Attachment_1_-_Performance_Work_Schedule_Custodial.pdf

140RR027Q0001 Attachment 1 BGNDRF Janitorial Services

Performance Work Statement Brackish Groundwater National Desalination Research Facility

(BGNDRF)

Alamogordo, New Mexico

1.0 General Information

Abbreviations, Acronyms, and Definitions

AAO Albuquerque Area Office

BOR Bureau of Reclamation

CLIN Contract Line Item Number

CO Contracting Officer

CS Contract Specialist

COR Contracting Officer’s Representative

FAR Federal Acquisition Regulation

NAICS North American Industry Classification System

OSHA Occupational Safety and Health Administration

QCP Quality Control Plan

UCB Upper Colorado Basin (Interior Region 7, Reclamation)

NTP Notice to Proceed

PWS Performance Work Statement

PRS Performance Requirements Summary

CDR Contract Discrepancy Report

NLT No Later Than

AQL Acceptable Quality Level (AQL): The maximum percentage defective or the maximum number of defects that can be considered satisfactory on the average. It is the allowable leeway from a standard before the Government will reject the specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory way.

Location and Hours of Operation Reclamation’s Brackish Groundwater National Desalination Research Facility is located at 500 La Velle Rd, Alamogordo, New Mexico, 88310. Alamogordo, New Mexico, is approximately 90 miles from El Paso, Texas, and 80 miles from Las Cruces, New Mexico. Normal hours of operation are 7:00 am to 4:30 pm Mountain Time Monday through Friday. Cleaning may be performed after hours or on weekends after a successful Reclamation background check. See Attachment No. 4 for a detailed floor plan of the facility.

Site Visit Reclamation plans to hold two optional site visits for prospective offerors on November 6, 2026 at 2:00pm MST, and November 9, 2026, at 1:00pm MST. Vendors are encouraged to be present to take measurements and view the site conditions.

Interested Vendors should inform the contract specialist on this solicitation if they plan to attend the site visit. Vendors will be shadowed at all times by a government employee.

To ensure all prospective offerors receive the same information, no questions will be answered during the site visit. Any questions regarding this solicitation must be submitted in writing to the Contract Specialist no later than the stated Q&A deadline. Responses to questions will be provided through a solicitation amendment or other written notice to all prospective offerors, as applicable.

Period of Performance The anticipated Performance of Period for the contract is as follows:

• Base Year: November 24, 2026 through November 23, 2027

• Option Year 1: November 24, 2027 through November 23, 2028

• Option Year 2: November 24, 2028 through November 23, 2029

• Option Year 3: November 24, 2029 through November 23, 2030

• Option Year 4: November 24, 2030 through November 23, 2031

2.0 Contract Effort Required

2.1 Work Schedule

The Contractor shall perform cleaning services twice per week, preferably on Tuesdays and Fridays or an agreed upon schedule that will maintain cleanliness. The scheduled day and time of cleaning will be agreed to by the COR and Contractor and will allow for both flexibility of Contractor staffing and ensure cleanliness of the facility. An ideal schedule will be to have one cleaning day or time outside of busy hours during low or no occupancy.

The Contractor is not required to provide services on observed federal holidays posted online at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/. There are occasional facility closures and BGNDRF staff will notify the Contractor ahead of time.

If the Contractor is unable to perform a scheduled janitorial cleaning, the Contractor shall notify the COR during normal business hours but no later than two (2) hours after the scheduled start time of that cleaning. At the time of notification, the Contractor shall propose two (2) alternative dates within seven (7) calendar days of the missed cleaning to perform the make-up cleaning, from which the COR shall select one. The make-up cleaning shall be performed on the COR-approved date at no additional cost to the Government.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Make-up cleanings do not relieve the Contractor of the obligation to perform the next regularly scheduled cleaning on its normal day. Missed cleanings shall not exceed three occurrences per month. Any pattern of missed cleanings exceeding this threshold, failure to notify the COR within the required timeframe, or failure to propose acceptable alternative dates shall constitute a discrepancy and be addressed in accordance with Section 7.2 of this PWS.

Additional periodic cleaning on unscheduled days may also be required for various events throughout the year that include, but are not limited to Discovering Desal, Pitch to Pilot, and the WIN Workshop. The Contractor shall coordinate with Reclamation for these special cases at least two (2) weeks in advance of the event(s). The time used for periodic cleanings will be in addition to the base hours, see section 2.3.1 Periodic Cleaning Services for details.

