DRAFT_PWS_FY_24_Folsom_Janitorial_2.docx

CCAO Folsom Janitorial Contract

PERFORMANCE WORK STATEMENT (PWS)

1.0 SCOPE

1.1 OBJECTIVE -

This is a non-personnel services contract for janitorial services. The Contractor shall furnish all personnel, labor, equipment, material, tools, supplies, supervision, management, and services, except as may be expressly set forth as Government furnished, and otherwise do all things necessary to perform the work efforts described in this Performance Work Statement (PWS). All work must be performed in accordance with commercial standards, all local, state, and federal laws.

As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards. Desired results will be specified by task. 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. The government intends to award a Firm Fixed Price Contract.

1.2 BACKGROUND -

The Bureau of Reclamation has a requirement for Janitorial Services located at 7794 Folsom Dam Road, Folsom, CA 95630.

Building Locations:

· Area 001 – American River Water Education Center (ARWEC) – Approximately 5,000 square feet. Comprised of five small buildings (Bldg. 001 is considered 2 buildings, Bldg. 002, Bldg. 003, and Bldg. 004) and five bathrooms.

· Bldg. 010 – Sheriffs – Approximately 3,400 square feet.

· Bldg. 010A – Security Monitoring – Approximately 800 square feet.

· Bldg. 011 – MPCO (Construction) – Approximately 2,880 square feet.

· Bldg. 100 – Entry Control – Approximately 200 square feet.

· Bldg. 106 – Administrative – Approximately 4,930 square feet.

· Bldg. 110 – Engineer’s – Approximately 3,200 square feet.

· Bldg. 111 – Environmental – Approximately 4,320 square feet.

· Bldg. 112 – Information Technology – Approximately 2,880 square feet.

· Bldg. 202 – Civil Maintenance – Approximately 3,200 square feet.

· Bldg. 204A – Property/Procurement – Approximately 1,560 square feet.

· Bldg. 204B – Warehouse, Plant Mechanic Weld Shop Restroom Only- Approximately 30 square feet.

· Bldg. 205A/B – Electrical Shop/C&I Shop – Approximately 3,000 square feet.

· Bldg. 206 – Supervisor Bldg. – Approximately 1,430 square feet.

· Bldg. 207 – Mechanical Shop – Approximately 794 square feet.

· Period of performance shall be for one (1) Base Year and four (4) option years. The Period of Performance is as follows:

Recognized Holidays: The Contractor is not required to perform work on the holidays listed below:

Independence Day

Hours of Operation: The performance of the cleaning shall take place between the hours of 6:00 P.M. and 12:00 A.M. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

The hours shall not be changed unless authorized by the Contracting Officer (CO) or his/her designee. Annual services may be performed on Saturdays or Sundays by two (2) weeks prior arrangement with the Contracting Officer’s Representative (COR). This section provides background that sets the contract within the larger context of the Agency’s operations. It should address where services are to be performed, the importance of the services to be performed, any previous efforts relevant to this procurement, related on-going work, and subsequent work.

Government Furnished Property: The Government will furnish lights, power, and water from regular outlets in the facilities. The Contractor shall instruct all employees in utility conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities.

The Government will provide storage space. The Government will not permit wasteful or unauthorized use of Government-furnished materials. The Government will not be responsible for the loss of or damage to the contractor's property while in storage on Government premises. The government will provide toilet paper, carpet runners and door mats.

The Contractor shall be responsible for all damages to property and to persons, including third parties that occur because of their employees’ fault or negligence. In all instances where Government property or equipment is damaged, a full report of the fact and extent of such damage shall be submitted in writing to the COR within twelve (12) hours.

General Contractor Furnished Property: The Contractor shall furnish all labor, supervision, cleaning supplies, materials, and equipment necessary to perform all services requested.

This shall include, but not be limited to: brooms; brushes; vacuums; wiping, polishing, treated and untreated dusting cloths; wet mops, treated sweep mops; sponges; squeegees; porcelain ware cleaner; liquid and powder detergents; glass cleaner; floor cleaner; floor finish; floor stripper; metal polish; furniture polish; scouring powder, and all suitable, commercial grade, equipment necessary for performance of work. Cleaning materials used will be subject to the Bio Preferred Program, and a complete list of bio-based products, along with further information, will need to be submitted with proposal and every year of service subsequent to award. See Part 6, item 6.2 Bio Preferred Program.

