Attachment__1_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Janitorial Services Sacramento National Wildlife Refuge Complex

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide performance based janitorial services at Sacramento National Wildlife Refuge Complex. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personnel services necessary to perform janitorial services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The staff of Sacramento NWRC consists of between 30-45 employees and the Refuge receives an estimated 100,000 visitors annually.

1.3 Objectives: The Contractor will be responsible for planning scheduling, coordinating and assuring performance and effective completion of all work under this contract including the cleaning of 4 buildings on the refuge complex

1.4 Scope: Janitorial cleaning services for four buildings at the Sacramento NWR Complex. Services include cleaning activities including but not limited to sweeping, dusting, vacuuming, scrubbing, mopping, restocking supplies and disposing of trash. The Contractor shall accomplish full cleaning once weekly between March and September and twice weekly between October and February.

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

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. Contractor’s interested in submitting a proposal/quote are required to complete the QSP or submit their own approach performance plan for each task (How will you measure your performance?). A simple table can be used to detail your plan and quality checks for successful completion of each task. This is a critical step in managing and monitoring of expected performance for evaluation, timely invoicing, and payments. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.1.1 To evaluate Contractor’s work performance, the quality and performance standards sample can be used or an approved performance plan used by the Contractor. The results/outcome of all work efforts by the Contractor will be that all surfaces present a visual overall appearance of cleanliness and germs removed as necessary when the work/task is completed.

1.6.1.2 Quality Level (third column on QSP) will be measured by colors Red (Unacceptable), Yellow (Marginal), Green (Acceptable) and Blue (Exceeds Quality Standard).

1.6.1.3 Sample Quality Surveillance Plan:

TASK DELIVERABLES

STANDARD

FREQUENCY ACCEPTABLE

QUALITY

LEVEL

METHOD OF

SURVEILLANCE

(i.e. random checks, customer comments +/-

CORRECTIVE

ACTIONS (i.e.

timeliness, quality professionalism Clean Rooms:

Rooms shall be free of obvious dust and dirt, food waste, debris, carpet stains and trash, streaks and smudges.

Once weekly March – Sept./

Twice weekly Oct.

– Feb.

Clean and dust Furniture and surfaces:

Furniture and areas shall be free of obvious dust, dirt, smudges and excessive water marks or spots.

Once weekly March – Sept./

Clean and Disinfect Restrooms and sink surfaces and fixtures:

Wash basins, countertops, urinals, toilets, toilet seats, shower stalls, sinks, mirrors, lockers, corners/crevices.

Surfaces and fixtures shall maintain a high level of luster and shall be free of obvious dust spots, stains, rust, mold, incrustations, and excess moisture. Floors shall be free of obvious dirt, water streaks, and mop marks.

Once weekly March – Sept./

Replenish supplies to include paper towels, hand soap, toilet paper, toilet seat covers and urinal blocks, liquid hand soap: Supplies shall be replenished such that dispensers are not empty during work week (avoid over filling).

As needed

Clean entrance and floor mats/clean cobwebs throughout buildings:

Mats should be clean and odor free.

Remove all cobwebs from all exterior wood crossbeams/window slats to include open roof beams on north and south sides of main office building entrances and visitor interpretive area.

Remove all cobwebs throughout buildings.

This will require extra tall ladders and/or duster extenders to reach high ceiling windows located in main office building and public restrooms.

Once weekly March – Sept./

Sweep and damp mop floors:

Areas shall be free of obvious trash, debris and foreign matter such as paper clips, staples, paper and mud. Corners and crevices shall be free of obvious dirt.

Floors shall also be free from streaks, mop marks and skipped areas.

Once weekly March – Sept./

Clean Windows:

Clean/wash interior interior/exterior windows adjacent to north entrance of main building. This includes 5 windows that will require the use of an extra-tall ladder. Remove window screens and clean liner and outer ledges. Contractor may have to climb on roof to clean exterior diorama, conference room and office windows.

Monthly

Clean Carpets:

Carpets shall be free of obvious dirt, dust balls, debris, spots, grime, and stains with no evidence of discoloration. Carpets shall be vacuumed each cleaning day and professional steam cleaned twice a year.

Once weekly March – Sept./

Twice weekly Oct.

– Feb. and steamed cleaned twice a year.

Collect and remove trash from work areas:

Line trash containers. Empty trash receptacles each cleaning day to include receptacles for feminine products. Trash containers shall be free of obvious dirt, food, stains, debris, mold, moisture, and odors.

Once weekly March – Sept./

Dust and wash all mini-blinds throughout buildings.

March and September

Diorama:

Clean and wash all interior diorama windows in main office building.

Once weekly March – Sept./

General Requirements (Conduct, Security, Safety and Accident

Reporting):

Exercise preventative measures for minimum number of incidents.

As required.

1.6.2 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Incentives/Disincentives of Satisfactory/Unsatisfactory performance may result in continued or discontinued service respectively.

1.6.3 Recognized Holidays: The Federal Government observes the following holidays. If work is to be performed on/in a government facility, please note performance cannot occur on those days.

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

1.6.4 Hours of Operation: If work is to be performed on/in a government facility, the Contractor is responsible for conducting business, after the hours of 5 P.M. Sunday thru Saturday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Sacramento National Wildlife Refuge Complex, 752 County Road 99W, Willows, CA 95988.

1.6.6 Type of Contract: The government will award a Firm-Fixed Price Contract.

1.6.7 Security Requirements:

1.6.7.1 PHYSICAL Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. The Contractor shall turn off all lights, secure doors and windows as appropriate for all areas pertinent to the Contractor’s access. The Contractor shall report to the Technical Coordinator any instance (by specific location) of problems encountered while on-site. The Contractor shall immediately notify law enforcement personnel if building(s) appear to be intruded or vandalized. Names and numbers of law enforcement officers shall be given to the Contractor at the beginning of the contract as well as security system entry/exit codes.