Reclamation reserves the right to delay the cleaning in case of an emergency. In this event, the cleaning shall be done as soon as possible. In the event a legal holiday falls on a scheduled cleaning day, the Contractor shall make prior arrangements with the COR to perform the work on another day.

2.2 Submittals

Submit the following for Government review or approval:

• Prepare in English.

• Measurement Units: US Customary Units.

• Label and file name must include contract number and title including Required

Submittal Number (RSN).

• Provide a unique transmittal tracking number for each submittal.

• Review of submittals:

o Time required: The Government will require a minimum of 5 working days to review each submittal or resubmittal, unless otherwise specified.

• Submit the following for Government approval or review.

o Submittal Types: A – Action requiring Government approval and

I – Informational requires Government written receipt.

o Submit to COR one electronic copy for review.

RSN

PWS

Ref

Required Submittal and Description Due Date or Delivery Time Type

S1

7.1

Quality Control Plan

Initial submission: NLT 7 calendar days after contract award. Recertification:

NLT 30 calendar days after exercise of each option year.

A

S2 7.1 Quarterly Progress Reports Within 7 days of each quarter A

S3 7.2.3 Contract Discrepancy Report (CDR) Upon occurrence A

2.3 Description of Services

2.3.1 Routine Cleaning Services

The total square footage of the office, laboratory, and restrooms is approximately 6,000 square feet including approximately 3,600 square feet of tiled surface and 2,400 square feet of carpeted areas. There are a total of 8 rugs (approximately 300 square ft) that are in the office building and test bay area that require vacuuming (or sweeping). There is approximately 1,200 square feet of concrete that needs to be swept in the test bays. See the Performance Requirements Summary (Section 7.3) for work task frequency.

The Government’s janitorial service scope is summarized in the list of work tasks:

• Empty all waste bins in office and test bay areas in the facility. Plastic liners should be replaced as needed. Exterior and interior surfaces of receptacles shall be free of dirt, dust, streaks and spots. Containers shall be washed and disinfected as required, but no less than once each year.

• Full recycling bins shall be emptied into onsite recycling trailer after sorting and removing trash (i.e., only plastic bottles to plastic recycling section of trailer).

• Dust all office, hallway, lobby, and other surfaces to ensure no dust, streaks, bugs, or other debris is present. Contractor shall not move personal items on desks or shelves.

• Dust HVAC registers in hallways and offices so that cobwebs and dust are removed.

• Sweep and mop all tiled floors and clean baseboards and other tiled walls. Tile floors shall be swept, mopped, and disinfected with cleaning material that removes all dirt, debris, and stains from tile surface and grouted areas. Cleaners used shall not be abrasive and shall not damage tile. Lobby furniture shall be moved regularly to sweep behind and underneath.

• Sweep concrete area on the outer edge of the indoor concrete test bays to remove dust, bugs, and debris near rollup doors, exit doors, and area near the entrances to the workshop and chemical storage room.

• Vacuum all carpeted areas including behind doors, under desks, and around furniture.

Carpets shall be clean, stain-free, free of dirt and soil, spot cleaned as required.

• Vacuum, sweep, or pressure wash facility mats so that no bugs, dirt, or other debris is visible on the top or below the mats.

• Clean and disinfect bathroom fixtures, floors, walls, light switches, restroom dividers, and doors. Fill paper towel and toilet paper dispensers, hand soap, and other supplies as needed. Restroom toilets, urinals, showers, vanities, fixtures, mirrors, and dispensers shall be sanitary and free of dirt, mineral deposits, smudges, water stains and markings.

Dispensers shall be full and wastebasket liners shall be free of trash. Countertops and sinks shall be cleaned and disinfected and free of stains and water stains. Outward appearance of partitions and other accessories in restrooms shall have a neat, clean sanitary appearance and wiped down regularly.

• A washing machine and drying rack are provided for the Contractor to wash and dry mops, cloths, and other cleaning supplies. The Contractor must allow for time to ensure clean supplies are available and also keep the washing machine and area around it neat in appearance, clean, and free of debris, dust, and trash.