2.0 REFERENCES - The following list of documents are required in the performance of this contract:

Number

Title and Edition

Date

Source

N/A

3.0 TASKS - The contractor shall perform the following tasks:

The following requirements shall be performed in accordance with commercial cleaning standards. Services are broken down into daily, weekly, monthly, and annual sections. Acceptance will be based upon the following performance standards:

3.1 Restrooms Daily: Clean all fixtures toilets, washbasins, showers, mirrors, waste receptacles, dispensers, and wall surfaces, utilizing a cleaner disinfectant. Raise toilet seats. Fixtures (washbasins, toilets) shall be clean and bright; there shall be no spots, stains, rust, or excess moisture, including at the base of toilets.

Empty waste receptacles, service paper towel, soap, and toilet paper dispensers. Toilet paper shall be placed into the dispenser and place one (1) extra roll in case of an emergency. Empty, clean, and disinfect sanitary napkin receptacles; replace soiled bags with new ones. Collect soiled bags in separate containers for disposal. All dispensers shall be filled, and their surfaces wiped clean with a cleaner/disinfectant.

Floors shall be clean and free of dirt, water streaks, and present an overall appearance of cleanliness. Any hand soap that has dripped from the hand soap dispenser shall be cleaned from the floor. Care will be taken not to splash floor wash water onto the wall surface. All surfaces shall be dry and the corners clean.

3.2 Restrooms Weekly: All floors shall be wet mopped weekly. Floors shall be clean and free of dirt, water streaks, mop marks, and present an overall appearance of cleanliness. All surfaces shall be dry and the corners clean.

3.3 Lunchrooms Daily: Floors shall be clean and free of dirt, water streaks, string, gum, grease, tar, and present an overall appearance of cleanliness. Clean all fixtures, sink, waste receptacles, dispensers and wall surfaces, utilizing a cleaner disinfectant. Wipe counter, tables, and chairs using fresh cleaner/detergent. Fixtures shall be clean and bright; there shall be no dust and spots.

Empty waste receptacles, service paper towel, and soap dispenser. All supply dispensers shall be filled and their surfaces wiped clean with a cleaner/disinfectant.

3.4 Lunchrooms Weekly: Floors will be wet mopped weekly. Floors shall be clean and free of dirt, water streaks, mop marks, and present an overall appearance of cleanliness. All surfaces shall be dry and the corners clean.

3.5 Reception Area Daily: Clean both sides of all plate glass entrance doors and reception area window. Glass, metal framework and push-bars shall be clean, free of dirt, dust, streaks, watermarks, spots, and grime. The glass shall not be cloudy. Dust all horizontal surfaces readily available. Light fixtures within reach using an extension pole duster will be dusted to remove cobwebs.

The Director’s conference table shall be kept free of dust, handprints, smudges, stains, and streaks every day. All wood surfaces (furniture) shall be polished. Empty wastebaskets and remove trash to designated disposal area. Waste receptacles are supplied by the Government. Overflow of trash from containers shall be picked up from the floor. All solid waste removed from the interior receptacles shall be transferred to the Government-furnished dumpster. There shall be no overflow around any container. Trash bags must be placed into the dumpster and not thrown over the wall of the enclosure Check for spots on carpets and spot clean carpet to remove stains. Excessive buildup or crusted material shall have been removed along with spots, smears, and stains. There shall be no evidence of fuzzing caused by harsh rubbing or brushing. Cleaned areas shall blend with adjacent areas of carpeting. Smoking receptacles outside front and rear entrances of buildings shall be emptied of all cigarette butts and other waste. Entrance Mats shall be provided by the government; however the contractor shall ensure they are maintained in good condition and replaced when needed, per the size and location below. All door mats shall be: (1) free of snags, tears, or holes, and carpet runners must be vacuumed daily, thoroughly cleaned monthly, and replaced when they do not meet the criteria above.

3.6 Reception Weekly: Picture frames in the reception area of the administration building shall be free of all visible dust, dirt spots, streaks, or smudges. All wood surfaces shall be polished.

Vacuum carpet areas including under desks and tables every Wednesday. Carpet surfaces, baseboards and corners shall be free of dirt, dust and other debris.

All floors will be wet mopped along with all plastic office chair mats. Floors shall be clean and free of dirt, water streaks, mop marks, and present an overall appearance of cleanliness. All surfaces shall be dry and the corners clean.

Dust all Venetian and vertical blinds of all visible dust, dirt spots, streaks, or smudges, accumulated dust, cobwebs, or other foreign matter.

Entrance Mats shall be provided by the government; however the contractor shall ensure they are maintained in good condition and replaced when needed, per the size and location below. All door mats shall be: (1) free of snags, tears, or holes, and carpet runners must be vacuumed daily, thoroughly cleaned monthly, and replaced when they do not meet the criteria above.

