ADP_Quarterly_Cleaning_PWS.pdf

PERFORMANCE WORK STATEMENT

Bureau of Labor Statistics Office of Administration

Division of Administrative Services Branch of Wellness, Telecommunications, Space and Facility Management

PART 1 – GENERAL INFORMATION

1.1 General Information

The Bureau of Labor Statistics (BLS) is the principal fact-finding agency for the Federal Government in the broad field of labor economics and statistics. With the strongest commitment to integrity and objectivity, BLS will be premier among statistical agencies, producing impartial, timely, and accurate data relevant to the needs of our users and to the social and economic conditions of our Nation, its workers, and their families. BLS' workforce includes economists, mathematical statisticians, computer specialists, administrative, technical, and professional support personnel.

1.2 Description of Services/Introduction

BLS is seeking quarterly cleaning services for its primary Data Center, also called the Automated Data Processing (ADP) Center, located on the ground floor of Postal Square Building (PSB), 2 Massachusetts Avenue NE, Washington DC, 20212. The contract services provider shall be accountable solely to the Government and perform to the standard in this contract.

1.3 Background

The mission of the Division of Administrative Services (DAS) is to plan, develop and direct the Bureau’s administrative functions through expertly managed customer service which facilitates the achievement of all BLS mission critical initiatives in the collection, processing, analysis and dissemination of statistical data to the American public, Congress, and other Federal agencies.

The mission of the Division of Network Management (DTNM) is to act as a support branch of BLS to centrally operate, maintain, enhance, and support the BLS National Office Information Technology (IT) operations within the ADP Center. The primary role of DTNM is to ensure the ongoing high availability and reliability of the IT components as well as telecommunication equipment located within the ADP Center, thus enabling BLS staff to perform their mission critical work across the country. Together, DAS and DTNM have the responsibility of providing and maintaining a safe and controlled environment in the ADP Center to ensure the continued successful operation of all computer equipment housed therein. This equipment is critical to the success of the BLS mission and goals.

1.4 Objectives

BLS requires the services of an experienced contractor to conduct four cleanings of the ADP Center on an annual basis. With the exception of those items specified as government furnished property and services in Part 3, the Contractor shall provide all personnel, equipment, supplies, and non-personal services necessary to perform the quarterly cleaning as defined in this Performance Work Statement (PWS). All Contractor provided items and services shall adhere to the necessary industry standards for this type of work (see sections 1.5 Scope and 1.6 Performance Requirements Summary). The cleanings are necessary to maintain the integrity of the ADP Center and ensure the continued and successful operation of IT equipment housed therein. The cleaning cycle shall result in a dust-free environment.

1.5 Scope

a. The server side of the ADP Center is a temperature controlled environment with regulated power that covers 5,531 square feet (see Appendix 1). It consists of IT equipment (data processing, storage, backup, and network equipment), blade server enclosures, tape libraries, fiber/copper cable plant modules, heavy-duty Power Management Modules (PMM), and Liebert Units. Additionally, the ADP Center also consists of an Embargoed Data Room (EDR) and a Network Operations Center (NOC) facility. During the cleaning process, all work activities shall be accomplished taking special consideration of the data processing environment. The Contractor shall be aware that all work takes place in and around extremely expensive and critical computer equipment. The facility runs 24 hours a day seven days a week, so the computer hardware and air conditioning equipment will be continuously running during the performance of the cleaning services. Cleanings shall take place during the weekend only (Saturday and/or Sunday) on an agreed up date and time.

The Contractor shall employ cleaning techniques that do not disturb or disrupt the ongoing operations of the installed computer equipment.

b. Any destructive particles (e.g. concrete dust, rust, cable-plant debris, airborne particles, etc.)

that are present at the time of a scheduled cleaning and harmful at particle sizes that are invisible to the naked eye (0.5 to .3 microns), shall be eliminated. Airborne dusts, gases, and vapors shall be eliminated within defined limits to help minimize their potential impact on the hardware system components, electrical interfaces, and HVAC equipment. Airborne particulate levels shall be ensured after every cleaning cycle within the limits of ISO 14644-1 Class 8 Standard (Airborne Particulate Cleanliness Classes in Clean Rooms and Clean Zones).

