.5 Service Interruptions: If any services must be interrupted (even temporarily) due to maintenance of contract work, the Contractor shall notify the CO, and COR at least three working days in advance. If the service is due to an emergency the Contractor shall notify the CO and COR as soon as practicable.

1.3.6 Bio-based Materials: Contractor shall use products made from bio-based materials (e.g., bio-based cleaners, degreasers and toilet bowl cleaners) to the maximum extent practical without jeopardizing the intended use or detracting from the overall quality delivered to the end user or potential harm to surfaces. The Contractor shall submit a list to the COR Within ten (10) calendar days after contract award and any changes indicating the name of the manufacturer, brand name, Safety Data Sheets (SDS), and intended use of each product used in the performance of this contract in accordance with 29 CFR 1910.1200.

Biobased products that are designated for preferred procurement under USDA’s Bio- Preferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreffered.gov.

1.3.7 Conservation of Utilities: The Contractor shall instruct employees in utility conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, including but not limited to the following activities: lights shall be used only in areas where and at a time when work is being performed; heating, ventilation, and air conditioning controls shall not be adjusted by the Contractor’s employees; water faucets and valves shall be turned off after use.

1.3.8 Quality Control Program (QCP): The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with this PWS. The QCP document or plan must be forwarded to and accepted by the CO. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor’s QCP is the means by which the Contractor ensures that work complies with the requirements of the contract. The QCP shall be delivered to the CO within ten (10) days from the date of award.

After acceptance of the QCP the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to the QCP.

At a minimum the quality control program should address:

1) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

2) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

3) A method for ensuring all keys and security access codes issued to the contractor are not used by unauthorized persons.

4) A file of all inspections conducted by the contractor and/or corrective actions taken. This documentation shall be made available to the COR for review upon request.

1.3.9 Contractor Work Plan: The Contractor shall develop and maintain an effective work plan to ensure services are performed in accordance with this PWS. At a minimum the plan shall include the contractor’s daily work schedule and any planned sub-contracting. The work plan will be submitted to the COR within ten (10) days from the date of award.

1.3.10 Quality Assurance: The Contractor shall comply with the quality assurance program as defined in the Quality Assurance Surveillance Plan (QASP). It defines how the performance standards will be applied, the frequency of surveillance, and the minimum Acceptable Quality Level(s) (AQL). Government surveillance of Contractor performance is not limited to the Performance Objectives as outlined in this PWS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

The COR will perform inspections as necessary to evaluate the quality of work being performed. At any time when work is performed and is not in compliance with specifications, the Contractor will be informed and required to correct the deficiencies in accordance with Clause FAR 52.246-4, Inspection of Services –Fixed Price (see Section I). Acceptance of work will be determined by inspection of the entire job and will be based on adherences to the specifications. The COR will record the results of these inspections on a Quality Assurance Report.

1.4 Type of Contract: The Government will award a firm fixed price contract.

http://www.biopreffered.gov/

1.5 Period of Performance: The period of performance shall be for one (1) Base Period of twelve (12) months, and four (4) option periods of twelve (12) Months.

The Periods of Performance read as follows:

Base Period: Date of Award through February 28, 2027 Option Period One: March 1, 2027 through February 29, 2028 Option Period Two: March 1, 2028 through February 28, 2029 Option Period Three: March 1, 2029 through February 28, 2030

Option Period Four: March 1, 2030 through February 28, 2031

1.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and/or COR shall meet periodically with the Contractor to review the Contractor's performance

1.7 Contracting Officer’s Representative (COR): A COR may be assigned to this contract to monitor all technical aspects and assist in contract administration. The COR may be authorized to perform the following functions: ensure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

1.8 Contractor Personnel:

1.8.1 Quality Control Representative: Determined by Contractor.

1.8.2 Special Qualifications: The Contractor shall ensure bio-hazard cleaning and disposal of bio-hazard materials is performed by qualified and certified personnel, as per OSHA Code of Federal Regulations, 29 CFR 1910.1030 .

1.8.3 Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or if they are found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents.

1.8.4 Contractor Personnel Identification: Contractor personnel shall be easily identifiable through the display of badges or uniform. Contractor employees shall identify themselves by name and company affiliation when answering the telephone and attending meetings. All Contractor correspondence (written, facsimile, and email display) shall include their company name.

