PERFORMANCE WORK STATEMENT (PWS) and QASP

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Coastal Plains Soil, Water and Plant Researh Center

2611 W. Lucas Street

Florence, SC 29501

PERFORMANCE WORK STATEMENT (PWS) and

QASP

FOR

JANITORIAL

SUPPORT SERVICES

AT THE

Coastal Plains Soil Water and Plant Research Center Florence, SC

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1. BACKGROUND

The USDA Coastal Plains Soil, Water, and Plant Research Center (CPSWPRC) is a location within the

United States Department of Agriculture (USDA), Agricultural Research Service. CPSWPRC is located at

2611 W. Lucas Street, Florence, SC and houses approximately 25-30 employees. The Research Center is comprised of 3 main laboratory buildings located at the site. The CPSWPRC is open five days a week, Monday - Friday from 8:00 a.m. to 5:00 p.m., except all federal holidays. The facility may be closed on

Christmas Eve, New Years Eve or other times not scheduled. The facility is closed all other hours and weekends.

2. SCOPE OF WORK

2.1. The Prime Contractor shall provide all labor, cleaning supplies, materials, transportation, equipment (including floor cleaners), supervision, and employee training as necessary to ensure custodial (basic cleaning, restroom cleaning, refuse removal) services are performed according to this

Performance Work Statement and QASP. The approximate requirement area is 6,500 square feet.

2.2. This is a performance-based requirement, the labor mix of employees to perform this contract remains the discretion of the Contractor for all services.

2.3. Performance shall be in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance at all times.

2.4. All work shall be in accordance with commercial standards, requirements of this PWS, and all federal, state, and local laws.

2.5. This is a Firm Fixed Price requirement. This is not a Time and Materials requirement.

3. PRIVITY OF CONTRACT

3.1. All contractor personnel shall be accountable solely to the Prime Contractor, who, in turn, is responsible for all aspects of contract performance.

3.2. The USDA is not responsible for, nor will be directly involved in Prime Contractor personnel actions, such as hiring evaluations, position interviews, resume reviews, contacting individual employees, etc.

4. DEFINITIONS

4.1. CLIN – Contract Line Item, numbered. Established in the solicitation schedule, will start with “0001.”

4.2. Contracting Officer’s Representative (COR) – USDA Employee Location representative designated by the Contracting Officer to monitor, evaluate, and communicate to the CO the Contractor’s performance in complying with contract requirements in an efficient and timely manner.

4.3. Prime Contractor – The business entity named and associated with the declared UEI in any awarded contract for this requirement. Unless otherwise stated in a clause, any reference to “contractor” in requirement documentation is reference to the Prime Contractor.

4.4. ‘Calendar Days’- Every single day on the calendar (12 AM to 11:59 PM), including weekends, holidays, and non-working days.

4.5. ‘Business Days’ – Standard business days 8AM to 5PM USA Eastern Time with holiday exceptions as noted:

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Listed below are official Government holidays:

New Year’s Day January 1*

Martin L. King Birthday Third Monday in January

President's Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth As Indicated

Independence Day July 4*

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11*

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25*

OR when the USDA-ARS facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings

*In accordance with Federal regulations, if these holidays fall on a Saturday, the holiday will be observed on Friday, if Sunday, holiday will be observed on Monday.

5. PERIOD OF PERFORMANCE: The period of performance (PoP) shall be for one (1) Base Year of 12 months and four 12-month option years.

6. HOURS OF SERVICE PERFORMANCE

6.1. 9 AM through 3 PM Eastern Time on Business Days, Monday through Friday.

6.2. Adjustments to those hours must be communicated to, and approved by, the COR and Contracting Officer at least two weeks prior to the requested change in schedule.

7. PLACE OF PERFORMANCE: The work to be performed under this contract will be conducted at CPSWPRC, 2611 W. Lucas Street, Florence, SC in Buildings 1, 2, 3 and Quad Building.

8. INVOICING AND PAYMENT

8.1. The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP).

8.2. All invoices shall be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury. More information is available at https://www.ipp.gov. The Department of Treasury is the point of contact for all IPP Collector account inquiries.

