12444826Q0006_Performance Work Statement NRS Hamden Custodial.pdf

US Department of Agriculture (USDA)

Performance Work Statement

NRS Hamden Custodial Contract

51 Mill Pond Road, Hamden, CT

Attachment 1

Contents Project Title General Information

1.0 Background and Purpose

2.0 General Requirements

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Deliverable/Schedule

5.0 Government Furnished

6.0 Contractor’s Key Personnel

7.0 Reporting Requirements

8.0 Security Requirements

9.0 Emergencies

10.0 Performance Requirement Measures

Attachment 1: Floor Plans

Project Title NRS Hamden Custodial Contract

General Information

1.0 Background and Purpose

The Hamden Main Office Building and Insect Rearing Facility (IRF) are federally owned facilities administered by the Northern Research Station (NRS) of the U.S. Forest Service. These buildings have a multitude of tenants from various agencies. Both buildings are located at 51 Mill Pond Road, Hamden, CT.

The Main Office consists of 3 floors. The total square footage (SF) of the Main Office is approximately 19,000 SF. The IRF is a single-story building with approximately 3,750 SF of floor area. These buildings are on the same property and have the same address.

This requirement is a performance-based service requirement. The Contractor shall furnish all personnel, materials, equipment, supplies, and incidentals (except Government furnished property as specified) necessary to ensure that custodial services are performed for the Hamden Main Office and IRF in accordance with the specifications contained in this Performance Work Statement.

The Contractor shall perform the required cleaning services in a manner that will maintain satisfactory facility conditions and present a clean, neat, and professional appearance. Contractor will determine the frequencies, unless otherwise specifically noted and performance will be based on the Government’s evaluation of results, not the frequency or method of performance.

The contractor is strongly encouraged to visit and inspect the facilities prior to estimating and submitting a quote. The Contractor is responsible for ascertaining pertinent existing conditions, and determining all material quantities required and labor requirements. The contractor will become familiar with the facilities and have any questions answered and issues resolved to their satisfaction prior to submitting a quote; failure to do so, will not discharge the contractor from the responsibility for successfully performing and completing the work without additional expense.

SITE VISIT WILL BE SCHEDULED FOR ON FEBRUARY 3RD, 2026 FROM 1000 AM TO 1200 PM

EST.

USFS Main Office Building, 51 Mill Pond Road, Hamden, CT.

Please contact Paul Moore at paul.moore2@usda.gov or 203-735-8495 or James Anderson at james.anderson@usda.gov for RSVP.

2.0 General Requirements

A. Contractor’s Quality Control. The Contractor shall discuss with the Contracting Officer’s Representative (COR) their quality control plan at a prework meeting before work on the contract begins. The quality control plan shall be approved by the COR at that time. If the Government exercises any of the Options to this solicitation, the plan shall be reviewed and agreed upon by the COR before any work shall begin on the Option Year Contract.

B. Quality Assurance. The Government will periodically evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

mailto:paul.moore2@usda.gov mailto:james.anderson@usda.gov

C. Government Remedies. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions- Commercial Items (FEB 2002), for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

D. Prework Meeting. A prework meeting between the Contractor’s representative and the COR will be held before any work shall begin on this contract.

E. Contractor Furnished Material and Equipment. Materials and equipment shall be of the type and quality used in large scale commercial cleaning operations and shall be approved by the Contracting Officer before use.

Those not covered by federal specifications shall be of commercial grade and quality. Within 10 days after award of this contract, the Contractor shall submit a list of the materials to be used for approval by the Contracting Officer Representative. The list shall include the manufacturers' name, brand name, and statement certifying that materials supplied meet or exceed contract requirements.

F. Equipment. All power-driven equipment for vacuuming, floor scrubbing, waxing, and polishing shall be of the industrial type, mechanically sound, safe to operate, and in a condition that will not harm or excessively wear existing finishes and floor coverings. Storage and use of the approved equipment shall be acceptable to the COR.