1.8.5 Security Requirements: Contractor personnel or any representative of the Contractor entering the Government facilities shall abide by all security regulations. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.8.6 Background Checks: Background checks are required to comply with Presidential Directive HSPD-12 that requires “for unescorted entry into a Federally controlled facility, the individual will have a background investigation on file.” Within ten calendar days of contract award and a new employee being selected for work on this contract, provide a complete list of the name, address, social security number, date of birth, and work phone of each employee engaged in the performance of this contract.

Excessive personnel turnover means more than 3 occurrences within a rolling 12-month performance period. No more than three background investigations will be conducted within a 12-month period at the Governments expense. Additional background investigations, if necessary, will be at the contractor’s expense, and will be deducted from final invoice of the current line-item period of performance.

1.9 Key Control: If the Contractor is provided with keys or a door access code to allow access to buildings and rooms requiring cleaning, they shall ensure they are not lost or misplaced and are not used by unauthorized personnel. The Contractor shall not duplicate keys. All keys that are provided to the Contractor will require a logged entry, signed signature, and date. Keys shall be retained in possession of the janitorial staff while performing services and returned to the COR prior to contract end date. All keys lost by Contractor’s personnel shall be reported to the COR immediately and shall be replaced at the Contractor’s expense this includes costs associated with re-keying of facility if justified.

1.10 Safety: The Contractor shall instruct employees in appropriate measures as specified by applicable provisions of the Occupational Safety and Health Act, 1970, PL 91-596 (84 Stat 1590). The Contractor shall provide a copy of the Safety Data Sheet (SDS) for each of the products used to perform services to the CO and COR within ten (10) days from the date of award, to be approved by the CO. Once products are approved for use on site, the Contractor shall furnish a copy of the SDS at each location where products are stored. Within ten days of contract award and any changes thereafter.

1.10.1 Accidents: Report any accident within 24 hours from occurrence to the COR.

1.11 Fire Protection and Prevention: All sweeping compounds, dust cloths and mop treating materials, floor oils and floor treatment materials (exclusive of waxes) shall be products which are free of any spontaneous heating capability. Listings of these products as free of this capability by the Underwriters’ Laboratory Inc. or other qualified nationally recognized testing organization shall be considered as meeting these requirements. The Contractor shall not store combustible supplies including rags, paper, and other like items near possible sources of combustion such as steam pipes, high wattage lamp bulbs, and other like items.

2.0 DEFINITIONS

2.1 Acceptable Quality Level (AQL). The allowable leeway or variance from a standard before the Government will reject the specific service. An AQL does not say that the Contractor may knowingly offer defective service. It implies that the Government recognizes that defective performance sometimes happens unintentionally. As long as the percent of defective performance does not exceed the AQL, the service will not be rejected by the Government. The Contractor, however, must re-perform the defective service when possible.

2.2 Clean. “Clean” shall be defined as free of dirt, dust, odors, spots, streaks, stains, smudges, film, discoloration, litter, debris, foreign matter, and other residue or evidence of soil. Any maintenance solution or cleaning product residue that is not an air-dry product shall be removed.

2.3 Contracting Officer (CO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer. "Administrative Contracting Officer (ACO)" refers to a Contracting Officer who is administering contracts. A single Contracting Officer may be responsible for duties in any or all of these areas. In accordance with 48 CFR chapter 1, Administrative Contracting Officer does not-Require that a duty be performed at a particular office or activity; or Restrict in any way a contracting officer in the performance of any duty properly assigned.

2.4 Contractor. The term Contractor as used herein refers to both the prime Contractor and any sub-contractors. The prime Contractor shall ensure that his/her sub-contractors comply with the provisions of the contract. The term in this contract refers to the prime.

2.5 Contracting Officer’s Representative (COR). The Government employee designated by the Contracting Officer to be responsible for monitoring of Contractor performance.

2.6 Disinfect. Cleaning in order to destroy any harmful micro-organisms by application of an approved chemical agent.

2.7 Facility. An establishment, structure, or assembly of equipment designated for a specific function.

2.8 Frequency of Service.

2.8.1 Annual. Services performed once during each 12-month period of the contract. These services are to be conducted in accordance with the specified schedule unless change is scheduled in writing.

2.8.2 Semi-Annual. Services performed twice during each 12-month period of the contract.

These services are to be conducted in accordance with the specified schedule unless change is scheduled in writing.

2.8.3 Monthly. Services performed at intervals of 28 to 31 calendar days.

2.8.4 Bi-Weekly. Services performed up to 26 times during each 12-month period of the contract.

2.8.5 Daily. Services to be performed in intervals in accordance with the PWS.

2.9 Moveable Item. Items that are fifty (50) pounds or less such as chairs, trash receptacles, and any easily movable item.

