Revised_Performance_Work_Statement_0002.pdf

PERFORMANCE WORK STATEMENT

Kodiak National Wildlife Refuge Custodial Cleaning Contract

FY25-FY30

1. — OVERVIEW OF WORK

1.1 — JOB and SITE

The Contractor shall furnish all labor and supervision necessary to perform Custodial services detailed in this Performance Work Statement (PWS) for the U.S. Fish and Wildlife Service, Kodiak National Wildlife Refuge, Visitor Center (located at 402 Center Ave.)

Square footages provided for flooring types are approximate. It is the responsibility of the contractor to verify actual area of the various flooring types as required for determination of cleaning supplies, finishes, etc. Overall square footage of buildings does not include mechanical rooms or maintenance bays which are not included within the scope of the contract.

The following specifications apply to the Visitor Center, Downstairs Area: The Downstairs Area has approximately 4150 square feet of floor space, which includes a reception area, exhibit area, bookstore, office spaces and two restrooms. The floor space includes approximately 3700 square feet of carpet, 350 square feet of vinyl flooring and 100 square feet of tile. The following specifications apply to the Visitor Center, Upstairs Area: The Upstairs Area has approximately 1380 square feet of floor space, which includes a staircase, conference room, hallways, two restrooms, a break room and one office space. The floor space includes approximately 1200 square feet of carpet, 80 square feet of vinyl flooring and 100 square feet of tile.

The following applies to the work site:

Access to Federal Buildings requires a security clearance. The contractor bears the upfront cost for completing the process, which includes accurately completing all hard copy of application paperwork, completion of the internet-based information submission, attendance and completion of a 1-3 hour in person interview which includes electronic fingerprinting and card activation. The nearest activation for new card applicants is in Kodiak, Alaska at the Kodiak National Wildlife Refuge HQ’s, Located at 1390 Buskin River Rd., Kodiak, AK 99615. The Contractor shall include the costs during the time of bidding and can submit invoice and receipts for any upfront costs for any access requirements needed for entrance into Federal buildings. Access once granted is good for five years so reimbursement for each employee can only be requested once in a five-year period.

1.2 — TIMING OF WORK

Weekly hours for cleaning:

(a) All cleaning shall be accomplished between the hours of 5:00pm and 10:00pm or weekend scheduled building closures. Carpet shampooing shall be done to allow adequate time for carpet to thoroughly dry.

(b) All cleaning of the Visitor Center shall be accomplished one (1) day per week, days to be agreed upon between contractor manager and Contracting Officer's Technical Representative (COR) at the beginning of the contract.

(a) Monthly and Semi-Annual services can be done on the same day as a normal weekly service.

(b) Semi-annual services should be performed in the months of October and April.

(c) Annual services should be completed in the month of May.

(d) In all cases, coordinate with the Contracting Officer's Technical Representative (COR) for dates of either monthly or semi-annual services.

(e) In the event that the Visitor Center is closed for an extended period, the center POC will contact the contractor to schedule work on an as needed basis.

(f) Non duty hours include week nights, weekends, and Government holidays (New Year’s Day, Martin Luther King JR.s’s Birthday, President’s Day, Memorial Day, Independence Day, Juneteenth National Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day).

Event days (e.g., after cruise-ship days):

(a) All cleaning shall be accomplished between the hours of 5:00pm and 10:00pm or as approved by the Refuge Manager.

(b) Carpet cleaning shall be done to accommodate drying prior to the next public access.

1.3 — GOVERNMENT PERSONNEL

The Contracting Officer is the individual executing this contract on behalf of the Government and is responsible for the administration of the contract. He/she is the only person authorized to make any changes in the prices, terms or other conditions of the contract. The Contracting Officer's Technical Representative (COR) is designated by the Kodiak National Wildlife Refuge Manager. The COR is responsible for meeting with the Contractor (as describe below) for giving the Contractor any special instructions or guidance necessary to complete the work; however, he/she has no authority to alter the terms and/or conditions of the contract.

1.4 — CONTRACTOR PERSONNEL

The Contractor is the individual or company who signs and is awarded the contract. The Contractor may have subcontractors accomplish the custodial work described by the contract. The contractor shall be available for on-site monthly meetings with the COR to discuss performance, do joint site inspections, and receive instructions or information regarding work under the contract; these meeting should last approximately 1-hour. A sub-contractor or on-site employee, who accomplishes the day-to-day work covered in the contract, may not act in this capacity. A sub-contractor must be able to read, write, speak, and understand English to effectively interact with the COR. The Contractor shall provide a phone number where he/she can be contacted and be available to address occasional off-schedule or urgent custodial issues.