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall accomplish all cleaning tasks to meet the requirements of this Performance Work Statement (PWS). The minimum cleaning frequencies are established in Section 4.0 Deliverable/Schedule.

3.1 Basic Cleaning Service (Weekly):

A. Maintain Floors.

Non-Carpeted floors (including stairwells, entryways, and elevators) shall be swept, dust mopped, damp mopped, (wet mopped- as needed), to ensure they have a uniform, glossy appearance and are free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other movable items shall be moved to maintain floors underneath these items. Contractor shall ensure that all moved items should be returned to their original and proper position.

Carpeted Floors (including mats) shall be vacuumed. After vacuuming and cleaning interior and exterior floor mats, mats and rugs shall be free of all visible lint, soil, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government representative. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. Contractor shall ensure that all moved items should be returned to their original and proper position.

B. Remove Trash & Recycling. All trash containers shall be emptied and returned to their initial location.

Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be left clean, free of foreign matter, and free of odors. (No items that are outside of a receptable or not labeled trash shall be removed)

C. Entrances. The Contractor shall clean the outside and inside interior entrances of the buildings, the lobbies, corridors, and hallways. All glass shall be cleaned, and should be free of debris, dirt or fingerprints.

Areas shall be clear of trash, debris, dust, cobwebs, etc. Polish and clean both sides of entrance glass in buildings.

D. Clean Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain and areas/wall adjacent to the drinking fountain.

Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. The Contractor shall clean the walls adjacent to drinking fountains. Areas shall have a clean appearance free from dirt, stains, streaks, lint, cleaning marks and cobwebs; hard finished wainscot and glazed ceramic tile surfaces shall be free of cleaning film.

E. General Spot Cleaning. Perform spot cleaning on a continual basis in all spaces (except laboratories).

Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, railings, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, elevator buttons, and railings, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

F. General Dusting. All horizontal surfaces (desks, countertops, bookshelves, file cabinets, chairs, tabletops etc.) must be dusted or cleaned to eliminate dust collection. All areas will be free of all visible dust, debris, litter, and other foreign matter.

3.2 Basic Restroom and Breakroom Cleaning Services (3 Times Per Week):

A. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks; countertops; toilet bowls; base of toilet; urinals; lavatories; showers; plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will 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. All floor and sink drain traps should be free of debris, residue, and odors. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drains.

B. 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 and floor tiles shall be free of dirt, scum, mildew, residue, etc. 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 tilted or moved to sweep and damp mop underneath.

C. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, toilet tissues, & paper towels, do not run out. Supplies shall be stored in designated areas and Contractor shall notify Government Representative of needed supplies, with one to four weeks in advance.

D. Tables and Chairs. Clean all tables and chairs.

3.3 Laboratory Cleaning Services (Weekly):

A. Cleaning of Laboratories. The Contractor shall empty trash and recycling only to the specific area’s standards set forth above for trash removal. Periodic cleaning will be completed as noted below. NOTE:

The Contractor shall not disturb lab tables, counters, sinks or equipment, or unplug any laboratory equipment. The Contractor shall be responsible for any loss or damage to equipment, which results from Contractor employee’s negligence in these areas.

3.4 Periodic Cleaning Services (6 Months):

A. Floors.

Tile Floors: All tile floors shall be stripped and re-waxed; stripper and wax shall not pool. Contractor shall ensure that chairs, wastepaper baskets or similar items are moved prior to cleaning and then replaced. Areas shall be free of pooled wax, swirl marks, footprints, etc.; floor maintenance solutions shall be removed from baseboards, and all moved items should be returned to their original and proper position. Contractor is responsible for any and all damages that occurred from waxing efforts. Waxing efforts must be scheduled with COR a minimum of 4 weeks prior to commencement.

Carpeted Floors: All carpets shall be cleaned & shampooed in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location. Shampooing must be scheduled with COR a minimum of 4 weeks prior to commencement.