1.6.7.2 Key Control. Not applicable

1.6.7.3 Lock Combinations: Not Applicable

1.6.8 Special Qualifications: N/A

1.6.9 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 Subpart 42.5. The contracting officer, Contracting Officers Representative (COR) or Technical Coordinator, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): N/A

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government:

Debbie Stewart Contract Manager/Technical Coordinator 752 County Road 99W, Willows, CA 95988 Phone: (530) 934-2801, Fax (530) 934-7814 Email: deb_stewart@fws.gov

The Contractor shall provide a contract manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00 a.m. to 4:30p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: The Contractor must identify all Contractor and Subcontractor personnel who will require (physical and/or logical) to unmonitored access of non-public areas of a Federally-controlled facility. Logical Access means routine, unsupervised access to a Level 3 or 4 Federally-controlled information system.

All contract personnel working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.6.13 Contractor Travel: N/A

1.6.14 Data Rights: N/A

1.6.15 Organizational Conflict of Interest: Contractor and Subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the Subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf

EPP Environmentally Preferable Products FAR Federal Acquisition Regulation CO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: N/A

3.2 Facilities: N/A

3.3 Utilities: The Government will provide all utilities in the facility will be available for the Contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: N/A

3.5 Materials: The Government will provide the following supplies and materials for bathrooms and kitchenettes: Tri-fold paper towels, paper towel rolls, toilet paper (standard and 9” rolls), toilet seat covers, urinal deodorizer cakes, trash liners, and hand soap refill packages.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Secret Facility Clearance: N/A

4.3. Materials: The Contractor shall use USDA designated Biobased products in accordance with FAR Clauses 52.223-1 and 52.223-2 whenever possible. Please refer to these clauses and to the list of USDA designated Janitorial Items at https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml#

4.4. Equipment: The Contractor shall use and maintain equipment in accordance with the manufacturer’s directions, and meet all applicable OSHA standards.

https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services. The Contractor shall provide services for the cleaning of the following four areas of the refuge:

Headquarters: offices, kitchenette area, conference room, visitor center common area, diorama and bathrooms (outside public and interior). Approximate square footage is 5,416.

Easement Building: offices, common area and bathroom. Approximately 1,816 square feet.

Maintenance Shop: offices, crew room, kitchenette area, bathroom, shower room, and mud room.

Approximately 1,370 square feet.

Fire Building: offices (except law enforcement), kitchenette area, conference room, bathrooms (including shower area). Approximately 2,560 square feet.

5.1.1 Sweeping of floor areas including damp mopping on tile and linoleum surfaces. Chairs, trash receptacles, and easily moveable items shall be tilted or moved to clean underneath.

5.1.2 Vacuuming/cleaning all rugs, mates, carpets, and runners, so that they are free from dust, dirt, mud, etc. The area shall be free of all liter, lint, and loose soil debris. The Contractor shall move any chairs, trash receptacles, and easily moveable items to vacuum underneath, and then replace them in the original position.

5.1.3 Carpets shall be professionally steam-cleaned by the Contractor twice a year. Exact times to be determined between the government and the Contractor, but will be roughly 6 months apart.

5.1.4 Thorough cleaning of bathrooms, sink areas, toilets, and mirrors, using suitable Biobased (See Biobased products in Part 4), nonabrasive cleaners and disinfectants. All surfaces shall be free of grime, soap scum, mold and smudges. The Contractor shall replace paper towels, toilet paper, toilet seat covers, and soap in all soap dispensers as needed.

5.1.5 Additional Tasks:

• Carpet and cloth chair vacuuming

• Dusting all horizontal surfaces of all furniture, counter-tops, windowsills, etc.

• Floor cleaning/maintenance

• Cleaning of office spaces and conference rooms

• Restrooms and sink areas – cleaning and sanitation

• Cleaning of kitchenette areas

• Cleaning and emptying of trash receptacles

• Remove cobwebs throughout buildings

• Remove cobwebs from exterior wood crossbeams and window slats.

5.1.5 Conduct: At a minimum, the Contractor is required to take all steps and measures that would be taken by a prudent building owner to maximize the life expectancy of the building and property.

5.1.6 Safety Measures: Contractor will put in place safety measures to reduce the risk of injuries in the performance of work.

5.1.7 Accident Reporting: The Contractor shall immediately report all accidents/injuries of person or property to the Technical Coordinator and cooperate fully in any investigation as necessary.

5.1.8 Frequency: The Contractor shall accomplish full cleaning once weekly between March and September and twice weekly between October and February.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS):

Not Applicable

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. ATTACHMENT/TECHNICAL EXHIBIT LIST:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

TECHNICAL EXHIBIT 1

Performance Requirements 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.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The Contractor shall provide an acceptable quality level in cleaning of premises according the ratings and tasks outlined in this PWS document.

The Contractor provided services detailed in this PWS at a level deemed acceptable by the Technical Coordinator.

Zero deviation from standard.

Random Sampling and Periodic Surveillance on a Monthly basis by Technical Coordinator and/or Validated Customer Complaint received by

COR.

PRS # 2

The Contractor shall perform services in all designated areas in accordance with this PWS document

The Contractor performed services in all designated areas in accordance with this PWS document.

Zero deviation from the standard

Random Sampling and Periodic Surveillance on a Monthly basis by Technical Coordinator and/or Validated Customer Complaint received by

COR.

PRS # 3

The Contractor shall use USDA Biobased Products (See Part 4 of this PWS) to the maximum extent practicable in performing the tasks in this PWS.

The Contractor used Biobased products to the maximum extent practicable.

Zero deviation from the standard

Random Checks

Standard