8.3. Payment is in arrears pursuant to the clause at FAR 52.212-4. Note FAR 52.212-4 (i)(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

8.4. Payment will not be made for service in advance of delivery.

8.5. The invoice cycle is monthly.

8.6. Advance invoice approval is not required, as required approval tiers exist in IPP.

9. GOVERNMENT PROVIDED

9.1. Power, lighting, and water required for service delivery.

9.2. The COR will provide space in the building for any of the specific uses described below. The COR and Contracting Officer reserve the right to change the space if needed.

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9.2.1. Space for storage of an inventory of supplies and equipment. The Government will not be responsible in any way for damage to or loss of the Contractor's stored supplies, materials, or equipment.

9.2.2. Janitor's closet/mechanical room for storing equipment including mops, brooms, dust cloths, etc.

9.3. The Government will provide the following consumable supplies: Toilet paper, paper towels, hand soap, dispenser materials, and trash bags.

10. CONTRACTOR PERFORMANCE REQUIREMENTS (TASKS)

10.1. General Performance Requirements

10.1.1. The Contractor shall not store any flammable or explosive liquids on site.

10.1.2. Contractor shall store all materials and supplies in compliance with applicable fire regulations.

10.1.3. These closets and the stored equipment shall be kept clean and in an orderly manner by the

Contractor.

10.1.4. No equipment should be stored in a manner such that it blocks/obstructs electrical panels.

10.1.5. All defective government provided resources shall be reported to the COR immediately upon discovery or notification.

10.1.6. Defective dispensers shall be reported to the COR by the end of the service day of discovery.

10.1.7. The Contractor shall turn off any lights when not in use.

10.1.8. Use of HEPA vacuums are mandatory for all vacuuming tasks.

10.1.9. Site Safety Plan

10.1.9.1. The Contactor shall submit a written Site Safety Plan in the below format to the COR within

10 calendar days of contract award.

10.1.9.1.1. Hazard Assessment & Mitigation

10.1.9.1.2. Environmental

10.1.9.1.3. Chemical

10.1.9.1.4. Physical (equipment, noise, falling objects, etc.)

10.1.9.1.5. Required Personal Protective Equipment

10.1.9.1.6. Emergency Procedures (map to nearest hospital, communication, first aid kit access)

10.1.9.1.7. Heat Illness Prevention (hydration, shade, rest breaks)

10.1.9.1.8. Equipment Maintenance (tool and equipment inspection for safety hazards)

10.1.9.1.9. Training (on site hazard identification training)

10.2. Specific Performance Requirements

10.2.1. Matrix of Services. A schedule of services based on the matrix below shall be submitted to the

COR within 10 calendar days of award.

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10.2.2. Trash Collection, Recycling and Removal

10.2.2.1. Empty and return all trash receptacles to their original location in common areas, hallways, lobby areas, office areas, bathroom facilities, storage areas, lunchroom conference room and throughout the CPSWPRC or other locations to be identified by the COR. This includes removing empty boxes, and paper that is either marked as “Trash” or known to be trash.

10.2.2.2. Ensure all receptacle containers are clean and have a trash receptacle liner. Soiled or torn trash receptacle liners shall be replaced with new liners.

10.2.2.3. Dispose of all boxes or anything marked "TRASH" found in the building.

10.2.2.4. Trash shall be deposited in the exterior trash collection bin located behind Building 1.

10.2.2.5. Monitor containers designated for recycling materials to prevent overflow of paper, cardboard, plastic and aluminum cans. These containers are located in Building 1 and the Quad

Building. Recyclables shall be deposited into designated areas identified by the COR or CPSWPRC representative.

10.2.3. Non-Carpet Floor Maintenance.

10.2.3.1. Clean all non-carpet floors and keep them free of any dirt, litter, grime to ensure a clean appearance; non-carpeted areas; shall be swept, dust mopped, and/or damp mopped to ensure they are free from dirt, debris, dust, scuff marks, heel marks and any other foreign matter. All accessible areas shall be mopped. After being mopped the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue or any evidence of soil, stains, film debris, or standing water.

There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands

Site Frequency Schedule Performance

Elements Notes

BLDG 1 Twice Per Week Tuesday & Friday 10.2.2, 10.2.3, 10.2.5, 10.2.6

Exclude lab spaces from performance elements

Once per month

During normal work hours, scheduled with COR

10.2.7.1

Exclude lab spaces from performance element

Twice per year Schedule with COR 10.2.7.2

Stripping and waxing will occur after work hours.