The least stringent of these, Class 100,000, is generally accepted as an appropriate measure of data center environments. Air quality testing results shall be provided by the Contractor prior to and at the completion of each quarterly cleaning session. Air testing equipment shall be provided by the Contractor and must be of industry approved standard.

c. The Contractor shall vacuum thoroughly and dust all equipment located in the ADP Center such that they are free of dust, dirt, and debris. This includes, but is not limited to, all hardware racks, Liebert Units, ceiling-mounted wire trays, power panels, etc. Special attention shall be given to intake and exhaust vents on all hardware devices.

d. The Contractor shall clean the raised access floor surface. Before beginning the floor surface cleaning, the Contractor shall first clean all equipment within the ADP Center (see

1.5 Scope, c.). The floor cleaning shall include vacuuming, stripping, buffing, and mopping.

The Contractor shall ensure no liquids (water, cleaning fluid, etc.) leak into the sub-floor areas while cleaning the raised access floor surface.

e. The Contractor shall clean under the raised access floor using appropriate HEPA compliant vacuum cleaners and dust attractive cloths. In order to access the sub-floor, the Contractor shall utilize one of the following approved floor panel lifting devices: suction cup lifters, claw lifters, or Velcro lifters. The use of screwdrivers, pliers, hammers, or other objects to pry and lift panels and the movement of any installed equipment is prohibited. All perforated (air vent) tiles shall be cleaned of dirt. Removing dirt from the perforated tiles on the bare floor is prohibited. The Contractor must access the sub-floor without disturbing electrical connections, temperature sensors, and safety devices. Cleaning of the sub-floor shall minimally include vacuuming and the cleaning of all perforated floor tiles.

1. Please note: The raised access floor shall be removed and replaced in incremental sections so as not to disrupt the temperature controlled climate in the ADP Center.

f. The Contractor shall clean the ceiling tile and above the ceiling tile in the ceiling plenum using an appropriate HEPA compliant vacuum cleaner. The ceiling tile and the ceiling plenum shall be free of all dirt, dust, and debris. Cleaning of the ceiling tile shall include all light fixtures as well ceiling tile with fire protection fixtures/elements.

g. When a quarterly cleaning is completed, all walls, baseboards, and other surfaces shall be free of splashes and markings from the equipment and materials used. The Contractor shall ensure that all waste and cleaning materials are removed from the building and any items moved during the cleaning process are returned to their original location.

h. The Contractor shall replace any tile, material, or equipment damaged during the cleaning process at no additional cost to the Government. Any pathways used during the process of floor cleaning, specifically to and from the main entrance, shall be left in a clean state.

1.6 Performance Requirements Summary (PRS)

a. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The Acceptable Quality Level (AQL) briefly describes the minimally acceptable performance threshold required for each performance objective.

b. The PRS and the Contractor’s Quality Control Plan (QCP) provide information on contract requirements, the expected level of contractor performance, and the expected method of government validation and confirmation of services provided.

c. The performance objectives and the AQLs outlined below are critical to mission success.

Performance Objective

PWS

Paragraph

Acceptable Quality Level

(AQL)

Remedy Method of Assessment

Exterior Hardware and Equipment Cleaning

1.5 Scope, c.

Exterior Hardware/Equipment are free of dust, dirt, and debris.

Re-performance within two (2) hours of notification

Evaluation by the COR or task monitor (before and after a quarterly cleaning is conducted)

Dust Free Environment

1.5 Scope, b.

Destructive particles, dusts, gases, and vapors shall be eliminated within defined limits.

