A04_SOW_Santa_Ana_NWR.pdf

Performance Work Statement

Janitorial Services

U.S. Fish and Wildlife Service

Santa Ana National Wildlife Refuge

Alamo, Texas

March 5, 2024

1. PERFORMANCE WORK STATEMENT (PWS): The Contractor shall provide all labor, equipment, tools, government-approved and “eco-friendly” verified cleaning materials, transportation, management, supervision, and other items necessary to perform commercial custodial services at Santa Ana National Wildlife Refuge located at Alamo, Texas. Custodial services shall be performed in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance, while implementing efficient cleaning practices.

Contractor bears the responsibility to utilize products that are safe for people and the environment and that have been verified as eco-friendly by third-parties such as Green Seal, UL EcoLogo, EPA’s Design for Environment (DfE)/Safer Choice, high post-consumer recycled content, are biodegradable, among others. This includes the use of products such as cleaning & maintenance chemicals, hand soaps and sanitizers, trash bags, janitorial paper products, etc.

Cleaning, for the purpose of this contract, means the removal of all foreign substances and/or matter from the item/area being serviced regardless of the type of service. The contractor shall be fully responsible for restoring furniture, furnishings and any equipment to their position as found when such must be removed for custodial operations.

2. LOCATION - Santa Ana National Wildlife Refuge (NWR), 3325 Green Jay Rd, Alamo, TX

78516. (956) 784-7630. Santa Ana NWR is located 7 miles south, 1/4 mile east of Alamo on W.

Hwy 281 (Military Highway). Primary contact is the Facilities Manager. Inventory and payment contact is the Refuge Administrative Clerk.

3. BUILDINGS - The Santa Ana NWR Office Complex and Visitor Center has approximately

9,200 square feet of floor space. Approximately 6,000 sq. ft. of the total is carpeted, and 3,200 sq.

ft. is tiled or stained concrete. There are two indoor restrooms (120 sq. ft. and 150 sq. ft.

respectively) and two outdoor restrooms (300 sq. ft. each). The outside office has 240 sq. ft. of tile floor.

4. HOURS FOR CLEANING - All cleaning shall be accomplished between the hours of 5:00 p.m. and 10:00 p.m. (after normal duty hours) on Mondays, Wednesdays, and Saturdays. These hours include weekend workdays.

Recognized Holidays. No work shall be performed on the ten (11) Federal holidays. In the case of a federal holiday the incumbent shall work the following workdays: Tuesday, Thursday, Saturday or as agreed by the Facility Manager. The following are observed Federal holidays:

New Year's Day

Martin Luther King Day

President's Day

Memorial Day

Juneteenth Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving

Christmas Day

Independence Day

5. LENGTH OF CONTRACT- Contract is for the period of one (1) year, with up to four (4) option years (subject to the availability of funds).

6. GOVERNMENT PROVIDED SUPPLIES/SERVICES - The Government shall furnish the

Contractor with a facility to store all cleaning supplies. In addition, the facility will be furnished with hot and cold water, electricity, sanitary sewers, at the sole purpose to the accomplishment of this contract. Failure of the Government to furnish the utilities at any time during the performance of the contract due to outages or other interruptions in service shall not be used by the Contractor as a basis of claim against the Government. In the event of a power outage or interruption, the

Contractor is not relieved from performing those tasks which do not require power. Contract operations shall minimize the use of electricity, heat, water and sewage. The Contractor shall report the malfunction of any utility devise or the misuse of any utility to the COR, immediately, either verbally or via telephone.

Storage of any flammable or explosive liquids in the building is prohibited. An inventory list of the products stored and utilized at the facility shall be furnished and kept current for the purpose of the Material Safety Data sheets and safety precautions. The use of gasoline or propane powered equipment must be approved by the COR before it is used, The Government will not be responsible for any damage or loss to the Contractor's supplies, materials, replacement parts, or equipment.

The Contractor shall be responsible for safeguarding all Government property provided for

Contractor use. At the end of each work period, Government facilities, equipment and materials shall be secured. The Contractor shall be responsible for any damage caused by his/her personnel to the building, finishes, furnishings, equipment, etc., and shall repair, clean, replace, or restore damaged items to the condition existing immediately prior to the item being damaged.

Contractor is responsible for properly displaying and putting away caution signs as needed.

"Caution, Wet Floor" signs shall be furnished and displayed by the Contractor during all operations involving liquids on floor surfaces. Such signs shall be promptly removed when not needed by contractor.

7. CONDUCT OF CLEANING PERSONNEL

X Cleaning personnel will be responsible for maintaining building security (keeping doors locked and alarm system functional) after use.

X No children will accompany parents while performing work. Authorized personnel only.

X None of the office equipment is available for use by cleaning personnel. This includes:

photocopier, fax machines, computers, and any other office equipment that may be accessible. Telephone may be used for local emergency only.

X Janitor closet is to be kept neat and organized. All cleaning compounds or chemicals must have a Material Safety Data Sheet printed out and in a binder in the janitor closet. The janitor closet must be closed and locked upon completion of work.

X Vehicles belonging to cleaning personnel are to be parked in parking lot, away from front door except when loading and unloading equipment.

X Cleaning personnel will report any deficiencies or issues related to the facility to the Facility

Manager.

8. INSPECTIONS - In accordance with the FAR 52.246.4, INSPECTION OF SERVICES clause, all work performed under this contract is subject to Government inspection at any time. The

Government's Quality Assurance Surveillance Program (QASP) Attachment-1 is not a substitute for quality control by the Contractor. All findings of unsatisfactory or non-performed work will be administered in accordance with the consequences of Contractor's failure to perform required service's clause. All costs associated with rework are the responsibility of the Contractor. The

Government reserves the right to choose the inspection methods to be used in implementing its quality assurance program and to vary the inspection utilized during the work, without notice to the

Contractor. The Contractor shall ensure corrective action is taken immediately or at a maximum of within 1 working day and shall notify the COR of the corrective action taken and the planned action to preclude repeating the deficiency.

9. CONTRACTOR RESPONSIBILITIES - Contractor must be bonded (liability insurance) and provide workers compensation. Santa Ana NWR will not be responsible for damages or injuries incurred by cleaning personnel.

10. FREQUENCY SCHEDULE

OFFICE SPACE and VISITOR CENTER (VC), Throughout the year, three (3) days per week.

VC RESTROOMS (VC RM) AND DRINKING FOUNTAINS, (2 OUTDOOR RESTROOMS

AND 1 DRINKING FOUNTAIN, 2 INDOOR RESTROOMS AND 2 DRINKING FOUNTAINS):

Throughout the year, three (3) days per week.

LAW ENFORCEMENT OFFICE (LEO): Throughout the year, one (1) day per week on

Wednesdays. Duties for this space will involve work to be performed every scheduled day and once a week.

11. CLEANING TASKS

a. EVERY SCHEDULED CLEAN DAY: Work to be performed every scheduled day.

General

X empty all wastebaskets and trash receptacles, including trash receptacles outside the VC

X transport trash to dumpster located in ware-yard

X clean and sanitize drinking fountains

X clean & sanitize counter-tops, sink and tables in lunch room

X spot clean all glass including doors, windows and displays in VC

X clean and polish all chrome fittings

Restrooms

X clean, sanitize and polish all fixtures including toilet bowls, urinals, and hand basins

X remove spots, stains and splashes from wall and floor area adjacent to fixtures

X clean and polish all chrome/stainless steel fittings

X sanitize and clean toilet seats

X empty all containers and disposals, insert liners as required

X refill all empty dispensers such as toilet paper, paper towels, soap, etc.

X sweep and wet mop restroom floors

Floors

X dust mop and/or sweep all resilient and hard floors

X vacuum all carpeted floors

X inspect for spots and stains on all hard floors and carpeted areas and remove when they occur

b. ONCE A WEEK: Work to be performed on Wednesdays in addition to every-scheduled day tasks.

