20210514_PWS_FINAL_Custodial_Hohenfels - Attachment 1.pdf

Performance Work Statement (PWS)

Custodial Services at United States Army Garrison (USAG)

Bavaria – Hohenfels

(14 May 2021)

Contents

1.0 General Information

1.1 Overview

1.2 Background

1.3 Objectives

1.4 Hohenfels Climatic Conditions:

1.5 Facility Access

1.5.1 Buildings Log Book

1.6 Traffic Flow and Road Closures

1.7 Restoration of Landscape Damage

1.8 Dust Suppression

2.0 Requirements

2.1 Description of Services and Scope

2.1.1 Non-Personal Services

2.1.2 General Information

2.1.3 Place of Performance and Hours of Operation

2.1.4 Holidays

2.1.5 Travel/Temporary Duty

2.1.6 Emergency Services:

2.1.7 Contract Administration and Management

2.1.8 COR/ACOR Functions

2.1.9 Quality Control Submittals

2.1.10 Subcontract Management

2.1.11 Contractor Employees

2.1.12 Business Relations

2.1.13 Data Rights

2.1.14 Non-Disclosure Requirements

2.1.15 Non-Disclosure Statements

2.2 Work Management:

2.3 As-Builts and Geospatial Information System (GIS):

2.4 Historic Property or Archaeological Site:

2.5 Special Requirements

2.5.1 Security

2.5.2 Security Trainings

2.5.3 Safety

2.5.4 Training, Physical Requirements, and/or other Expertise Required

2.5.5 Environmental Requirements

2.5.6 Contingency Plans:

2.5.7 Disposal of Unserviceable Material

2.5.8 Authorization to Perform Services in Germany

2.5.9 Electromagnetic Compatibility Directive

2.5.10 Conventional Forces Europe Treaty (CFET) Verification Inspection

2.6 Job Order Contract (JOC) Quality Assurance (QA)/ Inspection Support:

3.0 Performance Requirements and Standards

3.1 High Level Objectives

3.1.1 Performance Task Requirements, Standards, and Acceptable Quality Levels

3.2 Transition:

3.3 Service Contract Reporting

3.3.1 System for Award Management (SAM) Service Contract Report (SCR)

3.3.2 Steps for Submitting a Service Contract Report (SCR)

3.3.3 Steps for Editing a Submitted Report

3.4 Market Research Questionnaire

4.0 Performance Requirements Summary (PRS) Matrix

4.1 Quality Assurance

4.2 Quality Control Plan (QCP)

5.0 Common Levels of Service (CLS)

6.0 Deliverables

7.0 Related Documents

7.1 Definitions and Acronyms

7.1.1 Definitions

7.1.2 Acronyms

7.2 Applicable Directives, Publications

7.2.1 Specific Host Nation and EU Laws, Regulations, Ordinances, and Rules

7.3 List of Technical Exhibits (TE)

7.4 Government-Furnished Material (GFM)/ Property (GFP)/ Equipment (GFE)

7.4.1 Utilities

7.4.2 Facilities

7.4.3 Materials

7.5 Contractor-Furnished Material (CFM)/ Property (CFP)/ Equipment (CFE)

7.5.1 Contractor-Furnished Material and Responsibilities

7.5.2 Contractor-Furnished Items

7.5.3 Contractor Facilities

7.6 U.S. Department of Labor (DOL) Wage Determination (WD):

TECHNICAL EXHIBIT 1

Estimated Workload Data

TE 1.1 Buildings and Cleaning Frequencies Oversight

TE 1.2 Cleaning of Walk-Off Floor Mats and Rugs in Ares for Children IAW 3.1.1.2.6.1 ... 91

TE 1.3 Annual Basic Cleaning IAW 3.1.1.3

TE 1.4 Semi-Annual Basic Cleaning IAW 3.1.1.3

TE 1.5 Miscellaneous Cleaning Requirements

TECHNICAL EXHIBIT 2

Cleaning Requirements and Frequencies

TE 2.1 Cleaning Requirements and Frequencies for Fitness, Bowling, Recreation Center

TE 2.2 Cleaning Requirements and Frequencies for Child Facilities

TE 2.3 Cleaning Requirements and Frequencies for Administrative Areas

TECHNICAL EXHIBIT 3

Custodial Services Change Request

1.0 General Information

This is a non-personal service(s) contract to provide custodial services at USAG Bavaria

– Hohenfels under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration to the supervision and control usually prevailing in relationships between the Government and its employees. The Government will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this PWS. Contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS.