2.10 Non-Personal Services. The person rendering services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

2.11 Performance Requirements Summary (PRS). Identifies the key performance indicators of the contract that will be evaluated by the Government to ensure the Contractor meets standards.

2.12 Quality Assurance Surveillance Plan (QASP). An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the Contractor for each item of the Performance Requirements Summary.

2.13 Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

2.14 Quality Control (QC). A method used by the Contractor to control the quality of goods and services provided.

2.15 Random Sampling. A method of looking at a few individual items in a lot to determine the quality of that lot against a standard.

2.16 Space. An area to receive custodial services, which may or may not be considered a room by common definition. Examples of space are definable sections of hallways, stairwells, lobbies, offices, entrances, and elevators.

2.17 Sub-Contractor: One that enters into a contract with a prime Contractor. The Government does not have privy of contract with the sub-contractor.

3.0 CONTRACTOR REQUIREMENTS

3.1 Technical Requirements / Tasks

3.1.2 Basic Services: The Contractor shall provide daily cleaning of approximately 16,000 square feet of office space and 4 restrooms (2 public and 2 private with shower rooms). Periodic scheduled services include weekly, quarterly and semi-annual tasks.

3.1.2 Janitorial Services. Workdays. Contractor shall clean restrooms, office areas (individual and open office areas), lobbies, conference rooms, print/copy rooms, break room, mail slots in mailroom and corridor space adjacent to these areas daily. Named areas shall be free of dust, dirt, debris, carpet stains, (with the exception of current/existing stains, to be documented at time of award), trash, streaks, and smudges, and present an overall appearance of cleanliness. Desks and IT equipment shall not be cleaned. Horizontal and vertical surfaces including furniture counters, railings, grilles, fire apparatus, doors, corners, crevices, moldings, and ledges less than 70 inches will be free of obvious dust, dirt, oil spots, or smudged surfaces. Trash shall be collected and put into government provided dumpster. Resilient flooring shall be cleaned as needed, or at least weekly. Carpeted floors shall be clean and vacuumed twice weekly. Break room counters will be cleaned daily. Sinks and water fountains will be clean with no residue. High cleaning surfaces above 70 inches shall be cleaned free of obvious dust and cobwebs no less than quarterly. This does not include removal of vents, tiles, or other semi-permanent fixtures.

3.1.3 Carpets Cleaning District Office. Estimated twice annually the COR may direct the Contractor to commercially clean the carpets. Notice will be an estimated 21 calendar days. Carpet cleaning shall occur on week-end days in coordination with the COR.

3.1.4 Additional Cleaning Servies. To be performed quarterly: clean interior light fixtures (removing insects/cobweb buildup); dust venetian blinds/air vent registers; dust all entrances, reception areas, conference rooms, and corridors, including windowsills, fire extinguishers, ledges and doors.

3.1.5 Interior window washing. Performed twice annually, clean interior windows: wipe water spots from sills/frames. Ensure that adjacent surfaces/fixtures/furniture are protected. Contractor shall identify all window deficiencies including staining, cracking, and windowsill damage and notify the COR in writing.

4.0 DELIVERABLE / SCHEDULE

Key Deliverables Item No.

Deliverable / Item Title

Reference Frequency Delivery Format

Due By

1 Bio-based Materials

In accordance with paragraph 1.3.6

After award and ongoing if changes are made

Via email to COR and CO

Within (10) calendar days after contract award and any changes

2 Quality Control Plan

(QCP)

In accordance with paragraph 1.3.8

After award and ongoing if changes are made

Via email to COR and CO

Within (10) calendar days after contract award and any changes

3 Contractor Work Plan

In accordance with paragraph 1.3.9

After award and ongoing if changes are made

Via email to COR and CO

Within (10) calendar days after contract award and any changes

4 Background Checks

In accordance with paragraph 1.8.7

Prior to Start of Unescorted Performance

Via email to COR and CO

Within (10) calendar days after contract award and any changes

5 Safety Data Sheet (SDS)

In accordance with paragraph 1.10

After award and ongoing if changes are made

Via email to COR and CO

Within (10) calendar days after contract award and any changes

6 Reporting Accidents

In accordance with paragraph 1.10.1

After award and ongoing if changes are made

Via email to COR and CO

Within (10) calendar days after contract award and any changes

7 Contract Manager

In accordance with paragraph 7.1

Prior to Award and if changes are made

Quotation Prior to expiration of solicitation and anytime changes are made.