BLDG 2 and 3 Twice per week Tuesday & Friday 10.2.5

Once per year Schedule with COR 10.2.7.2

Stripping and waxing will occur after work hours.

Quad Twice per week Tuesday & Friday 10.2.2, 10.2.4, 10.2.5

6 | P W S remaining in the area. Baseboards, corners, wall, and floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc.

10.2.3.2. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper placement.

10.2.3.3. Mop, all non-carpeted floors. Use floor signs to alert building occupants of any slippery and/or wet surfaces during cleaning operations. Signs shall be posted where easily visible to minimize accidents. Mopping will be done on a weekly basis.

10.2.3.4. Ensure that when furniture or equipment must be moved, no chairs, wastepaper baskets, or other similar items are stacked on desks, tables, windowsills, laboratory benches, or other stationary equipment. Upon completion of work, all furniture and equipment shall be returned to its original position.

10.2.3.5. Additional floor requirements:

10.2.3.5.1. Tile floor areas located in facilities including corners, and doors, under furniture, etc. must be kept clean and free of debris. No heel marks, dust or water streaks should be visible, and the floor shall not appear dingy or cloudy. Floors shall be cleaned and finished to display a high glossy shine but shall be maintained to provide safe anti-slip walking conditions.

10.2.3.5.2. The floors shall be cleaned in such a manner so that no dust is raised. Debris shall be deposited in receptacle(s) provided for this purpose.

10.2.3.5.3. Special attention should be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance.

10.2.4. Carpeted Floor Maintenance (Quad Building)

10.2.4.1. Vacuum all carpeted areas including mats throughout the building to ensure they are free of any accumulated dirt and debris. This includes but is not limited to sand, grit, soil, dust, and other types of non-adhesives.

10.2.4.2. All vacuuming shall be done during normal working hours.

10.2.4.3. Clean with government approved biodegradable cleaning agents. Any carpeted area that still displays a spill, soiled, stained appearance after two (2) hours will be re-cleaned to ensure no carpeted area is left discolored or showing excessive wetness.

10.2.4.4. There shall be no spots, smears, stains, dirt streaks, spillage, or crusted material.

10.2.4.5. Notify COR by the end of the workday if unable to remove spots or stains. That includes rips, tears or other carpet defects.

10.2.4.6. The Quad building carpet shall be shampooed at least once a year including common areas and offices.

10.2.4.7. Assure that there shall be no evidence of frizzing caused by harsh rubbing or brushing of carpet fibers.

10.2.4.8. Assure that debris is deposited in receptacles provided for this purpose.

10.2.4.9. Use of HEPA vacuums is mandatory for all vacuuming tasks.

10.2.5. Restroom Maintenance. Restroom maintenance is required at every visit and as specified the

Contractor shall:

10.2.5.1. Thoroughly clean all restrooms in accordance with the schedule. Provide additional cleaning as necessary during peak seasons, high visitations, and special events. Clean all restroom toilets, 7 | P W S sinks, urinals, mirrors, stall doors, plumbing fixtures, shower, floors, trash receptacles, soap dispensers, paper towel dispensers, and sanitary dispensers to ensure they are free of foul odors, have a fresh, clean odor and a sanitized appearance that is free of any unsightly trash, dirt, grime, debris, scale deposits, excess water, or foreign matter. This includes: all wall surfaces, partitions, window frames, sills, floor drains, and shelving areas. Urinal traps shall be free of foul odors. If dispensers are found defective, notify the COR prior to the end of the workday with the location and type of dispenser.

10.2.5.2. Descaling of sinks, plumbing fixtures, toilets, and urinals shall be performed as required to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

10.2.5.3. Periodically the contractor may be required to plunge a toilet and clean up spills that happen. If the toilet is beyond plunging or normal janitorial duties the contractor shall notify the

COR for building maintenance to repair.

10.2.5.4. Replenish restroom supplies such as paper towels, toilet paper, and hand soap, where required. Restroom supplies will be supplied by the government.