• Clean break room. Kitchen area shall be sanitary, neat in appearance, clean, and free of debris, dust, and odor-free.

o Wastebasket liner shall be free of trash.

o Towel dispensers shall be full.

o Floor shall be free from dust, dirt, foot, trash, and smudges.

o Clean and disinfect tables, countertop, floors, walls, light switches, and doors;

o Kitchen appliances – exterior surfaces of the refrigerators, microwave, and ice machine shall be clean and free of smudge marks, fingerprints, and streaks.

Inside refrigerator will be cleaned quarterly. Microwave interior surfaces shall be cleaned weekly to remove dirt, dust, streaks, grease, food splatter, and other grime.

• Clean all stainless-steel surfaces such as light switch receptacles, restroom dividers and doors, fire extinguisher compartments, associated hardware. Stainless steel surfaces shall be clean and free of dirt, dust, streaks, watermarks, spots and grime.

• Clean all mirrors and interior glass windows in doors, fire extinguisher compartments and offices. Glass surfaces shall be clean and free of glue/tape, dirt, dust, streaks, watermarks, spots, and grime and shall not be cloudy.

• Clean all glass doors in front entrance (vestibule). Glass surfaces shall be clean and free of glue/tape, dirt, dust, streaks, watermarks, spots, and grime and shall not be cloudy.

• Clean and polish drinking fountains and bottle fillers. Surfaces shall be clean and free of dirt, dust, streaks, watermarks, spots, hard water deposits and grime.

• Test bay concrete area and rugs must be swept or vacuumed. Designated surfaces shall be free of dirt, dust, bugs, and other debris. See floor plan for areas to be swept and rugs that need to be swept or vacuumed.

• Water analysis laboratory o Sweep, mop, dust, and clean as specified elsewhere in the scope.

o Clean laboratory sinks and chrome fixtures. Stainless steel and chrome surfaces shall be clean and free of dirt, dust, streaks, hard water deposits, watermarks, spots, and grime. It is not the Contractor’s responsibility to wash and dry any items/equipment in the sink.

o REPORT TO THE FACILITY MANAGER OR BGNDRF STAFF

IMMEDIATELY ANY SUSPECTED CHEMICAL SPILL IN THE LAB. DO

NOT CLEAN OR TOUCH ANY SUSPECTED CHEMICAL SPILL.

• Cleanup and Disposal of Waste Material - The Contractor shall keep the work area, including storage areas, free from accumulation of waste materials. Before completing the work, the Contractor shall remove from the work area and premises any rubbish, tools, equipment, and material that are not the property of the Government.

2.3.2 Periodic Cleaning Services

Schedule and provide additional janitorial services and light maintenance work for BGNDRF areas not listed above. The following items will be individually priced and will only be invoiced when the work is requested and completed. The COR will coordinate with the contractor to schedule the required services. The Government’s periodic cleaning services scope includes the following items:

A. Clean all exterior glass windows in doors, fire extinguisher compartments and offices, four (4) times per year as requested by the COR. Glass surfaces shall be clean and free of dirt, dust, streaks, watermarks, spots, and grime and shall not be cloudy. Care should be taken to minimize staining on exterior walls. (See Attachment 2, Price Schedule Sub-

CLIN # 3)

B. Shampoo all office carpets annually. (See Attachment 2, Price Schedule Sub-CLIN # 2) C. Perform deep cleaning on tiled floors annually, which may include steam cleaning, scrubbing base boards, and moving furniture in the lobby area annually. Additional tile floor cleaning may be requested by the COR in writing. (See Attachment 2, Price Schedule Sub-CLIN # 1)

D. Perform deep cleaning on painted walls to remove smudges and other marks, four (4) times per year as requested by the COR. (See Attachment 2, Price Schedule Sub-CLIN # 4).

E. As-needed additional custodial services may include any of the tasks mentioned above.

Perform additional cleaning in support of workshops, tours, and other activities at the facility. The COR will submit a request to the contractor, providing a list of the items that need completion. The work shall be completed in accordance with the standards found within this PWS. Total hours worked shall not exceed 20 hours per year (See Attachment 2, Price Schedule Sub-CLIN # 5).

2.4 Supply Management

The Contractor is responsible for stocking sufficient quantities of the government provided supplies and materials in the designated storage areas, restrooms, and other dispensers.

Contractor shall give a minimum of 2 weeks’ notice to the COR when requesting additional supplies.