3.7 Reception Monthly: Spot-clean walls, carpet, and dust horizontal surfaces. Smudges, marks, or spots shall have been removed without causing unsightly discolorations. There shall be no dust streaks. Corners, crevices, moldings, and ledges shall be free of all dust.

Vacuum all fabric covered chairs and replace 3’ x 4’ carpets runners with clean runners.

Clean all Venetian and vertical blinds with a wet cloth/sponge of all visible dust, dirt spots, streaks, or smudges, accumulated dust, cobwebs, or other foreign matter.

Entrance Mats shall be provided by the government; however, the contractor shall ensure they are maintained in good condition and replaced when needed, per the size and location below. All door mats shall be: (1) free of snags, tears, or holes, and carpet runners must be vacuumed daily, thoroughly cleaned monthly, and replaced when they do not meet the criteria above.

3.8 Reception Semi-annually: The Contractor shall clean all interior and exterior windows in each building in April/October weather permitting unless specified differently in the QASP. All window glass, frames, screens, sills, and adjacent areas shall be free of film, dirt, smudges, fingerprints, cobwebs, watermarks, glass cleaner, and other foreign matter. The Contractor shall within two weeks of the service coordinate with the COR to determine when window cleaning will be accomplished. Carpets shall be shampooed in April/October weather permitting using a wet shampoo/extraction method and treated with a soil/stain resistant coating. Carpets shall be visibly cleaned and free of stains, soil, dirt, dust, cleaning residue and litter. The Contractor shall within two weeks of the service coordinate with the COR to determine when stripping will be accomplished.

Floors shall be stripped of old finish in April/October weather permitting, and then apply fresh floor finish and be free of streaks, mop strands, finish residue, skipped areas and all marks that may be made by the equipment. All floors shall have a uniform luster. The Contractor shall within two weeks of the service coordinate with the COR to determine when stripping will be accomplished.

Entrance Mats shall be provided by the government; however, the contractor shall ensure they are maintained in good condition and replaced when needed, per the size and location below. All door mats shall be: (1) free of snags, tears, or holes, and carpet runners must be vacuumed daily, thoroughly cleaned monthly, and replaced when they do not meet the criteria above.

The Contractor shall NOT:

• Stock janitorial supplies in undesignated areas for convenience

• Clean books or exposed documents on desks, tables, shelves, file cabinets, or move any documents underneath

• Clean up food service items in meeting rooms

• Clean interiors of kitchen appliances

• Clean water dispensers or resupply water bottles

• Disturb any items on the desks

• Open or clean interior fire extinguisher cabinets

• Open or clean HVAC outlets or filter fixtures

• Service coffee or supplies

• Wash any dishes left by employees in the kitchens

3.9 Pre-work Meeting: A pre-work meeting shall be held within ten (10) days after award of the contract, and prior to the beginning of work under the contract, at a time agreed upon by the contractor and the COR. The purpose of the meeting will be to review the contract and the work to be performed. The Contractor shall prepare a work schedule and a list of employees showing the days and times when tasks will be accomplished. Revised service schedules shall be submitted two (2) weeks prior to the end of the month and the new schedule shall begin no sooner than the beginning of the month following submittal.

3.10 Performance Assessment and Disincentives

Monitoring Performance: During the course of the evaluation period, the COR will track Contractor performance. Interim (mid-term) evaluations may be provided to identify strengths and weaknesses in the Contractor's performance during the period being evaluated. At the end of the period, the COR will assess the Contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP) and report to the Contracting Officer.

Contractor Self-Assessment: Following each evaluation period, the Contractor may provide a written self-assessment of its performance to the COR to be considered in its report to the Contracting Officer. The self-assessment shall be submitted not later than 5 working days after the end of each evaluation period. The self-evaluation shall not exceed one page per PRS element. The self-assessment shall address both the strengths and weaknesses of the Contractor's performance during the evaluation period. Where deficiencies in performance are noted, the Contractor shall describe the actions planned or taken to correct such deficiencies and avoid their recurrence. The self-assessment itself will NOT be the basis for the Disincentives determination.

COR Recommendation: The COR will consider all evaluations and any other pertinent information, including Contractor self-assessment, and will prepare a report to the Contracting Officer with findings and recommendations. The Contractor will be provided a copy of the draft findings and recommendations of the COR and will be afforded the opportunity to identify factual errors. The COR's draft recommendation is not subject to negotiation and the COR will not engage in discussions with the Contractor. Any errors identified by the Contractor will be addressed by the COR in its final report. The Contractor will be provided a copy of the final COR report at the same time the report is submitted to the Contracting Officer.