10.2.5.5. Notify the COR immediately upon discovery or notification of any defective Government equipment or property.

10.2.6. Miscellaneous Cleaning

10.2.6.1. Doors and Walls: Clean all interior/exterior glass doors including entry way doors in Building

1 as identified. After cleaning the glass there shall be no traces of film, dirt, smudges, water, or other foreign matter. Also, clean walls to the Lobby area of main building entrance to ensure they are free of any smudges, fingerprints, lint, cleaning marks, cobwebs, stains, marks and streaks; paying particular attention to walls, toilet walls, stalls, and partitions. The doors and walls shall have a clean appearance and be free of cleaning film.

10.2.6.2. Dusting: Dust all common area walls, furniture, cabinets (exterior surfaces only), windowsills, ledges, and vertical blinds to ensure they are free of collected dust. Ensure the visual surface areas are free of oils, residue, spots, or discolored smudges. If necessary, clean windowsills with lightly dampened sponge using water only.

10.2.6.3. Drinking Fountains and sinks: Clean, disinfect, descale all porcelain and polished metal surfaces including the orifices and drain as well as exterior surfaces of all drinking fountains to ensure they are kept free of dust, spots, mold, streaks, and stains.

10.2.6.4. Vacuum and clean interior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Rubber or polyester entrance mats shall be swept, vacuumed, or hosed down outside to remove soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to their normal locations.

10.2.6.5. The contractor shall restock all dispensers located in the common areas, bathrooms and lunchroom.

10.2.6.6. Perform general spot cleaning in all Hallways and Common Areas as specified. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc.

from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

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10.2.6.7. Ceilings: Shall be free of cobwebs.

10.2.6.8. Outside Entrances: Sweep landings and entrance rugs, polish and clean both sides of entrance glass of main entrances.

10.2.6.9. Lunchroom: Clean all tables, counters, flat surfaces, walls, window ledges, and sink.

10.2.6.10. Clean floors and baseboards in accordance with the following:

10.2.6.10.1. After sweeping floors, use a clean wet mop and clean water to mop floor.

10.2.6.10.2. Use odor free cleaners only. Floors and baseboards shall be free of marks and stains. If there are marks or stains, see (e) below.

10.2.6.10.3. Do not allow mop strings to hit walls, cabinets, doors, or stored materials.

10.2.6.10.4. Where there are marks or stains that cleaner will not remove, spray a small amount of

All-Purpose Cleaner/Degreaser, to remove marks or stains, then mop or wipe with water until no cleaner residue remains. Advise the COR and Contractor Supervisor if marks and stains are not removed with water or all-Purpose Cleaner/Degreaser.

10.2.7. Cleaning Requiring Scheduling

10.2.7.1. Buff all non-carpeted floors throughout the facility to ensure they display a high gloss shine.

Submit a buffing schedule to the COR one (1) work week in advance prior to any buffing being performed in the facility. Buffing will be performed in accordance with the COR and contractor agreed to schedule. Buffing will be done as needed following each waxing.

10.2.7.2. Floors shall be thoroughly cleaned, stripped, waxed and buffed twice for BLDG1 and once for

BLDG2 and BLDG3 during the contract year. Each floor waxing task for BLDG1 may be divided into 2 separate sections to allow for the logistics of clearing furniture/items from areas subject to waxing.

This schedule shall be established by the contractor and the COR. For BLDG1 the preferred waxing task window is Nov to Jan for the 1st waxing task, and June to August for the 2nd. It is preferred that the two waxing tasks for BLDG1 be separated by at least six months unless requested earlier by COR.

For BLDG2 and BLDG3 the annual waxing task will be coordinated by the COR and contractor. Floor waxing will be scheduled after working hours due to high traffic demands. At least 4 coats of wax shall be applied per event as per standard practice and manufacturers’ recommendations.

10.2.8. Material Requirements The Contractor Shall Provide Materials or Supplies and Safety Data

Sheets (SDS Sheets) per the below:

10.2.8.1. The government approved materials or supplies shall not be used in performance of this contract (or placed on Government property) until the applicable Safety Data Sheets (SDS) for all hazardous materials (products containing CAUTION or WARNING labels) have been obtained by the

Contractor. The Contractor shall maintain the SDS in a location accessible to all employees and will advise the COR of their location. The SDS will be available for inspection by the COR upon request.

Additionally, all spray bottles shall be labeled as to their contents (e.g., a spray bottle containing 10% bleach should be labeled as “10% bleach”). Commercial products remaining in their original bottles do not need additional labeling.