Janitor closet and storage areas shall be kept clean and in a neat appearance. Supplies shall be stored in designated storage areas and should be arranged and maintained in a neat and orderly manner. All items must be clearly identified on the container as to the content. No unidentified items may be kept in storage areas.

2.5 Energy and Water Conservation

In the interest of energy conservation, lights shall be turned on only in those areas where work is being performed and shall immediately be turned off upon completion of the work.

Heating Ventilation and Air Conditioning (HVAC) – HVAC controls shall not be adjusted by the Contractor. The Government can make changes to the HVAC schedule to improve comfort for Contractor employees. The Contractor must provide a fixed schedule with a request.

Water – Water faucets or valves shall be turned off after the required usage has been accomplished.

2.6 Property Damage

Care shall be taken not to damage any equipment located in the building. The Contractor shall immediately report any damage occurring during cleaning to the Contracting Officer's Representative (COR), as well as any pre-existing or unrelated damage discovered that was not caused by the Contractor. The Contractor shall be held liable for the cost of repair or replacement of Government or personal items within work areas damaged by Contractor employees. To establish a baseline condition and protect the Contractor, all equipment shall be jointly inspected by the Contractor and the COR at the beginning of the contract period during the Post-Award Conference.

The Contractor shall not move or disturb any materials (e.g., lab samples, documents, personal items) or equipment located on work benches, tables, shelves, or other surfaces within laboratories, staff offices, or researcher offices.

If the Contractor or the COR identifies an area that needs to be cleared in order to be fully cleaned, the identifying party shall notify the other at least one (1) week prior to the scheduled cleaning date. The COR will coordinate with BGNDRF staff to clear the area within that timeframe and will notify the Contractor once the area has been cleared and is available for cleaning.

In areas that have not been cleared, the Contractor shall make a reasonable effort to clean around the undisturbed materials or equipment (e.g., vacuuming or mopping floors, emptying trash, wiping accessible surfaces) so that routine cleaning tasks can still be completed to the extent practicable, provided this can be done without moving, touching, or disturbing the materials or equipment in question.

3.0 Personnel Qualifications and Supervision

3.1 – Background Investigation & Access:

Contractors under this Service are subject to background investigation as stated in the Solicitation under WBR 1452.237-80 Security Requirements-Bureau of Reclamation.

Contractors shall complete the requirements to request a background investigation within two weeks of award. PIV credentials are required for all cleaning personnel. The PIV credentialing process is ideally completed within 30-45 days of the initial request; however, this timeline may be delayed due to unforeseen scheduling or processing delays related to fingerprinting and background adjudication.

The Contractor will not be allowed in the building unescorted until they have been satisfactorily adjudicated based on suitability requirements. After the electronic background investigation forms have been received and the investigation is initiated, contractors may perform cleaning duties under BGNDRF staff supervision, during staffed business hours, while the background investigation is pending, provided such access is approved and coordinated with the COR.

Contractors may need to travel to registered USAccess PIV Credentialing Centers outside of the local commuting area. Travel expenses incurred for obtaining PIV Cards shall be the responsibility of the Contractor and are not separately reimbursable by the Government.

3.2 - Supervision The Contractor shall supervise the work, either personally or through a competent foreman, to ensure compliance with the PWS and the terms of this contract. No Government employees are authorized to exercise either direct or indirect supervision over, or provide direction to, the Contractor's employees. The supervisor will have authority to act in the Contractor’s behalf for correcting any complaints, discussing work performance, or coordinating any day-to-day work activities, i.e., washing exterior windows etc. that may occur from time to time. Complaints shall be coordinated with the COR and resolved in a timely manner, in accordance with Section 7.2.

It is the responsibility of the Contractor to ensure that all personal or government articles found by the Contractor’s employees are turned into the COR.

4.0 Training

The Contractor is responsible for all training for its employees except when training can only be provided by Reclamation. Contractor training shall include cleaning basics, information included on the contract, and how to order new supplies. The COR will perform a walkthrough to familiarize Contractor employees with the spaces and will coordinate required safety training prior to services commencing. Requests for training by exception must be provided to and approved by the CO prior to the Government conducting training.