B. Interior Windows. Clean glass surfaces. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

C. Dusting. High ledges, pipes, ducts, vents and baseboards and radiator covers, and fins shall be dusted.

Areas shall be free from accumulated dust or other accumulated foreign matter.

D. Walls. Clean all painted walls; also, wood panels in the office building. Areas shall have a clean appearance free from dirt, stains, streaks, lint, cleaning marks and cobwebs; hard finished wainscot and glazed ceramic tile surfaces shall be free of cleaning film.

E. Window Coverings. Drapes shall be vacuumed, and venetian blinds dusted. Coverings shall be free of accumulated dust, free of all traces of film, smudges, or other accumulated foreign matter.

F. General Dusting. All horizontal surfaces (desks, windowsills, countertops, bookshelves, file cabinets, chairs, tabletops etc.) must be dusted or cleaned to eliminate dust collection. All areas will be free of all visible dust, debris, litter, and other foreign matter.

G. Clean Chairs. Clean all vinyl and fabric chairs; includes office, conference room, break room and lab chairs.

3.5 As Requested Cleaning Services:

A. Special request cleaning services to be paid on an hourly basis. Examples may include (but not limited

to) an extra basic cleaning service for a conference room during a week of heavy usage; office move-out cleaning before a new occupant starts work; an extra occurrence of window cleaning after a storm.

B. Hourly Rate to include one person, an extra visit to the site outside the normal maintenance cycle, and standard cleaning supplies. If more than one person is required, the rate will be paid at the number of employees working multiplied the number of hours needed to complete the miscellaneous cleaning.

3.6 Miscellaneous.

The Contractor shall:

1. Turn in lost and found articles to COR/GTM. In addition, the Contractor shall ensure that all articles found shall be tagged to identify where they are found.

2. Turn off lights when not in use (all motion light switches shall remain in initial position).

3. Immediately notify proper authorities when an unauthorized or suspicious person is seen on the premises or if items noticed are suspicious in nature.

4. The CO will give the contractor a written notice in advance stating rooms to be dropped/added from the contract and when to return to normal cleaning schedule, as applicable. The contractor shall submit a proposal for an increase/decrease of the contract price when there is additional space that requires cleaning or when a building is expected to remain unoccupied for 30 calendar days or longer. The increase/decrease will be made through a bilateral agreement and take effect the following month after service has ceased/increased.

4.0 Deliverable/Schedule

A. General. Offerors are cautioned that the following service-hour requirement may be less than that required to perform all daily and periodic work requirements. The determination of the total service-hour requirement for the performance of all services herein specified is the sole responsibility of the offeror. The only individuals allowed in the building during performance are contractor employees over 16 years of age who are working under the custodian contract.

B. Service-Hours. All work shall be performed during the hours of 8:00 am until 5:00 pm local time, Monday, Wednesday, and Friday, excluding Federal Holidays (exception periodic cleaning on weekends). If a holiday falls on a normal service day, the cleaning will be conducted on the next business day following the holiday.

Key Deliverables Item No. Deliverable Objective Due 1 Basic Cleaning

Services Refer to section 3.1 Weekly

2 Basic Restroom and Breakroom

Refer to section 3.2 3 Times Weekly – Normally Monday, Wednesday, and Friday

3 Laboratory Cleaning Services

Refer to Section 3.3 Weekly

4 Periodic Cleaning Services

Refer to Section 3.4 Every 6 Months, Schedule Disruptive Activities with COR a Minimum of 4 Weeks in Advance

5 As Requested, Cleaning Services

Refer to Section 3.5 As requested per COR

5.0 Government Furnished

The Contractor shall furnish all supplies, materials, and equipment necessary including power driven floor-scrubbing machines, waxing, and polishing machines, shampooers, industrial type vacuum cleaners, etc., customarily used in the performance of commercial cleaning not included in the list below:

The government shall provide the following listed items:

• Paper Towels for Dispensers

• Trash Can Liners

• Urinal Mats

• Toilet Paper

• Air Freshener

• Hand Soap

• Multi-purpose Disinfectants (for all surfaces)

• Glass cleaner

• Dedicated space for supplies

6.0 Contractor’s Key Personnel

The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or their designated supervisor shall be available at all times: while work is in progress, to receive notices, reports, or requests from the Contracting Officer or the COR. Government direction or supervision of Contractor's employees, directly or indirectly, shall not be exercised.