10.2.8.2. The Contractor shall use recycled and bio-based products to the greatest extent possible. To the greatest extent possible, the contractor shall use commercially available chemicals, which meet

Federal, State, and local codes, and are made with recycled materials.

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

10.2.8.4. The Contractor shall take every precaution to ensure that only safe products are used at these facilities. Any damage caused to fixtures, walls, partitions, flooring, etc., will be the responsibility of the Contractor.

10.2.8.5. The Contractor shall maintain supplies and equipment in such a manner as to ensure its cleanliness and long life. If a piece of equipment needs repair and is determined unsafe by the COR, the Contractor shall immediately stop using the equipment. If the COR and the Contractor determine the equipment to be inoperable and unable to be repaired, the Contractor shall be responsible for its replacement at no additional cost to the Government.

10.2.9. Contractor Personnel

10.2.9.1. Clauses. The following clauses apply:

FAR 52.228-5 Insurance-Work on a Government Installation. (Addendum pursuant to

AGAR 428.306)

Insurance Requirements

(a) Workers’ Compensation and Employer's Liability. The Contractor is required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they must be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 must be required, except in States with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers.

(b) General Liability. The Contractor must have bodily injury liability insurance coverage written on a comprehensive form of policy of at least $500,000 per occurrence.

(c) Automobile Liability. The Contractor must have automobile liability insurance written on a comprehensive form of policy. The policy must provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States must provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage or loss.

(d) Aircraft Public and Passenger Liability. When aircraft are used in connection with performing the contract, the Contractor must have aircraft public and passenger liability insurance. Coverage must be at least $200,000 per person and $500,000 per occurrence for bodily injury, other than passenger injury. Coverage for passenger injury must be at least $200,000 multiplied by the number of seats or passengers, whichever is greater.

(e) Proof of insurance shall be submitted to the Contracting Officer pursuant to the clause at FAR 52.228-5 within 5 calendar days of award

(End of clause) AGAR 452.204-71 Personal Identity Verification and Workforce Integrity of Contractor Employees (Apr 2026)

(a) Compliance with PIV Requirements. The contractor must comply with the personal identity verification (PIV) policies and procedures established by the United States Department of Agriculture (USDA) Directives 4620‑002 series, Homeland Security Presidential Directive 12, and any implementing guidance issued by the Contracting Officer. The contractor must

10 | P W S appoint a representative responsible for PIV compliance and must maintain a current list of employees eligible for a USDA LincPass or otherwise authorized to perform work under this contract.

(b) PIV Sponsor Availability. The PIV Sponsor for this contract the COR. The Government will notify the contractor of any changes. The contractor remains responsible for meeting all PIV obligations regardless of changes in sponsor availability.

(c) Contractor Workforce Integrity and Accountability. The contractor is fully responsible for ensuring that all individuals performing under this contract are properly vetted, eligible for access, authorized to perform the work, and accurately represented. At a minimum, the contractor must implement lawful and effective internal controls to:

(1) Verify the identity, work authorization, and qualifications of all personnel assigned;

(2) Ensure only the individuals presented to USDA for PIV enrollment or identity verification perform work;

(3) Detect and address indicators of identity fraud, unauthorized substitution, or other workforce integrity risks; and

(4) Ensure continuous oversight of personnel, including remote workers, in accordance with any reporting requirements specified in the Contract.

(d) Mandatory Removal and Replacement. If the Government determines that a contractor employee fails to meet eligibility, security, integrity, or performance requirements, the Contracting Officer may direct the contractor to remove the individual from performance. The contractor must:

(1) Remove the employee immediately upon notice;

(2) Provide a qualified replacement at no additional cost to the Government; and

(3) Ensure continuity of operations so as not to impact mission requirements.

(4) Failure to promptly remove or replace employees when directed may result in remedies including withholding payment, termination, or other actions authorized under this contract.

(e) Impact on Contractor Performance. Contractor compliance with this clause, including timely removal and replacement of personnel, adherence to PIV requirements, and maintenance of workforce integrity, is a material requirement of this contract. Incidents of identity discrepancies, failure to maintain an eligible workforce, submission of personnel who do not match verified identities, unauthorized substitutions, or failure to comply with Government direction may result in termination and will be documented in the contractor’s performance assessment and reflected in the Contractor Performance Assessment Reporting System (CPARS).