5.0 Safety and Security

5.1 Building Security

Contractor shall be responsible for all keys issued to them and shall be responsible for any costs incurred because of their loss or misuse. The Government will require PIV credentials for the Contractor and Contractor’s employees that will work on evenings or weekends when Government staff are not onsite (See section 3.1 for details). Contractors will check out keys and obtain an alarm code if they will work during these times. Only employees of the Contractor and others authorized by the BGNDRF Facility Manager are allowed in the building.

5.2 Emergencies

All employees shall be familiar with the facility and procedures to follow in the event of an emergency. Telephones in the building may be used in case of emergency. You must first dial 9 to access phone lines outside of the building.

5.3 Safety

The Contractor shall comply with the applicable Occupational Safety and Health Administration (OSHA) Standards specified under 29 CFR part 1910 and other Federal, State, and local regulations for the purpose of providing safety precautions to all employees who are subject to occupational exposure to potentially infectious blood, body fluids and/or materials as a result of the custodial work performed under this contract.

The Contractor shall provide a written Job Hazard Assessment (JHA). A BGNDRF JHA template can be provided by the BGNDRF Facility Manager if requested. Work cannot commence by the Contractor until the Contractor and Facility Manager have signed the JHA. Actions including personal protective equipment, signing, and barricading identified in the JHA are mandatory actions. The Contractor is responsible for each of their employees reviewing and adhering to the JHA before working at BGNDRF.

The Contractor is responsible for providing the necessary training and education to their employees affected by the OSHA standards and ensuring safe and sanitary work conditions for their employees. Training compliant with OSHA 29 CFR 1910 will include at a minimum Hazardous Communication, Personal Protective Equipment, and Bloodborne Pathogens. Proof of training will be provided upon request to verify compliance with these standards. Proof can include a sign-in sheet and the content covered. The Contractor is also responsible for providing, at no cost to its employees, appropriate personal protective equipment such as, but not limited to, gloves, masks, and eye protection (reference section 1910.1030, Bloodborne Pathogens).

Personal Protective Equipment is specialized clothing or equipment worn by an employee for protection against a hazard. General work clothes (e.g., uniforms, pants, shirts, or blouses) not intended to function as protection against a hazard are not considered to be personal protective equipment.

Occupational exposure means reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potential infectious body fluids that may result from the performance of an employee's duty.

The Contractor shall obtain written approval ahead of time for any Contractor-furnished chemicals and shall provide the Facility Manager with all Safety Data Sheets (SDS). The Contractor and the Contractor’s employees shall review SDS sheets for chemicals they are using.

The Contractor must remove all Contractor furnished chemicals upon completion of the task in which it was required. The Contractor shall notify the Facility Manager when the Contractor furnished chemical is removed from BGNDRF.

6.0 Government-furnished equipment (GFE) and materials

6.1 Government-furnished equipment

The Government will provide, without cost, the facilities, equipment, materials and/or services listed below. The Contractor is required to provide requests for new supplies with at least two weeks’ notice.

• Vacuum cleaner

• Water and electrical supplies

• Mopping supplies: mop handles and heads, buckets

• Washing machine and drying rack, soap for washing

• Brooms, dustpans

• Garbage and Recycling receptacles and liners

• Dusting and Cleaning rages

• Pressure washer (for test bay mats)

• Disposable gloves

• Paper towels, toilet paper, hand soap and other restroom consumables

• Cleaning supplies to include and not be limited to glass cleaner; flooring cleaners, disinfectant for restrooms, cleaning products to remove mineral buildup in toilets, urinals and sinks.

• Other materials and supplies required for proper cleaning of buildings including squeegees, spot removers and long reach fan dusters.

• All refuse removal, entomology services and police and fire protection.

• Air freshener(s) for bathrooms.

6.2 Contractor-Furnished Equipment

Except for those items or services specifically stated in Section 6.1, the Contractor shall furnish everything required to perform this statement of work including:

• All equipment and supplies necessary for spot cleaning and the periodic cleaning task of shampooing carpets and deep cleaning of tile floors. The contractor must furnish floor buffers/scrubbers, steam-cleaning, and carpet shampooing equipment.

• All personal protective equipment (beyond gloves provided by the Government).

• Safety Data Sheets (SDS) for all chemicals including cleansers brought to BGNDRF by the Contractor. All products to be used in the performance of the contract shall be considered “green cleaning products” and will comply with the “green provisions and clauses” included in the contract.

