Attach 1 -PWS..pdf

Performance Work Statement

1. Description of Services

The contractor shall provide all materials, labor, equipment, tools, transportation, supervision, expertise, and other incidentals necessary, except as otherwise provided, to successfully complete janitorial services at the Supervisor’s Office and

Warehouse, National Forests and Grasslands in Texas, in accordance with the

Performance Work Statement.

1.1 WORK LOCATION – Office is located at 2221 N. Raguet Street, Lufkin, Angelina County, Texas 75904.

1.2 BASIC CLEANING SERVICES – The Contractor shall accomplish all cleaning tasks to meet the requirements of this Performance Work Statement (PWS) and the Service Delivery Summary (SDS). The minimum cleaning frequencies are established in Requirements Schedule, Appendix A.

1.3 BASIC RESTROOM CLEANING SERVICES – The Contractor shall

accomplish all cleaning tasks to meet the requirements of this PWS and the

SDS. The minimum cleaning frequencies are established in Appendix A.

1.4 PERIODIC CLEANING SERVICES (MONTHLY/QUARTERLY/SEMI-ANNUALLY) – The

Contractor shall accomplish all cleaning tasks to meet the requirements of this

PWS and the SDS. The minimum cleaning frequencies are established in

Requirements Schedule, Appendix A.

1.5 EMERGENCY OR SPECIAL EVENT CLEANING SERVICES – Upon

notification, the Contractor shall perform emergency or special event cleaning required. The Contracting Officer (CO) shall order cleaning services through issuance of a task order for the appropriated and required work task(s).

Emergency services shall not effect normally scheduled cleaning. Work order pricing will be negotiated prior to issuance and signature of the work order.

Payments for emergency or special event cleaning services shall be invoiced per incident, separate from the monthly billing under the contract.

2. Service Delivery Summary

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 (Appendix B).

3. Performance Requirements Summary

The purpose of the Performance Requirements Summary (PRS), Appendix C, is to:

List the contract and work requirements for satisfactory contract performance (PRS Column 1) List the contract requirement paragraph number in the specifications (see PRS Column 2). Provide Maximum Allowable Defect

Rate (MADR) for each work requirement (See PRS Column 3). The MADR is the defect rate in a population of services above which the Contractor’s quality is considered unsatisfactory.

Identify the Method of Quality Assurance (see PRS column 4)

Specify the percentage (deductions) of contract requirement attributed to each listed requirement (see PRS column 5)

Performance threshold standards are described in the Quality Assurance Plans for daily, weekly, monthly, quarterly, and semi-annually.

Customer complaints will be substantiated by the COR for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor orally and in writing and give the Contractor additional time to correct the defect, if additional time is available. The COR will determine how much time is available.

Should the Contractor disagree with the complaint after investigation of the site, the Contractor shall notify the COR. The COR will review the matter to re-examine the validity of the complaint.

Should the threshold of customer complaints or COR acceptance be exceeded, and the Contractor is not able to correct the work before the next scheduled cleaning, a deduction of up to five percent may be taken off the appropriate pay item based on performance requirement summary.

4. Government Furnished Supplies, Materials and Equipment.

Per FAR 52.245-1 Government Property (APR 2012) The Government shall provide keys and security codes to the building. Contractor shall be liable for all loss or damage of such delivered Government-furnished property until completion of and final acceptance of work required under this contract.

5. Contractor Furnished Supplies, Materials and Equipment.

The Contractor shall provide plastic trash bags, paper bags, soap, paper hand towels, and toilet paper, all nontoxic cleaning products, vacuum, carpet cleaner, mops, dust mops, rags and any other cleaning supplies and equipment necessary to adequately meet the cleaning specifications and to perform this contract according to all its terms. No flammable or explosive liquids such as gasoline will be stored. The

Contractor shall submit a list of cleaning products to be used to the Contracting Officer’s Representative

(COR), for approval at the pre-work conference. The Contractor shall furnish all Material Safety Data sheets (MSDS) for any materials with dangerous or warning labels. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards and, to the extent feasible and reasonable, include the exclusive use of bio-based products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the COR

If a piece of equipment needs repair or is determined unsafe by the COR, the Contractor shall immediately stop using the equipment. Defective equipment shall be repaired or replaced within 72 hours.

The contractor shall utilize products and material made from bio-based materials (e.g., bio-based cleaners) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. For the bio-based content products evaluation, all non-chemical proposed for use under this contract must conform to the Department of Agriculture (USDA)

Designated Bio-based Products List (DBPL) whenever practicable. Contractors should provide data for their bio-based solvents and cleaners to document bio-based content, and source of bio-based material

(i.e. particular crop or livestock). Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor’s expense by an independent testing laboratory qualified to perform such tests.