Re-performance within two (2) hours of notification

Air quality testing report (before and after a quarterly cleaning is conducted)

Top Floor Surfaces

1.5 Scope, d.

Raised floors have a uniform appearance free of dirt, residue build-up, stains, scuffmarks, water streaks, and other discoloration.

Perforation tiles are free of film, dirt, smudges, water, and other foreign matter.

Re-performance within two (2) hours of notification

Evaluation by the COR or task monitor

Sub-Floor Plenum

1.5 Scope, e.

The sub-floor plenum is free of dirt, dust, and debris.

Re-performance within two (2) hours of notification

Evaluation by the COR or task monitor (before and after a quarterly cleaning is conducted)

Ceiling and Ceiling Plenum

1.5 Scope, f.

The ceiling plenum is free of dirt, dust, and debris.

Re-performance within two (2) hours of notification

Evaluation by the COR or task monitor (before and after a quarterly cleaning is conducted)

Walls, Baseboards, and Other Surfaces

1.5 Scope, g.

All walls, baseboards, and other surfaces shall be free of splashes and markings.

Re-performance within 30 minutes of notification

Evaluation by the COR or task monitor

After Cleaning Clean Up

1.5 Scope, g.

All waste and cleaning materials are removed from the building and any items moved during the cleaning process are returned to their original location.

Re-performance within 30 minutes of notification

Evaluation by the COR or task monitor

Damaged Tile and/or Material(s) Replacement

1.5 Scope, h.

Replace any tile and/or material damaged during the cleaning process at no additional cost to the Government.

Provision of new tiles and/or materials within 2 business days

Evaluation by the COR or task monitor

Damaged Equipment Replacement

1.5 Scope, h.

Replace any equipment damaged during the cleaning process at no additional cost to the Government.

Provision of new equipment within 3 business days

Evaluation by the COR or task monitor

Project Manager Qualifications

1.7 Key

Personnel, a.

Must meet all qualifications as outlined in section 1.7 Key Personnel, section a. (ADCCP certified to provide ISO 14644 Class 8 service and have a minimum of two years of experience in the data center cleaning field).

Hire an employee who meets all required qualifications

Project Manager Resume

Personnel Qualifications

1.7 Key

Personnel, b.

Must meet all qualifications as outlined in section 1.7 Key Personnel, section b. (80% of the cleaning personnel must have a minimum of one year of experience in the data center cleaning field and be permanent employees of the company who have been employed for 12 months or more.)

Hire employees who meets all required qualifications

Cleaning personnel resumes

Quality Control 1.10 Quality Control

1 Valid defect per quarter Provision of the inspection plan or checklist as outlined in section 1.10 Quality Control to include the identified defect and how it will be monitored in the future to ensure no reoccurrence.

Evaluation by the COR or task monitor

1.7 Key Personnel

a. Project Manager: The Project Manager must be onsite during the quarterly cleaning sessions. The Project Manager must be ADCCP certified to provide ISO 14644 Class 8 service and must have at least two years of experience in data center cleaning activities.

b. The Contractor shall utilize personnel with a minimum of 12 months documented data center cleaning background experience. At least 80% of the Contractor’s proposed personnel shall be permanent employees of the company and have been employed for 12 months.

1.8 Special Considerations

The ADP Center is protected from fire by an FM-200 Fire Suppression System. In addition to monitoring the contract crew at all times while in the Postal Square Building, including the ADP Center, the onsite BLS Federal government POC on the day of the cleaning will be responsible for communicating with the on duty building engineer and ensuring that the alarm system has been disarmed for the duration of the scheduled cleaning. Under no circumstance shall a cleaning be conducted while the alarm is active.

1.9 Period of Performance

The period of performance shall be for one (1) base year of 12 months and four (4) option years of 12 months each.