7.0 Quality Control

7.1 Contractor Quality Control Plan (QCP)

The QCP shall be submitted within seven days of award and approved by the COR and CO prior to performance of the contract. The contractor shall review and re-certify the QCP annually within 30 days of the exercise of an option year and the Contractor shall submit either an updated QCP reflecting operational or personnel changes, or a formal written certification stating that the previously approved QCP remains accurate and unchanged. The Contractor shall maintain continuity of services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall provide specific plans as to how this service continuity will be maintained.

The minimum requirements for a quality control system will ensure that the required services specified in this contract meet the quality standards outlined in the contract. All work performed under this contract shall be of the highest quality, consistent with best industry practices, to ensure timely provision of services, optimum tenant agency satisfaction, and adequate protection of Government assets. The Contractor is responsible for the inspection and monitoring of all Contractor work performed to ensure compliance with contract requirements. Quality control inspection shall be conducted at least quarterly. The results of all quality control inspections conducted by the Contractor shall be documented on inspection reports and provided to the COR immediately following the inspection. The Contractor shall immediately correct all deficiencies and notify the COR in writing once all deficiencies have been corrected, but no later than three workdays following the inspection. It is also applicable for subcontractors where Government inspection is required. In such cases, it is the Contractor's responsibility to include in writing in each subcontract the use of this standard by their subcontractor. The plan shall be revised by the Contractor during the life of the contract as necessary to ensure that contract objectives are met.

All revisions shall be approved by the COR. The Quality Control Plan shall include, but not be limited to:

• Staffing Plan. A plan which includes a work schedule needed to accomplish specified cleaning tasks. The Staffing Plan shall also include the Contractor's staffing levels (including supervision) depicting various job classifications (e.g. 1 janitor, 1 supervisor).

A roster by name and job title shall also be provided. Individual responsibilities for oversight of the QCP and functions associated with such oversight as well as authority in dealing with Government contracts shall be identified.

• Employee Retention Plan. The Contractor shall implement retention strategies to minimize turnover among employees assigned to the contract. This includes providing competitive compensation packages, offering professional development opportunities, and maintaining open lines of communication between management and staff.

• Inspection System. An inspection system, which shall include all requirements listed in the Performance Work Statement and inspection procedures. The QCP shall identify how the Contractor will correct noted deficiencies immediately. The QCP shall identify who will perform regular inspections and how the inspections will be performed; if the Contractor or Supervisor are not a local company, the QCP must address how quality control will be maintained. Any changes to the inspection systems during the life of the contract must be accepted by the CO.

• Progress Report. The Contractor shall submit quarterly to the COR a self-evaluation report detailing the type and quality of service provided during the prior quarter. This report should include a summary of work performed and any issues that arose.

7.2 Government Inspection and Acceptance

7.2.1 Quality Assurance Surveillance Plan (QASP)

The Government’s Quality Assurance Surveillance Plan (QASP) and inspections are not a substitute for the Contractor’s Quality Control Plan (QCP). The Government will monitor the Contractor’s QCP program in accordance with the standards referenced and listed in the PWS, or other methods deemed appropriate.

The Contractor’s performance will be compared to the contract standards and performance requirements using the QASP.

7.2.2 Cleaning Noncompliance

Noncompliance in cleaning may be cause for adverse consequences under the contract. The Performance Requirements Summary (PRS) establishes an Acceptable Quality Level (AQL) for the tasks listed in the PRS table in Section 7.3. The AQL is the maximum percentage defective, or the maximum number of defects, that can be considered satisfactory on average, and represents the allowable leeway from the standard before the Government will reject the specific service. If surveillance inspections indicate cleaning tasks have not been performed in accordance with the standards listed in the PWS and PRS, including the applicable AQL, the nonconforming service will be documented and may be reflected in the Contractor's CPARS rating, commensurate with the severity and frequency of the noncompliance.

The Contractor may avoid any applicable negative performance documentation for a nonconforming cleaning task if remedied within seven (7) business days for routine cleaning tasks or within two weeks for those tasks that need to be performed quarterly or annually. It is the Contractor's responsibility to notify the COR immediately during normal business hours of inability to perform duties on any day. This situation should not occur more than three times per month. The Contractor shall notify the COR of the reperformance of any nonconforming tasks so that another inspection may be performed.