Bio-based Products to be provided by the Contractor: The following is a list of products that may be required for custodial purposes. Each product submitted must be identified with one of these categories. It is desirable that contractors be able to supply the greatest number of bio-based products listed meeting health and environmental specifications. Labeling should be printed on all containers.

All-purpose cleaner Heavy-duty cleaner

Disinfectant sanitizer Spot and stain remover

Bathroom cleaner Brass polish/cleaner

Chrome polish/cleaner Glass cleaner

Tile floor cleaner Lime and scale remover

Toilet bowl cleaner Stainless-steel polish

6. General Information

6.1 GOVERNMENT RESPONSIBILITIES – The Government will not be responsible for damage occasioned by fire, theft, accident, or otherwise, to the Contractor’s supplies, materials, or equipment in storage. In addition, the Government will not be responsible for damage to the

Contractor’s and his/her employee’s personal belongings brought into the building.

6.2 PERFORMANCE OF SIMILAR WORK BY THE GOVERNMENT: Nothing in this contract restricts the Government from performing any of the work with its own organization and workforce.

6.3 CONTRACTOR RESPONSIBILITIES/ SUPERVISION, APPEARANCE AND CONDUCT OF

CONTRACTOR AND CONTRACTOR’S EMPLOYEES – The Contractor shall not employ persons for work on the contract if such employee is considered by the COR to be a potential threat to the health, safety, security, general wellbeing, or operational mission of the work site.

CONTRACTOR REPRESENTATIVE: The contractor shall provide a contract representative for the performance of the work. The name of this person and an alternate(s) who shall act for the contractor when the contractor is absent shall be designated in writing to the contracting officer.

The contractor representative or alternate shall have full authority to act for the contractor on all contractual matters relating to daily operation of this contract. The Contractor Representative designated by the contractor shall have the ability to read, write, and speak English and communicate with crew members.

The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to the occupant or user in any office or other rooms of the facilities when such acts can be proven, beyond a reasonable doubt, to be the fault of the

Contractor or one of his/her employees.

The Contractor shall ensure that no one but the Contractor and/or his/her employees have knowledge of the security code to the alarm system.

The Contractor is also responsible for ensuring the his/her employees do not disturb papers on desks, open desk drawers or cabinets, or use Government telephone or equipment, except as authorized, in writing, by the COR.

The Contractor shall supply some type of photo identification that must be worn at all times while in the building by Contractor and his/her employees.

Contractor shall establish and implement methods of ensuring that all keys issued by the

Government are not lost, misplaced or used by unauthorized persons. The Contractor shall inform COR of any items in need of repair.

The contractor shall personally, or through a competent foreman, supervise the work of his employees to insure 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.

6.4 ENERGY CONSERVATION – Contractor shall turn on lights in rooms only during the time needed to perform the required work and shall ensure that all lights, except those required remaining on, are turned off in each room as it is completed.

6.5 MEASUREMENT AND PAYMENT – Payment will be processed monthly, upon submission of a monthly invoice by the Contractor and upon verification of acceptance of work performed for that period by the COR.

Payment for any services rendered will be due in accordance with the Prompt Payment clause. In the event the contract begins or ends during the month, payments will be prorated based on the number of workdays in the respective month.

Invoices shall be submitted electronically at www.ipp.gov.

6.6 PAYMENT FOR ADDITIONAL EMERGENCY OR SPECIAL EVENT CLEANING SERVICES –

Payment for additional services shall be made on the basis of an invoice from the Contractor.

Contracting Officer will negotiate price with Contractor each time additional work is needed. A separate invoice for these services will be submitted to the Contracting Officer.

6.7 CONTRACTOR QUALITY CONTROL – The Contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices, which may include service checklists or reports. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in the SDS. The Contractor will complete the janitorial checklist after every visit and will provide a copy to the COR for review.

6.8 GOVERNMENT QUALITY ASSURANCE/INSPECTION/ACCEPTANCE – The COR will perform periodic inspections 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. 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 Checklist included as Appendix D.

6.9 GOVERNMENT REMEDIES – The Contracting Officer will follow FAR 52.249-8, Default

(FixedPrice Supply and Services) (APR 1984), for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

7. Miscellaneous Requirements

7.1 SECURITY – All outside doors shall remain locked while Contractor performs the work and the

Contractor shall ensure that all exterior doors are locked prior to departure.