By policy and for physical and personnel security, all Contractor employees and sub-contractors who will enter the facility will require an agency issued PIV card for each person entering the facility. Within seven (7) days of the contract award date, the Contractor shall provide all required background information for employees or sub-contractors entering the facilities or when hired as follows: (see Attached D for full inclusion)

(a) The Contractor shall provide a list of names, mailing addresses, email addresses, and phone numbers of personnel that will be assigned to this contract (regular and substitute personnel)

(b) a signed resume (complete with references and contact information)

(c) a completed OPM form OF-306; and a DOI-Access/Background Investigation Sheet (to be provided)

(d) an email address is required for each person to accomplish an online portion of the background investigation through the government eQIP system. The Contractors employees and sub-contractors are required to complete the eQIP data and fingerprinting requests when asked. Fingerprinting is accomplished at a DOI activation site in Kodiak, Alaska.

The Contractor or subcontractor will not be provided keys or be granted any access to the buildings until the above paperwork has been provided and the Service’s Human Resources Division (HR) has given approval that it is complete and adequate.

The Contractor shall advise the COR immediately of any changes in personnel. "Immediately" for the purpose of this notification shall mean: The beginning of the next regular business day for the COR. The paragraph above (b-d) and HR approval apply to all new subcontractors and employees; access shall not be granted without fulfillment. No person(s) other than those designated in writing, and with an approved background check to the COR, shall be permitted in this facility.

The Contractor shall furnish adequate supervision at the premises to ensure that work is performed in a satisfactory manner. It is the responsibility of the contractor to maintain close surveillance over personnel employed to perform work on the contract.

1.5 — CONDUCT OF CONTRACTOR EMPLOYEES AND SUB-CONTRACTORS

The Contractor shall provide a qualified work force to meet the contract requirements. The Contractor designated representative, or alternate shall be available by telephone to discuss problem areas with the Government Contracting Representative (COR) responding with two days.

The following is expected of the Contractor and his/her employees and sub-contractors:

a. The Contractor employees and subcontractors shall meet OSHA standards in their methods and conduct.

b. Employees shall perform their duties in such a way that there will be no interruption to, or interference with, the normal operation of Government business on the premises.

c. No children will accompany the parents while performing work.

d. None of the office equipment is available for cleaning personnel use. This includes telephones, photocopier, fax machine, computers, and other office equipment.

e. Janitor closet is to be kept clean, neat, organized, and free from any odor (i.e. stale wet mops, un-emptied trash cans). All cleaning compounds shall be environmentally sound.

f. All cleaning products shall be environmentally friendly and safe. Cleaning substances that are to be used on an irregular basis for which there are no green alternatives shall be secured in the appropriate custodian closet. All cleaning material secondary containers must be clearly labeled with their contents and with specific safety warnings. Product safety information, MSDS or SDS, shall be provided by the Contractor, employees, or subcontractor to the COR (by email, mail, or in person) as well as added to the SDS booklets (located in the custodial closets) at the sites where the products are used.

g. All Custodial personnel will keep a checklist of completed tasks posted for review by the COR. Each checklist should indicate that the task was completed and the date of completion. All tasks should be completed in compliance with the frequency/cleaning schedule for the area listed.

h. All Custodial personnel will ensure the facility is locked and secure after every custodial service is complete.

1.6 — CONTRACTOR FURNISHED EQUIPMENT AND PROPERTY

The Contractor shall determine and furnish all equipment required for the performance of work under this contract.

All equipment will comply with applicable OSHA guidelines and shall be in good operating condition. The Contractor will operate the equipment in accordance with the original manufacturer's recommendations.

Equipment shall include but is not limited to; buffing, polishing, and scrubbing machines for use on floors, vacuum cleaners, ladders, buckets, mops, cloths, brushes, squeegees, brooms, bulk waste receptacles, rolling trash bins, etc.

Equipment used shall be in good operating condition. Electrical appliances shall be equipped with grounded type male plugs of the most suitable grade for the purpose intended. There are spaces available for the Contractor to store small equipment and supplies such as vacuum cleaners, cleaning products, etc.

1.7 — CONTRACTOR FURNISHED SUPPLIES

The Contractor shall furnish all cleaning supplies and materials necessary for the performance of work under this contract. Materials include but are not limited to cleaners, dust rags, tile cleaner, polishes and wax. Materials shall be priced into the cost of the weekly, monthly, and semi-annual services, as applicable.