The COR will consider the findings of inspections/surveillance and/or validated customer complaints and may address any non-compliant standards via the Contract Discrepancy Report (CDR, see Section 7.2.3 Criteria for Evaluating Performance, Section 2.2 Submittal Table, S3, and Attachment No. 5).

7.2.3 – Criteria for Evaluating Performance Discrepancies:

A Contract Discrepancy Report (CDR), Attachment No. 5, will be prepared by the COR and distributed by the CO or CS referenced as S3 in the submittal table (Section 2.2). The Contractor shall complete the applicable portion of the CDR and return it to the CO or CS with a cc to the COR within five (5) business days of receipt. The Contractor shall explain, in writing, why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. If the Contractor does not return the CDR within five business days BOR may proceed with the CDR without the Contractor’s input.

The CS will evaluate the Contractor’s explanation and coordinate with the CO to finalize.

7.3 Performance Requirements Summary (PRS)

For all routine and periodic cleaning services, the COR will perform regular surveillance.

Feedback will be given as positive or negative. A positive incentive is defined as meeting or exceeding the AQL; this may result in positive past performance feedback. A negative incentive is defined as failure to meet the AQL; this will result in negative past performance feedback.

Routine Cleaning Services (PWS Section 2.3.1):

Task Description Method of

Surveillance Frequency Minimum Acceptable Quality Level (AQL)

1 Employee Break Room

Weekly Surveillance / Validated Staff or

Researcher Complaints Twice per week

Employee break room shall be cleaned 95% of time with no more than 3 complaints received during calendar year.

Tables, counter tops, and lobby display surfaces

Periodic Surveillance Twice per week Tables shall be free of dirt, soil, prints, smudges, smears, or any other substances.

3 Water Quality Lab Weekly Surveillance Twice per week Water Quality Lab shall be cleaned 95% of time with no more than 3 complaints received during calendar year.

4 Toilets, urinals and showers Weekly Surveillance Twice per week

Toilets, urinals, and showers are cleaned 95% of time with no more than 3 complaints received during.

Restroom Sinks and Counter tops

Weekly Surveillance Twice per week

Restroom sinks and countertops cleaned 95% of time with no more than 3 complaints received during calendar year.

Servicing and Supplying Restrooms

Weekly Surveillance Twice per week

Restrooms supplies replenished 95% of time with no more than 3 complaints received during calendar year.

Restroom Fixtures and Mirrors

Weekly Surveillance Twice per week

Restroom fixtures and mirrors cleaned at least 95% of time with no more than 3 complaints received during calendar year.

Entrance Doors, Lobby Interior Windowed Doors

Periodic Surveillance Twice per week

All interior glass windows, interior windowed doors, interior windows adjacent to entrances/exits cleaned at least 95% of time with no more than 3 complaints received during calendar year

All tile floors:

Sweeping, Dust Mopping

Weekly Surveillance Twice per week

Bare floors shall be cleaned at least 95% of time with no more than 3 complaints received during calendar year.

Trash/Waste Collection and Removal

Periodic Surveillance Twice per week (or when bin is full)

100% of tasks performed in accordance with the PWS. Any error found and not corrected in accordance with Section 7.2 is considered a discrepancy.

Maximum number of discrepancies = 3 per month.

Drinking Water Fountains and Bottle Filler

Weekly Surveillance Weekly

Drinking fountains shall be cleaned 95% of time with no more than 3 complaints receiving during calendar year.

12 Dusting, Routine Periodic Surveillance Weekly

Low surfaces shall be dusted and cleaned 95% of time with no more than 3 complaints received during calendar year

13 Restroom Walls and Partitions Weekly Surveillance Weekly

Stainless steel partitions cleaned 95% of time with no more than 3 complaints received during calendar year.

Glass Walls and Doors and Interior Windows adjacent to entrance and exits

Weekly Surveillance Weekly

All interior windows and doors in or adjacent to entrances/exits cleaned at least 95% of time with no more than 3 complaints received during calendar year

Metal Fixtures (Excluding Restrooms)

Periodic Surveillance Weekly

All metal fixtures (excluding restrooms) cleaned at least 95% of time with no more than 3 complaints received during calendar year.

Wet Mopping and Machine Mopping Bare Floors

Weekly Surveillance Weekly All bare floors shall be free from dirt, dust, debris, and other foreign materials.