5.0 FURNISHED PROPERTY

5.1 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:

o Keys and security access codes.

o Telephone.

o Janitor storage closet with sink.

o Dumpster.

o Water and Electrical Power.

o Parking

5.2 Contractor Furnished Property:

The Contractor shall supply ALL supplies, equipment (ex. steam cleaner, vacuum cleaner, cleaning supplies, etc.), o Bags for trash removal and line trash receptacles o Restroom supplies to include liquid soap, toilet paper, toilet seat covers, paper towels.

o Cleaning equipment to include brooms, brushes, buckets, and vacuums (in some instances shall be approved by COR prior to usage.)

o Cleaning supplies.

6.0 TRAVEL

It is the responsibility of the contractor to provide all transportation. All travel related expenses are the responsibility of the contractor and should be reflected in the cost of service.

7.0 CONTRACTOR’S KEY PERSONNEL

7.1 Contract Manager: The Contractor shall provide a Contract Manager and designated alternate, as applicable, who has full authority to act for the Contractor on all contract matters relating to this contract. The Contract Manager or alternate shall be available during the Government's regular working hours and shall be available on site within one hour after the Government's regular working hours. The Contractor shall submit the name and contact information of the contract manager in writing to the COR within 7 calendar days of award.

7.1 Janitorial Staff: The Contractor shall provide a list of qualified employee(s) authorized to work under this contract. The list shall be submitted at time of quotation submission and approved prior to employee(s) working unescorted within the Government facilities. (can include experience qualifications: For example, 1-year experience in janitorial services)

8.0 SECURITY REQUIREMENTS

Background checks shall be conducted, and contractor will be required to have a visitor card or PIV-A card for identification purposes when accessing the facility, unescorted. A person model sponsor will be identified at time of award.

The Contractor is responsible for ensuring the security of all Government property, equipment, materials, records, and data against unauthorized access, loss, or damage during the performance of this contract. In the event the Contractor finds or witnesses any instances of accidents, vandalism, attempted break-ins, signs of attempted break-ins, or suspicious persons, the Contractor shall notify the CO/COR and law enforcement immediately.

Only the approved contractor personnel and/or employees are allowed on the premises during cleaning times, and they shall ensure all exit doors remain closed and locked when not in use. Office keys issued to the Contractor are to be kept in a secure location and duplication is prohibited.

The Contractor shall not attempt to reconnect any computer wiring that was disturbed or disconnected during cleaning activities. Rather leave a note on the desk making the person aware of what happened.

The Contractor shall not disturb papers on employees’ desks or equipment. The Contractor and/or employees are not to use Government telephones – except in emergencies to call 911.

9.0 PERFORMANCE REQUIREMENT SUMMARY

• Calculating Acceptable Quality Level, AQL: Acceptable quality levels AQL will be calculated by dividing the number of acceptable occurrences observed by the number of possible occurrences observed. For example: Paragraph 3.2 in month one the COR observed 20 janitorial services. Of the 20 observed services, 18 were satisfactory. 18 satisfactory observations divided by 20 possible observation equals 0.9 or 90%.

• Payment deduction is generally a remedy for non-performance, not as an incentive. Non-Monetary incentives may include award term contract arrangement (contractor is awarded periods of performance) or Past Performance for quality level of performance (CPARS).

• Below is an example of Performance Requirement Measures and Surveillance and may be tailored to individual requirements and needs of the program:

Performance Objective

Required Task or Deliverable

Performance Standard

Method of Surveillance

Negative Incentive for NOT meeting the Task

PWS Item para. 3.2 Janitorial Services.

Workdays.

Named areas shall be clean, and free of dust.

Trash shall be removed. Sinks & water fountains will be clean with no residue.

95% acceptability, as described herein.

Periodic inspections, random observations, and customer complaints

% reduction of work deducted from contract and/or rework required within 24 hours.

Carpets and floors shall be clean of debris, dirt, and stains.

PWS Item para. 3.3

Twice annual deep cleaning. Carpets shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. There shall be no areas of deterioration or fuzzing.

100% inspection and surveillance will follow performance within 3 days

% reduction of work deducted from contract and/or rework required within 24 hours.

PWS Item para. 3.4

Quarterly cleaning.

Named areas shall be clean and free of dust, insects and cobwebs.

will follow performance within 3 days

% reduction of work deducted from contract and/or rework required within 24 hours.

PWS Item para. 3.5

Twice annual window cleaning. Windows shall be clean, with no streaks will follow performance within 3 days

% reduction of work deducted from contract and/or rework required within 24 hours.