If one of the two exceptions above applies, the contractor shall furnish the COR verbal or written notification.

1.8 — GOVERNMENT FURNISHED MATERIAL AND PROPERTY

The government shall provide at no expense to the Contractor, all trash can liners, hand soap, toilet tissue, and paper towels. The government will also furnish refuse dumpsters outside of buildings and recycling containers, and entry keys for buildings. Failure by the government to provide these shall not relieve the Contractor of responsibility to fulfill requirements except those directly affected by such items. Contractor shall keep Kodiak NWR informed of inventory requirements.

1.9 — STORAGE

There are two janitor closets available under this contract, both located at the Visitor Center.

There are no provisions in this contractor for storage of bulk cleaning supplies or consumables (described as more than 1 months’ worth of any product).

No flammables will be stored anywhere on Government premises.

The Government will not be responsible for damage and/or loss to the Contractor's stored supplies, materials, equipment, or the personal belongings of the Contractor's employees occasioned by fire, theft, accident, or otherwise.

Failure to keep any of the storage facilities described above in a clean and orderly condition, satisfactory to the COR, may result in the withdrawal of the privilege of using them.

1.10 — DAMAGE TO PROPERTY

The Contractor is liable for damage to both Government and private property in performance of this contract where the damage is the fault of the Contractor or caused by operations, as determined by the COR.

Federal Acquisition Regulations (FAR) clauses, 52.237-2 Protection of Government Buildings, Equipment, and Vegetation is the government regulation which covers the above.

1.11 — ATTIRE

The Contractor shall provide protective equipment or clothing such as appropriate protective gloves and eyewear as necessary for employees performing tasks under this contract. All Custodial employees will, at all times, be properly and professionally attired. The proper attire shall be left up to the Contractor.

1.12 — PAYMENT

Payment for services will be made monthly, after acceptable completion of such services and submission of a proper invoice, to include certified payroll showing billable hours with hourly wage per Department of Labor Wage Determination if using a subcontractor. The Contractor shall submit the monthly invoice via Internet Payment Platform (IPP.gov) at the end of the month.

Payment for semi-annual services will be made, after acceptable completion of such services and submission of invoice in accordance with the Payment clause in the contract. The Contractor shall submit the invoice for quarterly and for semi-annual services via Internet Payment Platform (IPP), upon completion of such services.

1.13 — PERFORMANCE MEETING

The Contractor shall contact the COR within 3 business days to schedule a meeting upon notification of award of this contract. Whether or not the Contractor uses employees or a sub-contractor, the Contractor shall attend this meeting. The purpose of this meeting is to review the Performance Work Statement and bid schedule, complete a walk-through inspection of each building to delineate work and storage requirements, to provide communication and understanding between both parties. The same meeting is required each time a new sub-contractor is retained. A physical “walk-through” for subsequent new employees is required and the responsibility of the contractor. (No COR attendance is required).

Issuance of keys to new subcontractors is the responsibility of the Contractor and will be given once all required paperwork has been completed.

2. — DESCRIPTION OF WORK TO BE PERFORMED

2.1 — OVERVIEW

Custodial services as described below are required for the Kodiak National Wildlife Refuge Visitor Center.

Areas and surfaces shall receive the cleaning, care, and treatment specified at the frequency designated below. The Contractor shall perform Custodial services in all designated spaces including, but not limited to, offices, bathrooms, display areas, bookstore, kitchens, office work areas, hallways, break rooms, and entry ways. The Contractor shall furnish all managerial, administrative, and direct labor personnel necessary to accomplish the work in this contract.

As indicated in the following schedule for services, the instruction to “empty all wastebaskets and replace liners” shall be accomplished in the following manner. Waste receptacles containing food or liquid waste shall be completely emptied to include removing the soiled liner and replacing with a new liner. When the contents of a receptacle are dry (i.e. paper, candy wrappers, or plastic bags) the waste may be removed from the receptacle and deposited in a larger container for disposal, leaving the unsoiled liner.

Custodial staffs are not to do dishes or in any way pick up the mess left by Refuge employees in break rooms or offices. Only general cleaning is required on the weekly workdays scheduled. The COR shall be notified the next business day of any areas which could not be properly cleaned due to a mess left by Refuge employees or other barriers present.

No towel or cleaning rag that was ever used in any bathroom will be used in any kitchen or lounge area. Only high temperature machine washed (clean) rags or clean paper towels will be used. No gloves that were ever used in any bathroom will be used when cleaning kitchen or breakroom.