17 Vacuuming Weekly Surveillance /

Validated Staff or Researcher Complaints

Weekly (more often as needed)

Carpets shall be vacuumed at least weekly with no more than 3 complaints received during the calendar year.

Restroom Floors (Including Showers)

Weekly Surveillance Weekly (more often as needed)

Restroom floors & walls (including showers) cleaned at least weekly with no more than 3 complaints received during calendar year.

19 Recyclable materials Periodic Surveillance Weekly (or when bin is full)

Recyclables shall be removed when bins are full, with no more than 3 complaints received during the calendar year.

20 Spot Clean Carpets Periodic Surveillance Monthly

Carpeted areas shall be spot cleaned as needed or requested with no more than 3 complaints received during calendar year.

21 Walls and Doors Periodic Surveillance Monthly

Walls and doors shall be cleaned 95% of time with no more than 3 complaints received during calendar year.

22 Washer, Drying rack

Periodic Surveillance / Validated Staff or

Researcher Complaints Monthly

Washer and Drying rack (and area nearby) shall be cleaned at least monthly with no more than 3 complaints received during calendar year.

Chairs, Plastic and Metal and Tables (conference rooms and break rooms)

Periodic Surveillance Monthly

Plastic and metal chairs shall be cleaned at least 95% of time with no more than 3 complaints received during calendar year.

Sweep test bay upper ramp and concrete floors near perimeter walls.

Periodic Surveillance / Validated Staff or

Researcher Complaints Monthly

All concrete floors shall be free from dirt, dust, debris, and other foreign materials.

Window Blinds, HVAC registers, fire extinguisher compartments and associated hardware, signs

Periodic Surveillance Quarterly (or as requested)

Window blinds, Ceiling Fans and Partitions cleaned at least 95% of time with no more than 3 complaints received during calendar year.

26 Refrigerator Periodic Surveillance Quarterly or as requested

Refrigerator shall be cleaned at least quarterly with no more than 3 complaints received during calendar year

Periodic Cleaning Services (PWS Section 2.3.2):

Task Description Method of

Surveillance Frequency Minimum Acceptable Quality Level (AQL)

Deep clean lobby, hallway, and restroom Floors (Including Showers) and walls

Weekly Surveillance Annually

Remove stains, reduce discoloration, and reduce buildup in grout and tile corners. 100% of floor tile and grout surfaces cleaned and sanitized and grout brushed clean.

2 Shampoo all office carpets

Annually; after work is performed Annually 100% of exposed carpeted areas to be cleaned

All Interior and exterior office, laboratory, and test bay windows

Periodic Surveillance Quarterly (or as requested)

All windows along test bay (room 123) and all interior office windows and windowed doors cleaned at least 95% of time with no more than 3 complaints received during calendar year

8.0 Post-Award Conference

8.1 Prior to commencement of work, a Post-Award Conference (AKA Kickoff Meeting) will be held on site. The CO, COR and Contractor will agree to the date and time of the conference after award. The purpose of this meeting is to discuss the contract terms and work performance requirements.

8.2 The Post-Award Conference will include a tour of the facility with an emphasis on safety features in the facility including, but not limited to eye wash stations, showers and first aid kits.

The tour will also include an inspection of all equipment for damage prior to the start of work, to document its original condition.

8.3 Before work starts, preferably at the Post-Award Conference, the Contractor shall designate in writing a person to act for them if not present in person. In the absence of the Contractor, their authorized representative will take such action as is required to keep the job in process under terms of contract. The presence of the Contractor’s Representative on the job will, in no case, relieve the Contractor of any responsibility for satisfactory performance. The Contractor shall not commence work under this contract until the Contractor has received a written Notice to Proceed (NTP) from the CO.

8.4 The Contractor shall not be entitled to the reimbursement of any costs associated with attendance at the Post-Award Conference.

9.0 Points of Contact (POC)

The following key Government personnel are

Contracting Officer: Mary Maestas mary_maestas@ios.doi.gov

Contract Specialist: Savanna Manning Savanna_manning@ios.doi.gov

Project Manager/ Malynda Cappelle Contracting Officer’s Representative 500 Lavelle Road Alamogordo, New Mexico 88310-9228

(575) 443-6553 mcappelle@usbr.gov mailto:mcappelle@usbr.gov