Payment Determination: The Contracting Officer may meet with the COR to discuss the COR's report. The Contracting Officer will make a final determination in writing as to the percentage of work successfully completed, and the resulting payment to be made. A copy of the determination will be provided to the Contractor no later than 45 calendar days after the end of the period being evaluated. All Contracting Officer decisions regarding Disincentives are unilateral decisions made solely at the discretion of the Government.

Deduction: Notwithstanding any other clause of this contract, deduction of the Disincentive will be made within the later of 60 days after the end of the evaluation period or 30 days after receipt of an approved invoice.

4.0 PERFORMANCE REQUIREMENTS SUMMARY

annually

5.0 DATA AND REPORTS - The contractor shall provide the following data and reports as follows:

Item No.

Description

Content

Format

Medium

Delivery

MS Excel

COR upon award and prior to beginning work, update life of contract if changes occur

6.0 DELIVERABLES - The contractor shall submit the following reports in accordance with paragraph 5.0, “DATA AND REPORTS”:

Security: The Contractor, before initiating the performance of work, shall provide the COR with a list of all employees who shall perform work under this contract. The list shall include the full name, aliases, address, telephone, and work assignment of each employee. The Contractor shall notify the COR in writing of any addition, deletion, or change in work assignment within one day of such change. Access to this facility requires contract personnel to undergo a background check administered by the Bureau of Reclamation. Initiation of the background check should be done immediately upon employment; the initial security packet required for each employee should be completed within two days of being issued the documents, and prior to gaining access to the facility. Failure of contract employees to complete their background check documents, complete their fingerprint appointments, and any other aspects of their background check requirements will result in them being restricted from the facility. All new personnel must be escorted by contract supervisor or personnel who have completed their background check and been cleared for access and escort of other contracted personnel who are awaiting clearance. Once contract personnel have cleared security, they will be issued a Personal Identification Verification Card and a Folsom Specific Proximity Badge. The Contractor employees will obtain and display these badges on their persons at all times while on the site, and the PIV will be used to access some areas of the facility. The Contracting Officer’s Representative (COR) will be the sponsoring official and will arrange for personal identity verification card issuance. Cards that have been lost, damaged, or stolen must be reported to the COR and the Issuing Office within 24 hours. If re-issuance of expired credentials is needed, it will be coordinated through the COR. At the end of contract performance, or when a contractor employee is no longer working under this contract, the Contractor will ensure that all identification cards are returned to the COR.

In all areas where access is by key only, doors shall not be propped open while is in progress or at any other time. Other doors to these areas shall not be left open. When leaving the building, the Contractor shall turn off lights in rooms and offices not occupied by Government personnel, lock all windows, and ensure all exit doors are locked.

The Contractor shall establish and implement methods of ensuring that no keys issued to the contractor by the government are lost or misplaced and are not used by unauthorized personnel. No keys issued to the contractor by the Government shall be duplicated.

6.2 Contractor Supervision: The Contractor shall provide an on-site point supervisor identified in the employee list) for contractual matters during all hours of operation and be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary.

The Contractor is responsible for ensuring that his employees do not disturb papers on desks, open desk drawers or cabinets, or use tenant agency supplies, equipment or telephones, except as authorized. Each employee is expected to adhere to standards of behavior that reflect favorably on his/her employer and the Federal Government. No smoking is allowed in any building.

During performance of the contract, the Contractor shall keep the COR apprised of any changes in personnel to ensure that performance is not delayed by compliance with credentialing processes.

6.3 Bio-Preferred Program: The Contractor shall submit with the initial proposal a complete list of bio-based products, along with Safety Data Sheets (SDS) indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of bio-based products, including the information above, purchased to carry out the contract requirements.

The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes. Contractors can find more information about the requirements of the Bio Preferred Program by visiting www.biopreferred.gov.

The Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized laboratory at the contractors’ expense.

6.4 Disinfecting Products for Frequent Touch Points

The Contractor shall submit with the initial proposal a complete list disinfectant products compatible with the CDC’s disinfectant on List N: Disinfectants for use against SARs-CoV-2, the virus that causes COVID 19 that shall be used on frequent touch points in task areas 3.1 through 3.8, along with the Material Safety Data Sheets (MSDS) indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. This information shall be used by CCAO for reporting purposes.

Frequent touch points include internal and external door handles, as well as counter surfaces in restrooms, conference/meeting rooms, kitchen, and reception areas.