Contract Manager: The Contractor shall provide the name, telephone number and address of the contract manager, in writing, to the Contracting Officer within five (5) days of award. The term "contract manager" is a person, designated in writing by the Contractor, who has complete authority to act for the Contractor during the term of the contract. The contract manager shall have the authority to accept notices of deductions, Inspection Reports, and all other correspondence on behalf of the Contractor.

Qualifications of Personnel:

A. Qualifications of the Contract Manager. The contract manager is responsible for the management and scheduling of work to be performed under this contract and shall possess at least two (2) years of recent (within the past three (3) years) experience in the management of custodial type operations of the approximate size of the building(s) to be cleaned under this contract.

A detailed resume containing the information specified below must be submitted to the Contracting Officer for approval prior to assignment of the contract manager to the contract. Both new and replacement contract managers must meet these qualification standards.

1. The full name of the proposed contract manager.

2. A detailed description of the previous three (3) years employment history of the proposed contract manager.

3. The name(s) and address(s) of the companies for whom the proposed manager worked for the past three (3) years along with the name(s) and telephone number(s) of their immediate supervisor.

B. Qualification of Other Contractor Personnel. Personnel employed by the Contractor shall be capable employees, qualified in custodial type work. The building shall be fully staffed beginning the first day of work under the contract. All personnel will receive close and continuing first-line supervision by the Contractor. The Contractor will provide the name and phone number of any personnel (or subcontractor) that will be working in either facility. The contractor will provide this information within 2 days’ start or change of personnel.

7.0 Reporting Requirements

The contractor shall prepare and submit the following deliverables in accordance with the schedule below (documents should be submitted to the CO/COR):

Item No. Description Copies To Due Date 01 Contractor’s Quality Control

Plan CO, COR Within 20 days from date of award

02 Inspection Reports for both facilities

COR Monthly

A. Contractor’s Quality Control Plan.

The Contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with commonly accepted commercial practices. 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 Service Delivery Summary.

B. Inspection Reports

The Contractor shall submit written copies of Inspection Reports, as specified above. The inspection reports should show the status of all work inspected for the prior period. Inspection report must include staff worked, hours worked, work completed including any problems or corrections that should be addressed, and a summary and date of resolution included. Contractor to list any monthly/semi-annual/annual work completed in that month as part of the month report. This inspection report will accompany the monthly invoice uploaded to IPP.

C. Deficiency Reports

The Contractor shall submit deficiency reports within three days of from when the deficiency occurs or is reported. Deficiency reports should be addressing those areas not cleaned and the reason for not cleaning them.

Deficiencies include but are not limited to the following: deficiencies in building equipment or damage to the building such as defective ballast, missing/broken/inoperable soap dispensers, stopped up urinals or commodes, missing floor or ceiling tile, and/or broken door or window.

8.0 Security Requirements

There is a security system as well as a fire monitoring system on site. The contractor must be able to arm and disarm the system as needed and be willing to follow provided detection and evacuation procedures.

Building Security. Contractor shall be responsible for security of the building during performance of services.

Contractor must ensure that all exterior doors and windows in all areas are locked; and designated light and miscellaneous equipment shut off. The building’s security system must be armed and disarmed accordingly (if applicable). There is currently a fire monitoring system on site. The contractor must be able to arm and disarm the system as needed and be willing to follow provided detection and evacuation procedures.