The Contractor shall also ensure that the Office alarm is enabled when leaving the building, and that all unnecessary lights and faucets are turned off. The Contractor shall not adjust any mechanical equipment controls, shall report any fires and hazardous conditions, shall turn in lost and found articles, and shall notify the COR when unauthorized or suspicious person is seen on the premises.

The Contractor shall immediately notify the COR if any problems are encountered with the alarm or if any keys are lost.

7.2 FEDERAL COMPLIANCE – All chemicals used will be those commercially available which meet

Federal, State, and local codes and which have been approved by the COR. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials.

http://www.ipp.gov/

The Contractor shall use products made with recycled materials to the greatest extent possible.

Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging and are phosphate free, non-corrosive, non-flammable, and fully biodegradable.

The use of caustics (acid-based cleansers) will not be approved. Materials or supplies shall not be used in performance under this contact (or placed or stored on Government property) until the applicable Material Safety Data Sheets for all chemicals used. No item containing a CAUTION or

WARNING label will be added to the Contractor’s products list until the COR has given verbal approval for its addition.

The Contractor shall not use any material which the COR determines would be unsuitable for the purpose or harmful to the surfaces to which applied. Costs for correcting damage caused by misused materials will be borne by the Contractor.

The COR reserves the right for final approval on all materials and supplies utilized by the

Contractor.

7.3 FIRE PREVENTION – Fire prevention shall be exercised at all times by Contractor and his/her employees. All combustible material shall be used and stored in a safe manner. The Contractor shall report to the COR any fire hazards, and if possible, correct them.

7.4 SAFETY – Contractors are subject to all applicable State and Federal OSHA rules and regulations.

APPENDIX A

Requirements Schedule

The Contractor shall supply the Forest Service with a list of names, addresses, and phone numbers of all employees who, at any time, assist in cleaning. The Contracting Officer’s Representative (COR) will give

Contractor a checklist to use to check off services done on each workday. All work shall be performed after 5:00 p.m. and before 6 a.m.

Services to be performed at each cleaning (all offices) 3 time per week (One workday between each service)

1. Vacuum all carpeting and rugs including under desks, filing cabinets, bookcases, around computer terminals, between areas such as space between filing cabinets and walls, desks and window, stairways.

2. Dust all rooms, entry ways, and corridor spaces, and window sills. Damp wipe copiers, fax machines, and printers. Clean all conference room tables.

3. Empty all wastebaskets and other trash receptacles. Trash will be put in plastic bags and placed in outside trash dumpster. All recycled material shall be placed in the recycle storage unit. Over-sized items unable to fit into the receptacle will be marked “TRASH” and shall be removed.

4. Wash and sanitize toilet fixtures, seats, and urinals. Clean and polish wash basins. Remove splatters around wash basins, counter tops, toilets, and urinals. Treat wash basins, toilets, urinals, and sinks with suitable scale removers, germicides, and non-fragrant deodorant.

Wipe/clean mirrors and fixtures. Sweep and damp mop floor with a disinfecting cleaner in restrooms and break room. Refill all toilet paper, paper hand towels, paper bags, soap, and toilet seat dispensers.

5. Spot clean all windows and glass areas in Visitor Center within reaching area.

6. Clean and sanitize drinking fountains.

7. Sweep paved entrances on the front, back and east and west side of the Supervisor’s Office and pick up trash including cigarette butts around front and back exterior entryways, walkways.

8. Clean front and inside of elevator doors.

Services to be Performed Weekly at Supervisor’s office – Once Per week

1. Spot clean inside and out doors, door frames, baseboards, Receptionist counter, and wall switches.

2. Wet Mop bathroom and break room floors with a disinfecting cleaner. Wipe/clean bathroom stalls.

3. Wash and sanitize sink and counter area.

Services to be Performed Monthly –at Supervisor’s Office

1. Damp wipe all trash receptacles inside and out

2. Spot clean all carpeting

3. Spot clean and remove marks on all wall surfaces

4. Wash and remove all marks on floors.

5. Clean wall tiles in restrooms.

6. Mop back entryway, janitor’s supply room, and telephone equipment room.

7. Scrub mop sink and clean janitor closet. No wet mops are to be left overnight.

8. Clean and mop all bathroom floors removing dirt, deposits, streaks, and odors.

9. Add 1 gallon (min) to all floor drains in bathrooms and mechanical rooms.

10. Remove and replace deodorizer pad at each urinal.

Services to be Performed Quarterly at Supervisor’s Office

1. High cleaning: dust, vacuum, or damp wipe all surfaces and objects 70+ inches above floor inside and outside. This includes, but is not limited to, door ledges, moldings, tops of modular furniture, partitions, lockers, file cabinets, bookcases, clocks, pictures, plaques, heat registers, cold air grills, ceiling areas, etc.