(f) Subcontractor Applicability. The contractor must include this clause in all subcontracts requiring routine unaccompanied physical access to a Federally controlled facility and/or routine unaccompanied access to a Federally controlled information system. The contractor is accountable for ensuring subcontractor compliance.

(g) No Government Direction of Hiring Practices. Nothing in this clause authorizes the Government to direct the contractor’s internal hiring processes or require the disclosure of

11 | P W S personal information beyond what is authorized by law, regulation, or contract terms. The contractor remains solely responsible for determining lawful methods to meet the requirements of this clause.

(End of Clause) AGAR 452.237-72 Key Personnel – Qualification Verification, Contractor Responsibility, and Substitutions (Aug 2026)

(a) Key Personnel Qualification Requirements. The contractor shall assign and maintain personnel who meet or exceed the qualifications specified in the solicitation and resulting contract. The Government may review proposed key personnel to verify that individuals meet the stated qualification and experience requirements.

(b) Government Review. Government review is limited solely to verification that proposed key personnel meet the minimum qualifications established in the solicitation or contract. Such review shall not be construed as approval of an individual’s performance capability or as acceptance of responsibility for contract performance.

(c) Contractor Responsibility. The contractor retains full and sole responsibility for the performance of all personnel provided under this contract. In the event of performance deficiencies, the contractor shall remain fully responsible for all corrective actions and shall not assert Government review or verification of key personnel as a basis for excusing nonperformance or deficient performance. Verification of qualifications by the Government does not relieve the contractor of any responsibility to meet all contract requirements.

(d) Substitution of Key Personnel. Substitutions of key personnel require prior written approval from the Contracting Officer. Proposed substitutes must meet or exceed the qualifications of the individuals being replaced unless the Contracting Officer approves otherwise.

The contractor shall notify the Contracting Officer at least fifteen business days before any proposed permanent substitution, or immediately if a key individual becomes unexpectedly unavailable due to resignation, illness, or other unanticipated circumstances.

Requests for substitution must include a detailed explanation of the circumstances necessitating the change, a résumé or similar documentation showing the proposed substitute meets required qualifications, and any additional information the Contracting Officer needs to evaluate the request.

The Contracting Officer will review the request and respond within a reasonable timeframe, typically within ten business days after receiving a complete substitution request, unless otherwise stated in the contract, to avoid unnecessary disruption to contract performance. If the Government does not respond within the stated time, the contractor may proceed with the substitution.

(e) If the contractor fails to propose timely or suitable replacement personnel, the Contracting Officer may take appropriate contractual action, including remedies available under the contract.

(End of clause)

10.2.9.2. Additional Security Requirements

10.2.9.2.1. Contractor employees that do not have a valid PIV card, see clause at AGAR 452.204-71 above, shall be escorted by a USDA employee at all times while on the work site.

10.2.9.2.2. Contractor employees shall wear clean and visible uniforms with the Contractor's name for easy identification.

10.2.9.2.3. Within 15 days of award, the documentation required for contractor employee PIV Cards shall be submitted to the PIV sponsor identified in the clause at AGAR 452.204-71.

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10.2.9.3. Prime Contractor Representative

10.2.9.3.1. The Prime Contractor shall provide a Prime Contractor Representative who shall be responsible for the performance of the work and shall be the central point of contact with the Government.

10.2.9.3.2. The name of the Prime Contractor Representative and an alternate who shall act on behalf of the Prime contractor when the Prime Contractor Representative is absent shall be designated in writing with current contact information to the COR within 10 calendar days of award.

10.2.9.3.3. The Prime Contractor Representative or alternate shall have full authority to act for the Prime Contractor on all contract matters relating to the daily operation of this contract.

10.2.9.3.4. The Prime Contractor Representative is not required to be on site but is required to be available via phone or email when service is being provided.

10.2.9.3.5. The Prime Contractor Representative can be one of the On-Site Employees. If the Prime Contractor Representative is not on site, an on-site Foremen shall be designated by name and identified to the COR.

10.2.9.3.6. At no point shall contractor personnel not know who the Foreman or Prime Contractor Representative is or how to contact them.

10.2.9.3.7. The Prime Contractor Representative is the on-site representative for personnel training.

10.2.9.4. Rosters

10.2.9.4.1. The Contractor shall provide the COR a list of all employees who will perform work under this contract within 10 calendar days of award.