2.2 — WEEKLY SERVICES FOR THE VISITOR CENTER

Building wide each week:

(a) Empty all wastebaskets and replace liners.

(b) Clean and sanitize drinking fountains.

(c) Dust, mop or sweep vinyl floors and stairs.

(d) Vacuum all open carpeted areas.

(e) Inspect all floors for spots and stains; remove spots or stains larger than 1” in diameter when they occur.

(f) Remove all trash, empty outside garbage (the bear resistant containers), and transport it to the dumpster located in the Visitor Center parking lot.

(g) Remove recyclable material from outside bear resistant containers and transport it to a recycler or recyclables transfer provider.

Restrooms each week:

(a) Check and replenish all dispensers: toilet tissue (leave spare rolls in all bathrooms), paper towels, hand soap etc.

(b) Thoroughly clean and sanitize bathrooms: sinks, toilets (including but not limited to seat, back edges, floor flanges, handles, and pipe connections), urinals, mirrors (including shelves), partitions, fixtures, countertops, floors, entry door handles and door push plates. All surfaces shall be free of grime, soap scum, mold, mildew, and smudges.

(c) Remove spots, stains, and splashes from wall area adjacent to hand basins, toilets, and urinals.

Building wide once a week:

(a) Empty the Trash and Recycling receptacles at each entrance.

(b) Wash the exterior and interior of outdoor trash containers.

(c) Clean reception lobby glass including entrance areas, bookstore, and displays.

(d) Take all recyclable materials to the recycling center.

2.3 — SEMI-ANNUAL SERVICES FOR VISITOR CENTER

Months of October and April:

(a) Machine shampoo all open carpeted areas.

(b) Vacuum and /or steam-clean all public furniture.

(c) Clean forced-air outlets in ceilings and walls.

(d) Remove dust and cobwebs from ceiling and display areas.

(e) In restroom areas, sanitize all surfaces except for ceilings. This shall include a sanitizing wet and wipe of all floors, walls (floor to ceiling height), fixtures, partitions, doors, handrails, etc.

2.4 — ANNUAL SERVICES FOR VISITOR CENTER

Month of May:

(a) Strip and wax all vinyl floors. Move chairs, boxes, wastebaskets, coat racks, etc in order to work on floors. Replace all the above to original position upon completion.

(b) Wash windows on the inside and the outside surfaces, including glass in doors (first floor only for outside windows). When complete, the window surfaces shall be free of smudges, lint, streaks, film, dirt, and water.

(c) Remove and wash all window screens. When complete, reinstall screens.

(d) Clean all windowsills, casement slots, and edges to remove smudges, lint, streaks, film, dirt, and water.

2.5 — EVENT DAYS (e.g., after cruise-ship days):

(a) All cleaning shall be accomplished between the hours of 5:00pm and 10:00pm or weekend scheduled building closures.

(b) Carpet cleaning shall be done to accommodate drying prior to the next public access.

3. — QUALITY ASSURANCE PLAN

3.1 Overview

The Contractor shall perform all services in compliance with accepted industry standards (i.e. Building Owners and Management Association (BOMA) and National Association of Professional Cleaners (NAPC)), guidelines, and practices and in accordance with any quality assurance/quality control program normally used by the Contractor.

The contractor will identify the standard used and how they will monitor quality assurance at the initial meeting with the COR.

The objective of this contract is to provide clean facilities and a healthy and safe environment for employees.

Specifically:

(a) The Contractor shall ensure that the building presents an overall appearance of cleanliness. The definition of clean is to remove dirt, water streaks, gum, grease, tar or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness.

(b) The Contractor shall ensure that the facilities are sanitized and kept free from accumulations of dust.

(c) The Contractor shall furnish all necessary labor, supervision, equipment, and supplies to adequately maintain the facilities at an acceptable level of cleanliness that is consistent with comparable industry standards (i.e. BOMA and NAPC).

3.2 — ASSESSMENT

The COR will monitor the Contractor's performance to ensure compliance with this Performance Work Statement and the Contractor’s Quality Assurance Plan. The Government may use other methods to monitor performance such as random inspections, customer complaints, etc.

When deficiencies are observed the COR will notify the Contractor. The Government may require re-performance to correct discrepancies at no additional cost to the Government. The Contractor shall re-perform services within 24 hours of notice by the COR. The Government may have services which were not acceptably performed by the Contractor performed by other means.