• Base Year

• Option Year 1

• Option Year 2

• Option Year 3

• Option Year 4

1.10 Quality Control

The contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to prevent, identify, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which the contractor assures that the work being completed complies with the requirements of the contract. The contractor shall deliver a QCP to the Contracting Officer (CO) and Contracting Officer Representative (COR) within 30 calendar days of the contract award. The QCP shall be re-submitted in writing to the CO and COR within five (5) working days when changes are made thereafter. After acceptance of the QCP, the contractor shall receive the CO’s acceptance in writing of any proposed changes.

Minimally, the QCP should include the following:

a. Address all areas identified in section 1.6 Performance Requirements Summary.

b. An inspection plan or checklist tailored to the ADP Center being cleaned under this contract.

This plan shall detail how the services at the work site shall be inspected/tested to ensure the outcome of the work meets all quality standards set forth in the contract and shall include the following:

1. Date of inspection/test

2. Location of inspection/test

3. Description of findings

4. Description of actions taken (if necessary)

5. Method of addressing identified deficiencies to ensure they do not reoccur

6. Signature and date of completion

1.11 Quality Assurance

The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate.

1.12 Hours of Operation

Each quarterly cleaning will occur on a weekend day, either Saturday or Sunday, starting in the morning. The exact start time, date, and month may vary depending on the schedule of the contractor and the BLS COR or designated task monitor. However, cleanings must occur quarterly and begin no earlier than 7 am and no later than 10 am on the scheduled day. The COR, in consultation with the task monitor, and the contractor will work together each quarter to select a cleaning day that works for all parties.

1.13 Place of Performance

The work to be performed by the contractor under this contract will take place at the Bureau of Labor Statistics, Postal Square Building, 2 Massachusetts Avenue N.E., Washington, DC, 20212, Room G180.

1.14 Type of Contract

Firm Fixed Price

1.15 Physical Security

The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each cleaning day, government facilities, equipment, and materials shall be secured.

1.16 Post Award Conference

The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5.

The CO, COR, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings the CO will apprise the contractor of how the Government views the contractor’s performance, and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.17 Contracting Officer Representative (COR)

In order to improve and standardize the federal acquisition workforce, the Office of Federal Procurement Policy created the Federal Acquisition Certification for Contracting Officer Technical Representatives (FAC-COR). The program established core competencies and set government-wide standards regarding minimum training requirements for all CORs. The COR will be identified be a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

a. Assure that the contractor performs the technical requirements of the contract

b. Perform inspections necessary in connection with contract performance

c. Maintain written and oral communications with the contractor concerning technical aspects of the contract

d. Issue written interpretations of technical requirements, including government drawings, designs, and specifications

e. Monitor the contractor’s performance and notify both the CO and the contractor of any deficiencies

f. Coordinate the availability of government furnished property

g. Provide site entry of contractor personnel

A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or prices, estimates, or delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.18 Task Monitor

The task monitor is authorized to monitor contractor performance on the day of scheduled cleanings and perform the following functions on behalf of the COR:

a. Assure that the contractor performs the technical requirements of the contract on the day of scheduled cleanings

b. Perform inspections necessary in connection with contract performance on the day of scheduled cleanings

c. Monitor the contractor’s performance on the day of scheduled cleanings and notify the COR of any deficiencies

d. Coordinate the availability of government furnished property

e. Provide site entry of contractor personnel

1.19 Deliverables

Deliverables will be presented to the COR or other BLS employee overseeing the cleaning.

Deliverables will be provided in accordance with the chart below.

Requirement Frequency Number of Copies

Medium /Format

Replacement parts are furnished within 2 business days of damaging tile or material.

Each time a tile or material is damaged during a cleaning N/A

Replacement Part

New replacement equipment is furnished within 3 business days of the original equipment being damaged.

Each time equipment is damaged during a cleaning N/A

New Replacement Equipment

Employee Qualifications Documents

15 calendar days before a scheduled cleaning if a new employee(s) is proposed. 1

Emailed Electronic Document

Quality Control Plan

Within 30 calendar days of the contract award, and within five (5) working days when changes are made thereafter. 1

Emailed Electronic Document

Inspection plan or checklist (part of the

QCP)

Each time a defect is identified during or after a quarterly cleaning 1

Emailed Electronic Document

PART 2 – DEFINITIONS AND ACRONYMS

2.1 Definitions

• Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

• Contracting Officer (CO): A person with the authority to enter into, administer, and terminate contracts, and make related determinations and findings on behalf of the government. The only individual who can legally bind the Government.