Contractor will be required to to sign in and sign out at the reception desk each day worked.

An access card will be provided to contractor for access to the building. It is the responsibility of contractor to protect access card and notify COR immediately of lost, stolen, misplaced, or damaged access card.

https://hspd12.usda.gov/docs/FAQ_NonEmployeeLincPass_PersonModel_v2.0.pdf

03 Deficiency Reports for either facility

COR Within three days of deficiency https://hspd12.usda.gov/docs/FAQ_NonEmployeeLincPass_PersonModel_v2.0.pdf

9.0 Emergencies

In case an emergency arises during the Contractor’s employees’ normal working hours (such as flooding of a building), Contractor shall divert their force as directed by the COR/Alternate to meet the emergency.

Contractor shall immediately respond to an emergency such as a flood, excessive litter, or debris, etc. and notify the COR/Alternate as soon as possible. In the case of a COR notification of emergency, Contractor response time during regular work hours should be within 15-30 minutes of notification. Contractor shall not attempt to clean hazardous materials spill. When employees are no longer needed, they shall return to normal duties.

Contractor shall not be penalized for the portion of the normal daily work which would have been performed.

The Contractor employees will be required to follow emergency procedures identified by the NRS Emergency Procedures Plan, in the case of an emergency. The plan will be provided to Contractor within ten days after award of contract.

10.0 Performance Requirement Measures

Performance Objective

Required Task or Deliverable

Performance Standard Method of Surveillance

Positive/Negative Incentive % for NOT meeting the Task

Basic Cleaning Services per PWS Section 3.1

See details in Section 3.1

Less than 5 instances of performance not meeting described objectives per month.

Example Instance not Meeting Described Objective: A trash can is not emptied on a scheduled cleaning day.

Random Visual Surveillance by COR and Building Occupants

In accordance with FAR

46.407 Non-Acceptance

of Non-Conforming Services and 52.212- 4(a) Inspection/Acceptance, the

CO/COR/ALTERNATE

will give the Contractor an opportunity to correct nonconforming services, when it can be accomplished within the appropriate schedule.

Correction will be without additional cost to the Government. In situations where correction cannot be made, the CO must reject those services, which have been determined to be otherwise incomplete.

Adjustments to contract prices will be made on a case-by-case basis when services have not been accepted and correction does not occur. The CO/COR/Alternate will notify the Contractor when services have not been accepted.

Basic Restroom/Shower and Utility Room Cleaning Services PWS Section 3.2

See details in Section 3.2

Less than 5 instances of performance not meeting described objectives per month.

Example Instance not Meeting Described Objective: A restroom stall is found with no toilet paper.

Random Visual Surveillance by COR and Building Occupants

Other Cleaning Services per PWS Section 3.3

See details in Section 3.3

Less than 5 instances of performance not meeting described objectives per month.

Example Instance not Meeting Described Objective: Debris found in an entry immediately after cleaning is completed.

Random Visual Surveillance by COR and Building Occupants

Periodic Cleaning Services per PWS Section 3.4

See details in Section 3.4

Less than 5 instances of performance not meeting described objectives per cleaning cycle.

Example Instance not Meeting Described Objective: Smudges are observed on a window immediately after scheduled cleaning is completed.

Random Visual Surveillance by COR and Building Occupants

Miscellaneous Cleaning Services per PWS Section 3.5

See details in Section 3.5

100% Completion of all Miscellaneous Cleaning Services provided per the special request.

Visual Surveillance by COR or Building Occupants

Reporting per PWS Section 7.0

See details in Section 7.0

100% Completion and Submittal of all Required Reports by Due Dates Listed in Section 7.0

COR Record Keeping and Review

Invoices will not be paid until reporting is up to date with the period covered by the invoice.

Attachment 1: Floor Plans

Main Office Building Ground Floor:

Note: Not to scale

Main Office Building 1st Floor:

Main Office Building 2nd Floor:

IRF: