A04_-_Performance_Work_Statement_-_Janitorial_Services_(Minnesota_Valley_NWRC).pdf

Performance Work Statement

Janitorial Services Bloomington Education and Visitor Center Minnesota Valley National Wildlife Refuge

TABLE OF CONTENTS

1. GENERAL INFORMATION

2. DESCRIPTION OF SERVICES

3. SERVICE DELIVERY SUMMARY

4. OTHER CONDITIONS

5. GOVERNMENT FURNISHED PROPERTY

6. OTHER REQUIREMENTS

1. GENERAL INFORMATION The purpose of this contract is to provide janitorial services at the Bloomington Education and Visitor Center/MN Valley National Wildlife Refuge/MN Headquarters located at 3815 American Boulevard East, Bloomington, MN 55425- 1659, Rapids Lake Visitor Center 15865 Rapids Lake Rd, Carver MN 55315 and 3 Vault Toilet locations. The service provider shall assume all responsibilities associated with the cleaning of the office building. This Performance Work Statement (PWS) describes a performance-based work environment in terms of “what” the required service output is rather than task-based or “how” the work is to be performed. The ultimate goal of the service provider shall be to ensure that the aforementioned facilities are maintained and cleaned to meet the needs of the U.S. Fish and Wildlife Service customer and to present a clean, neat, and professional appearance. Quoting vendors shall be an established business specializing in professional cleaning of commercial and government facilities.

1.1 Performance Work Statement (PWS) Organization The sections of the PWS are as follows: General Information contains foundational information; Description of Services provides a narrative of services to be accomplished; Service Delivery Summary (SDS) identifies the performance measurements; Other Conditions, Government Furnished Property, and Other Requirements defines the Government and service provider requirements.

1.2 PWS Implementation The service provider shall be responsible for the hiring, training, and supervision of personnel. Other than those provided by the Government, the service provider/personnel will also be responsible for equipment, tools, materials, vehicles, transportation, and other items necessary to provide janitorial services to the aforementioned facilities. The service provider is encouraged to use innovative processes and continuous quality improvement in the performance of the PWS.

1.3 There must be an approved schedule submitted prior to work beginning The Period of Performance reads as follows:

- Base Year: 02/13/2027 to 02/12/2028

- Option Year 1: 02/13/2028 to 02/12/2029 (SAF)

- Option Year 2: 02/13/2029 to 02/12/2030 (SAF)

- Option Year 3: 02/13/2030 to 02/12/2031 (SAF)

- Option Year 4: 02/13/2031 to 02/12/2032 (SAF)

The service provider shall work with Refuge personnel to establish a reasonable cleaning schedule. Annual execution of option years is contingent upon available funding.

1.4 Work Hours and Special Conditions Normal office hours are 7:00 am to 5:00 pm, Central Time, Monday through Friday, except Federal Holidays. All cleaning services shall be performed during normal office hours unless otherwise scheduled/approved.

PLEASE NOTE: An alternate work schedule may need to be worked out during the months of January through March, due to inclement weather conditions. The attached PWS addendum shall be verified as complete by USFWS personnel monthly. USFWS personnel shall include a verified copy of the attached PWS addendum with all receiving reports. Invoicing shall take place monthly.

1.5 Federal Holidays The following Federal Holidays are observed by Bloomington Education and Visitor Center/MN Valley National Wildlife Refuge: New Year’s Day, January 1st or the Friday preceding or Monday following

• Martin Luther King’s Birthday, 3rd Monday in January

• President’s Day, 3rd Monday in February

• Memorial Day, Last Monday in May

• Juneteenth: June 19th

• Independence Day, July 4th or the Friday preceding or Monday following

• Labor Day, 1st Monday in September

• Columbus Day, 2nd Monday in October

• Veterans Day, November 11th or the Friday preceding or Monday following

• Thanksgiving Day, 4th Thursday in November

• Christmas Day, December 25th or the Friday preceding or Monday following

1.6 Character of Work The work shall be executed in the best and most effective manner by qualified, careful and efficient personnel skilled in the trade, and in strict accordance with the contract documents and standards of the industry.

1.7 Key Personnel The service provider shall not employ persons for work on this contract if such employee is considered by the contracting officer or Refuge management to be a potential threat to the health, safety, general well-being or operational mission of the Refuge and its population. The service provider shall exercise due diligence in assuring that only trustworthy and reliable persons are allowed to enter the building and that each such person shall have had the Refuge's rules and regulations reviewed with them regarding the security of Refuge property.

The service provider shall furnish in writing to the Contracting Officer (CO) the names and phone numbers of all management and supervisory personnel no later than the start of contract performance. The CO shall be notified immediately whenever changes are made to these key personnel.

1.8 Employment of Government Employees The service provider shall not employ any person who is an employee of the United States (US) Government if the employment of that person would create a conflict of interest, or the appearance of a conflict of interest. Furthermore, the service provider shall not employ any person who is an employee of the Department of the Interior unless such person seeks and receives proper approval. The service provider is prohibited from employing off-duty Government Quality Assurance Personnel (QAP) who are managing any contracts or subcontracts awarded to the service provider.

1.9 Building/Facility Access Control The service provider shall establish and implement methods of making sure all keys/badges to allow access provided by the Government to the service provider are not lost or misplaced and are not used by unauthorized persons. Keys/badges issued to the service provider by the Government shall not be duplicated. The Contract manager shall ensure that all keys/badges are returned upon termination of employment or at contract end. The service provider shall include procedures for immediate reporting to Refuge Management and the CO any occurrences of lost, unauthorized uses, or unauthorized duplication of keys.

In addition, the service provider shall take all reasonable precautions to guard the secrecy of the Refuge records and information. Access shall be limited to records and information of the Refuge to authorized employees or agents of the service provider only. The service provider shall inform all such authorized personnel of the confidential nature of records and information of the Refuge and of the applicable laws regarding security of communication.

1.10 Corrective Action(s) In the event keys/badges are lost or duplicated, the service provider may be required, upon written direction of the CO to re-key or replace the affected lock(s) or badges. Coordination for any combination changes shall be made through the facility manager. The Government may, at its option, replace the affected lock(s), badges, or perform re-keying and deduct the cost of such from the monthly payment due to the service provider.

1.11 Environmental, Health, and Safety Training The service provider shall provide their personnel with environmental, health, and safety training to ensure compliance with all federal, state, and local laws or regulations. The service provider is responsible for ensuring that cleaning materials are used properly and according to instruction.

1.12 Compliance with Laws and Directives The service provider shall have and maintain current licenses, bonds, and insurance as required by Minnesota State Law. The service provider shall ensure custodial services are performed in accordance with commonly accepted commercial practices. In addition, the service provider shall comply with all applicable federal, state, and local laws and regulations including, but not limited to, Occupational Safety and Health Administration (OSHA) and National Fire Protection Association (NFPA).

Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the service provider.

1.13 Quality Control Quality control will be a combined effort of the service provider and the Government based on service provider performance, metrics, and customer complaints.

2 DESCRIPTION OF SERVICES

2.1 Work to be accomplished The service provider will perform a full range of cleaning duties per the attached checklists. The work to be performed under this contract and in accordance with these contract documents shall consist of furnishing all necessary labor, materials, and performance of all work shown and described in the contract documents, all of which are made a part thereof. All work will be accomplished according to work hours and special conditions described in 1.4 above.

Only the service provider and employees are authorized in the building. The service provider shall turn off all designated lights, and close/lock all designated doors, and set building alarm upon vacating the premises.

2.2 Location #1.) 3815 American Boulevard East, Bloomington, MN 55425-1659. The facility to be cleaned consists of one (1) administration building.

The building is approximately 18,824 square feet, consists of two levels, and includes the following:

Entrances Two (2) Entrances

Reception Area/Hallways to include number of drinking fountains

Four (4) drinking fountains total

Office Areas Two (2) cubicles/open office areas on 2nd floor. No cleaning in enclosed office spaces (seven (7) total) besides garbage disposal

Stairwells

Conference Rooms One (1) conference room on second floor, one (1) auditorium on first floor, two (2) conference rooms on 1st floor, one (1) focus room on first floor, one (1) focus room on second floor, one (1) mothers room on 1st floor.

Classrooms to include numbers of sinks Two (2) classrooms, two (2) sinks

Break Rooms/Coffee Stations to include numbers of sinks

Two (2) break rooms, two (2) sinks

Restrooms by male/female/family to include numbers of sinks, toilets, and urinals Three (3) male restrooms, three (3) female restrooms, total of ten (10) toilets, four (4) urinals, and twelve (12) sinks

Stairwells

Staff entrance to main floor, concrete flooring. Second Stairwell is visitor entrance to second floor, carpeted.

Exhibits

Secondary cubicle wing on the southern side

Approximately 6300 square feet is carpet/tile (including steps to the second level), 6680 square feet is exposed aggregate, 5844 feet is sealed concrete. Please see the attached Cleaning Contract Detail Drawings for breakdown of floor types.

2.3 Location #2.) 15865 Rapids Lake Rd, Carver MN 55315. The facility to be cleaned consists of one educational center building.

The building is approximately 7071 square feet, consists of two levels, and includes the following:

Entrances

Two (2) Entrances

Reception Area/Hallway

One (1) drinking fountain total

Office Areas

Five (5) cubicles/open office areas. No cleaning in enclosed office spaces (3 total)

Conference Rooms

One (1) conference room and one (1) display area

Classrooms

Two (2) classrooms

Basement

Large open area meeting space

Break Area

One (1) break area, one (1) sink

Restrooms by male/female/family to include numbers of sinks, toilets, and urinals

Two (2) male restrooms, two (2) female restrooms, total of five (5) toilets, two (2) urinals, and six (6) sinks one (1) outside bathroom with one (1) sink, and one (1) toilet

2.4 Location #3.) Minnesota Valley National Wildlife Refuge (MN Valley NWR). The facilities to be cleaned consist of three (3) vault toilets.

Vault Toilets

Bass Ponds unit - see attached map North Hunter Lot unit -see attached map Louisville Swamp Unit -see attached map

Each location has one vault building with two stalls, no running water, no electricity, one trash, one recycle to be brought to either Rapids or Bloomington visitor center for disposal.

2.5 Frequency of Work The contractor shall perform services at the frequencies specified in the applicable location-specific cleaning checklist. Bloomington services shall ordinarily be performed Monday, Wednesday, and Friday. Rapids Lake services shall be performed weekly, monthly, and periodically as specified. Vault-toilet services shall be performed at the seasonal frequencies specified in the Vault Toilet Cleaning Checklist.

3 SERVICE DELIVERY SUMMARY

The service provider requirements are summarized into performance objectives that directly relate to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success. *Complaints will be researched by the Government to determine their validity.

Performance Objectives PWS

Para Performance Measure

1 Ensure all tasks listed in are performed at the required frequency.

2.3 No more than 1 discrepancy noted during

Quality Assurance Evaluator (QAE) monthly periodic surveillance.

2 All buildings all facilities are fully secured upon completion of work and prior to departure. .

1.9, 2.1 Zero (0) discrepancies noted by the QAE

4 OTHER CONDITIONS

Only the service provider and employees are authorized onsite. Equipment such as radios, fax machines, typewriters, televisions, computers etc. shall not be used by the Service provider or his employees. Use of government telephones will be restricted to official business concerning this contract. All persons employed in the work, while on the premises, shall comply with all building regulations.

5 GOVERNMENT FURNISHED PROPERTY

5.1 The Government will provide trash liners, soap, toilet paper, hand towels, vacuum cleaners, mopping equipment, a large commercial vacuum cleaner, a floor scrubber machine, and a floor buffer. The service provider and personnel are responsible for safeguarding all government property provided for use. The service provider shall report the occurrence of any lost or stolen Government property immediately to the designated Government contact person.

7 OTHER REQUIREMENTS

Quoters are highly encouraged to schedule a site visit (walk-through) of the facility by contacting the point of contact listed below:

Faye Healy

612-720-3420

The Service provider will perform a full range of cleaning duties three times per week; on a weekly basis; and on a monthly basis per the attached Checklists. Quoting service providers shall provide per-month pricing for a base year and up to four option years (SAF) on the attached price schedule.