• Contracting Officer Technical Representative (COR): An employee of the Government appointed by the CO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does not have the authority to change the terms and conditions of the contract.

• Defective Service: A service output that does not meet the standard of performance associated with the PWS.

• Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

• Free: All harmful particle sizes that are invisible to the naked eye (0.5 to .3 microns), shall be eliminated. Airborne particulate levels shall be ensured after every cleaning cycle within the limits of ISO 14644-1 Class 8 Standard (Airborne Particulate Cleanliness Classes in Clean Rooms and Clean Zones). The least stringent of these, Class 100,000, is generally accepted as an appropriate measure of data center environments.

• Physical Security: Actions that prevent the loss or damage of government property.

• Quality Assurance: The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

• Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

• Quality Control: All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

• Task Monitor: An employee of the Government authorized to monitor and evaluate contractor performance on the day of scheduled cleanings. This individual has authority to provide technical direction to the contractor on behalf of the COR as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does not have the authority to change the terms and conditions of the contract.

2.2 Acronyms

ADP Automated Data Processing

BLS Bureau of Labor Statistics BWTSFM Branch of Wellness, Telecommunications, Space, and Facility Management CO Contracting Officer COR Contracting Officer Representative DAS Division of Administrative Services DOL Department of Labor DTNM Division of Technology and Network Management EDR Embargoed Data Room eQIP Electronic Questionnaires for Investigations Processing FAC Federal Acquisition Certification FAR Federal Acquisition Regulation GSA General Services Administration

IT Information Technology NOC Network Operations Center

OA Office of Administration OCI Organizational Conflict of Interest

OTSP Office of Technology and Survey Processing PIC Personal Investigation Check

POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QCP Quality Control Program

PART 3 – GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Facilities

The Government will furnish or make available the necessary workspace for the contractor staff to provide the support outlined in the PWS. The facility in which the contractor staff will be working has been inspected for compliance with the Occupations Safety and Health Act (OSHA), and no hazards have been identified. The contractor will have access to the loading dock for parking of up to three vehicles, a janitorial closet for a water supply, a freight elevator for transportation of cleaning equipment and supplies, and restrooms. The contractor’s vehicle registration tags must be valid. The driver must have a valid state or Federal identification badge.

3.2 Utilities

All utilities in the facility will be available for the contractor’s use in performance of the tasks outlined in the PWS. 110v electrical power outlets will be available to the contractor to enable the operation of cleaning equipment. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

3.3 Materials

The Government will provide Standard Operating Procedures (SOPs) and policies, as applicable.

PART 4 – CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General

• The contractor shall furnish all supplies, equipment, tools, materials, facilities, transportation, supervision, and all other items and services required to perform the work under this contract that are not listed under Section 3 of this PWS.

• All vacuum equipment used shall be equipped with HEPA filtration systems and utilize anti-static tools to avoid electrostatic discharge.

• All equipment shall be fully grounded and shall be equipped with three-pronged plugs. The contractor shall only use those electrical receptacles identified for use by the Government.

• All contractor equipment utilized in the performance of this contract shall avoid static, magnetic, or electric discharges that could harm exposed equipment, particularly, the micro-electronics behind the chassis of IT equipment.

• Any cleaners used shall not contain ammonia or dangerous solvents.

• The vacuum equipment shall be equipped with suction and filtration in order to ensure the fragments of mopping or cleaning lint or textile fibers, etc., are retained by the machines and not allowed to re-circulate within the ADP Center.

• The Contractor shall not use steel wool brushes when cleaning the floor.

APPENDIX 1 – ADP CENTER MAP