10.2.9.4.2. The list shall include the name and work assignment of each employee.

10.2.9.4.3. The Contractor shall maintain revisions and updates to this list and submit them to the COR according to the clause at AGAR 452.237-72.

10.2.10. Submittals

Submittal Reference Delivery

Format

Due by

Proof of Insurance Clause at FAR 52.228-5, Insurance, Section 10.2.9.1

Emailed PDF to COR and

CO

Within 5 calendar days of award.

Prime Contractor

Representative

Section 10.2.9.3.2 Emailed PDF to COR Within 10 calendar days of award

List of employees who will work on-site performing services.

Section 10.2.9.4.1 Emailed PDF to COR Within 10 calendar days of award

Site Safety Plan Section 10.1.9.1 Emailed PDF to COR Within 10 calendar days of award

Schedule of Services Section 10.2.1 Emailed PDF to COR Within 10 calendar days of award

PIV Card BI Submittal information for on-site employees

Clause at AGAR 452.204-

71, Section 10.2.9.2.3

Emailed to PIV Sponsor Within 15 calendar days of award

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11. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) A Quality Assurance Surveillance Plan (QASP) will be used to evaluate whether the Contractor is meeting the performance standards/quality levels identified in the PWS to ensure that the government pays only for the level of services received. The requirements are stated below:

11.1. QASP Terminology:

11.1.1. A performance deficiency is a failure to satisfy an applicable requirement of this Performance Work Statement identified through Government surveillance.

11.1.2. A recurring deficiency is the repeated failure of the same requirement, location, task, or service element during separate inspections after corrective action was previously requested.

11.1.3. A pattern of nonperformance exists when two or more deficiencies are identified during a single surveillance period or when recurring deficiencies demonstrate that corrective actions have not been effective.

11.1.4. A systemic deficiency is a deficiency or group of deficiencies indicating that contractor management controls, staffing, supervision, scheduling, training, or quality assurance processes are insufficient to ensure contract compliance.

11.2. Surveillance Requirements for Section 10.2.1 through 10.2.6:

11.2.1. The COR will conduct random, unannounced inspections of services due under the Schedule of Services supplied by the contractor to determine compliance with the applicable requirements of Sections 10.2.1 through 10.2.6 using the weekly surveillance checklist.

11.2.2. Any deficiency identified during surveillance shall be documented in writing by the COR. The deficiency record shall include the inspection date, location, description of the observed condition, the specific PWS requirement not satisfied, and sufficient detail to permit the Contractor to understand and correct the deficiency. Photographs or video recordings may be attached as supporting evidence when available.

11.3. Corrective Action Requirements for Sections 10.1, and 10.2.1 through 10.2.6:

11.3.1. In the event there are performance deficiencies, the COR will notify the Prime Contractor Representative by noon Eastern time the next business day following the inspection in writing indicating the section of the PWS by number where the deficiencies occurred.

11.3.2. Upon notification, the Prime Contractor Representative shall be allowed three business days to correct the deficiency.

11.3.3. If the deficiency is corrected within three business days and verified by the COR, the deficiency shall be documented as corrected and closed.

11.3.4. If a pattern of nonperformance, recurring deficiency, or systemic deficiency exists, the COR shall notify the Contracting Officer for consideration of appropriate contractual remedies and corrective action.

11.4. Surveillance and Corrective Action Requirements for Sections 10.2.7 through 10.2.10

11.4.1. The COR shall conduct random surveillance of the requirements identified in Sections 10.2.7 through 10.2.10 using the Non-Routine Surveillance Checklist and document deficiencies.

11.4.2. Any failures noted for Sections 10.2.7-10.2.8, and Section 10.2.9 shall be documented and reported to the Contracting Officer for evaluation and determination of appropriate corrective action.

11.4.3. Section 10.2.10– If Notice to Proceed is not issued within 20 calendar days of contract award due to less than 100% submittal performance, the Contracting Officer will pursue corrective action.

11.5. Any QASP-related performance standard / quality level corrective action shall be adjudicated by the Contracting Officer pursuant to the contract clause at FAR 52.212-4 and any other related contract terms and conditions.

11.6. The Government reserves the right to increase the frequency or scope of surveillance when performance deficiencies, recurring deficiencies, patterns of nonperformance, or systemic deficiencies are identified.