General

X transport all recyclable materials (stored in lunch room, copy area and outside VC receptacles) to receptacles in ware-yard

X wipe trash/recycling receptacles located outside of VC area. Wipe inside flap/doors of such receptacles and remove any undesirable trash attached to these elements

X dust all horizontal surfaces and VC/displays up to hand height (70 inches), including sills, ledges and moldings throughout office building and VC

X clean and polish bright metal up to hand height clean and polish glass doors in visitor center

X sanitize & wipe down information desk counter tops

X remove cobwebs from walls and ceilings throughout building

X clean and polish all glass and mirrors

X wipe and polish hand dryers to remove all water marks and calcium build up

X wipe and polish any other fixtures such as doors, soap dispensers, paper towel and toilet paper dispensers

X sanitize changing tables

X remove cobwebs from walls and ceilings throughout

Hard Floors

X wet mop and disinfect all resilient and hard floors. At no time is it permissible to throw used mop water into urinals, toilets, or sinks.

c. ONCE EACH MONTH: Work to be performed the first Saturday of each month in addition to every-scheduled day and weekly tasks.

General

X remove fingerprints, smudges, scuffs and marks from doors frames, light switches, kick and push plates, handles and railings

X dust high fixtures vacuum and/or dust vents

X dust and polish cabinet doors in lunch room

X dust/vacuum chairs in auditorium, lunch room, and conference room

Walls

X remove cobwebs from corners and dirt from the inside and outside of glass walls and doors on front entrance and two rear entrances to visitor center

X remove spots, stains and marks to hand height on interior walls (70 inches)

X power wash exterior walls in the VC breezeway

X remove fingerprints, smudges, scuffs and marks from doors frames, light switches, kick and push plates, handles and railings

X wash and sanitize partitions

X clean all walls

X wash and sanitize exterior of all containers

Breezeway

X Power wash entire breezeway walls, ceilings, and foyers into bathrooms. Squeegee water out of breezeway when done.

ATTACHMENT 1

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

CUSTODIAL SERVICES

INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Performance Requirements

Summary (PRS) in the maintenance contract.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

This QASP is based on the premise the Government desires to maintain a quality standard in operating, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective.

The contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

In this contract the quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

Performance

Objective

Performance Standard SOW

Para

Performance

Threshold

Method of

Surveillance

Cleaning

Services

Damp Wipe. Once a week. No dirt shall be left in corners, behind doors, or on/under floor mats that are removeable.

Sweep/Wet Mop. Every scheduled day

(restrooms) (entire building). No dirt shall be left in corners, behind doors, or on/under floor mats that are removable.

Clean/Low Dust. Once a week. No smudges, marks, dust, dirt, debris, streaks, food, cobwebs, rust or stains left on surfaces. This applies to all offices regarding blinds and sills and in addition restrooms, work rooms, common areas, hallways, kitchen area, and the reception area.

Glass is free of smudges.

Vacuum. Once a week, all debris is removed.

Trash Removal. Every scheduled day.

Receptacles must be empty, clean, disinfected, and free of residue and offensive odors. The liners shall be replaced and undamaged. All collected waste/ trash has been disposed and placed in refuge dumpster.

Restroom Cleaning. Every scheduled day.

Toilets, sinks disinfected. Partitions, walls, floors, grout and door surfaces shall be free of dirt, stains, and graffiti. Mirrors shall be clean, polished, and free of streaks. All metal fixtures and hardware shall be free of stains, water spots and residue. The floors shall be free of any loose trash, water, and dispenser surfaces shall be clean and bright; there shall be no dust, spots, stains, or encrustation present. All surfaces shall be dry and the corners clean.

Restroom Supply and Service. Once a week.

Supply restroom, as needed, paper towels, soap, air freshener, and toilet paper has been refilled.

Power wash entire breezeway. Once a month. Power wash breezeway walls, ceilings, and foyers into bathrooms.

Squeegee water out of breezeway when done.

11 Cleaning areas pass inspections

100%

Inspection once every week immediately after service is performed

METHOD OF SURVEILLANCE: The Contracting Officer’s Representative (COR)/CI will inspect per the above method of surveillance. Contractor shall correct immediately or at a maximum of within 1 working day.

STANDARD: 100% of cleanings inspected by COR pass as clean/acceptable.

SURVEILLANCE: The Government COR will inspect once every week immediately after service is performed

PROCEDURES: The Government COR will inspect all work to ensure contractor is compliance with the PWS. The COR will record inspection results, by completing the Inspection Checklist, noting the date of inspection. If inspection indicates unacceptable performance, notify the contract manager or COR of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance.

End.