2. Wash and sanitize trash can in break room.

Services to be Performed Semi-Annually (May and October)

1. Wash all doors inside and outside at 70” and below of Visitor

Center. Wipe all sills, frames, and casings to remove all water so spotting will not occur. This includes the top portion of the Visitor Center windows.

Appendix B

Service Delivery Summary

Performance Objective SOW Para Performance Threshold Basic Cleaning Services.

Floors, baseboards, corners, and wall edges are free of dirt, dust, and debris. Trash is empty. Trash containers are free of odors and visible dirt. Trash is emptied into outdoor trash collection container. Ash containers are emptied and free of ashes. Glass and mirrors have no traces of film, dirt, smudges, or water.

Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale, and other deposits. Stairways are free of dirt, debris, marks, smudges, scuffs, and other foreign matter. Carpets are free of dirt, debris, litter, and other foreign matter. Dust is not visible. Clean outside and inside of Elevator door

1.2. and Contract

Specification

100% adherence to performance requirements is required.

Not to exceed three reported occurrences with less than 100% compliance as reported by the COR on the Quality Assurance Report, Appendix D.

Basic Restroom Cleaning Services.

Restrooms are disinfected and free of dirt, deposits, streaks, and odors. Shower is disinfected and free of soap films, scum, and other deposits. Toilets, urinals, and toilet stalls are disinfected and free of scale, stains, scum, and other deposits. Floors shall be clean and free of dirt, dust, debris, water streaks, mop marks, etc. Supplies are adequate until next service.

1.3. and Contract

Specification compliance as reported by the COR on the Quality Assurance Report, Appendix D.

Periodic Cleaning Services.

Carpets are free of stains and discoloration.

1.4. and Contract

Specification compliance as reported by the COR on the Quality Assurance Report, Appendix D

Emergency or Special Event Cleaning Services.

Ordered services meet requirements.

1.5. and Contract

Specification compliance as reported by the COR on the Quality Assurance Report, Appendix D

Appendix C

Performance Requirements Summary

Required Service Standard (Referencing PWS) Allowable

Deviation Method of Quality Assurance

Disincentive

Basic Cleaning Clean area of service to meet 5% from Periodic Rework at no standards specified in Column 1 of standard Random cost to the the SDS Inspections/ Government.

Quality

Assurance

Report, Appendix D

Clean and Service Clean area of service to meet 5% from Periodic Rework at no Restrooms standards specified in Column 1 of standard Random cost to the the SDS Inspections/ Government.

Quality

Assurance

Report, Appendix D

Periodic Cleaning Clean area of service to meet 5% from Periodic Rework at no (performed standards specified in Column 1 of standard Random cost to the Quarterly or Semi- the SDS Inspections/ Government.

Annually) Quality

Assurance

Report, Appendix D

Special/Emergency Clean area of service to meet 5% from Periodic Rework at no Event Cleaning standards specified in Column 1 of standard Random cost to the the SDS Inspections/ Government.

Quality

Assurance

Report, Quality Assurance Checklist Supervisor’s Office

MONTH DATE DATE

Cleaning Schedule

Daily

Vacuum all carpets and runners

Dust all rooms, entryways

Empty all trash containers

Wash and sanitize toilet fixtures, etc.

Damp mop bathroom floors and refill stock

Clean all windows in front reception area, including glass on doors

Damp wipe inside and outside water fountains

Sweep and pick trash around office and restrooms

Sweep paved entrances on the front, back and east and west side of office

Clean front and inside of elevator door

Weekly

Spot clean doors, frames, baseboards, etc.

Mop all bathroom floors with disinfecting cleaner

Clean bathroom stalls

Monthly

Damp wipe all trash receptacles in and out

Spot clean all carpeting and wall surfaces

Wash and remove marks on floors.

Clean restroom wall tiles

Scrub janitor’s sinks

Clean and mop all bathroom floors

Add 1 gallon water to all floor drains (Bathrooms, mechanical rooms)

Remove and Replace deodorizer pad at each urinal

Quarterly

High cleaning - dusting, vacuuming, damp wiping all surfaces 70+ inches

Wash and sanitize breakroom trash can

Semi-Annually (May and October)

Wash windows inside and outside of Receptionist Office

Wipe all sills, frames, and casings

Comments:

Unless noted, services performed were satisfactory.

Conducted by: Date:

Contracting Officer's Representative