11.7 QASP Surveillance Inspection Record

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The COR shall complete and keep an inspection record for each surveillance event as follows.

Inspection Date

Inspection Time

Building/Area(s) Inspected

Scheduled Service Date

COR Inspector

Deficiencies Identified Yes / No

Number of Deficiencies

Photos Attached Yes / No

Additional Notes

11.8 QASP Weekly Surveillance Checklist

The COR shall evaluate services due under the approved Schedule of Services using the checklist below.

Each failed item constitutes a documented deficiency unless corrected within the established corrective action period.

PWS Ref Requirement Pass Fail N/A

10.2.1 No disallowed items.

10.2.2 Trash receptacles emptied and serviced

10.2.2 Trash removed from facility

10.2.2 Recycling containers properly maintained

10.2.2 Trash receptacles returned to original locations

10.2.2 Receptacle liners are present and in serviceable condition

10.2.3 Non-carpet floors free of dirt, debris, stains, dirt streaks, smears, and standing water

10.2.3 Floor appearance uniform with no visible mop streaks

10.2.3 Baseboards, corners, and edges clean

10.2.4 Carpets vacuumed and free of visible debris

10.2.4 Floor mats cleaned and properly positioned

10.2.4 Carpet stains addressed or reported

10.2.5 Toilets clean and sanitary

10.2.5 Urinals clean and sanitary

10.2.5 Sinks and counters clean

10.2.5 Mirrors clean and streak-free

10.2.5 Restroom floors clean

10.2.5 Restroom supplies stocked

10.2.5 No objectionable restroom odors present

10.2.5 Soap, scale deposits, and mineral buildup removed from restroom fixtures

10.2.5 Restroom partitions, dispensers, and fixtures clean and sanitary

10.2.6 Glass doors clean and streak-free

10.2.6 Walls free of smudges and marks

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10.2.6 Dusting completed as required

10.2.6 Drinking fountains clean and sanitary

10.2.6 Hallways and common areas clean

10.2.6 Entrance areas clean and presentable

10.2.6 Interior floor mats vacuumed/cleaned and free of visible lint, soil, and debris

10.2.6 Ceilings free of cobwebs

10.2.6 Common area dispensers stocked as required

10.2.6 Lunchroom tables, counters, sinks, flat surfaces, walls, and window ledges cleaned and free of visible dirt, debris, spills, stains, and residue.

Other Additional concern not specifically listed above

11.9 QASP Non-Routine Surveillance Checklist

Use annual, scheduled, and event-based surveillance requirements.

PWS Ref Requirement Pass Fail N/A

10.1.9 Site Safety Plan submitted and current

10.1.9.1 Site Safety Plan addresses required safety elements

10.2.1 Schedule of Services submitted and current

10.2.7.1 Required floor buffing completed according to approved schedule

10.2.7.2 Required stripping and waxing completed according to contract schedule

10.2.7.2 Required coats of wax applied

10.2.3.5.1 Waxed floors have uniform appearance and high-gloss finish

10.2.3.5.1 No visible streaks, cloudiness, heel marks, wax buildup, or finish defects

10.2.4.6 Annual carpet shampooing completed as required

10.2.8 Required SDS documentation available and current

10.2.8 Cleaning materials properly labeled and stored

10.2.9.3 Prime Contractor Representative designated and current

10.2.9.4 Employee roster current and provided to COR

10.2.9.2 Required contractor identification and uniform requirements met

10.2.10 Contract submittals submitted within required timeframes

Other Additional non-routine concern not specifically listed above

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11.10 QASP Deficiency Documentation

The COR shall use the format below to document deficiencies

Deficiency Documentation

Deficiency No. PWS Ref Location Observation Photo Attached

11.11 QASP Report to Contracting Officer

The COR shall use this format when reporting recurring, systemic, or uncorrected deficiencies to the

Contracting Officer.

Contract Number

Inspection Number

Date of Inspection

Contractor Name

COR Name

Deficiency Number(s)

Applicable PWS Section(s)

Description of Deficiency

Date Contractor Notified

Corrective Action Deadline

Corrective Action Completed Yes / No

Recurring Deficiency Yes / No

Recommendation to CO

Photos Attached Yes / No

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APPENDIX: MAPS OF THE FACILITY

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