1.1 Overview

The Contractor shall provide Custodial Services at USAG Bavaria – Hohenfels. The work and the frequency are defined in the in paragraph 3.0 Performance Requirements and Standards. These works include recurring custodial services, basic cleaning services, on-demand extra cleaning services and comprise but are not limited to the following: cleaning restrooms/toilet areas/locker rooms, common areas, and offices; removing trash and emptying recycle bins; cleaning of various floor surfaces including spot cleaning carpet;

cleaning windows; dusting; deep cleaning of floors and carpets and rugs; and other associated work as coordinated with the Contracting Officer’s Representative (COR) and/or Alternate Contracting Officer’s Representative (ACOR).

1.2 Background

The service includes recurring custodial services, basic cleaning services, on-demand extra cleaning services to be performed at administrative facilities, camps, and training areas at USAG Bavaria Hohenfels with an aggregate floor space of approx. 56,165 square meters (sq. m.) in total of approximately one hundred and eighty (180) buildings including several buildings at the Water Plant, TAC SITE 29 and ASP2 located at the distance of approximately ten (10) kilometers (km) from the Hohenfels Main Post. The total aggregate floor space includes Child and Youth Centers and Services (buildings 44, 47, 72, 111, and

112) with a total aggregate floor space of approximately 3,162 sq. m. as well as the Fitness Center (building 88) with a total aggregate floor space of approx. 2,460.00 sq. m. The buildings, the cleaning frequencies, the opening hours, and the square meters may increase and/or decrease depending on demand and may deviate from the declared total aggregate floor space indicated in Technical Exhibit (TE) 1 Estimated Workload Data. The services specified under this contract are to be performed in coordination with COR and/or ACOR in accordance with (IAW) AR 420-1 on Army Facilities Management, AR 608-10 on Child Development Services, and German federal workplace ordinance (Arbeitsstättenrichtlinie, ASR A 4.1), and further regulations defined in 7.2 Applicable Directives, Publications.

1.3 Objectives

The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal, State, and local laws, regulations, and directives to include, but not limited to, the publications described under 7.2 Applicable Directives, Publications of this PWS. The Contractor shall ensure that all work meets the level of service, performance standards, frequencies, and/or tolerances specified in the PWS.

The Contractor shall compile historical data, prepare required reports, and submit all information as specified by 6.0 Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost-effective ways to fulfill the standards specified herein emphasizing innovation and commercial best practices. The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS.

1.4 Hohenfels Climatic Conditions: N/A

1.5 Facility Access

The Contractor shall ensure access to all fire detection and suppression systems in case of emergencies or for other Fire Department purposes. The Contractor shall inform the Fire Department point-of-contact (POC), prior to outages that will impact the function of the system, special problems or circumstances, which require Fire Department inspection.

The Fire Department will reset alarm systems to operational status.

In case the Contractor is not able to access a building, a facility, an area, and/or an office to perform the service(s), the Contractor shall inform the COR and/or the ACOR in typed writing about the closure(s) not later than (NLT) 08:30 a. m. the next work day after the closure(s) [Deliverable A.001]. In case of a building closure, the Contractor still shall coordinate another appointment for cleaning with the building manager and ensure that the cleaning standard is kept. Closures shall become a part of the Quality Control Plan (QCP) and shall include at least the date of the closure, the time of the closure, the name of the cleaning worker, the number of the building, the number of the closed room (if applicable), the type of the area (office, common area, restroom/locker room), and the square meters that were not cleaned. On the first or the second day of each month, the Contractor shall provide to the COR and/ACOR an overview of all announced closures of previous month; the overview shall include the dates of the closures, the times of the closures, the number of the buildings, and the numbers of the closed room(s) (if applicable), the types of the areas (office, common area, restroom/locker room), and the square meters that were not cleaned, and indicate whether the closure days were weekends, Host Nation, and/or U.S. Holidays [Deliverable A.002]. Refer to 1.5 for Traffic Flow and Road Closures; to 2.1.4 for Holidays; to 4.2 for Quality Control Plan; to 6.0 for Deliverables. In case any building and/or an office cannot be cleaned and/or in case closures demonstrate a tendency (e. g. a building is closed the same days of the week and/or at the same time and/or the building cannot be accessed on a regular basis), the Contractor shall schedule cleaning appointments with building managers in order to ensure that cleaning takes place IAW the cleaning standard; services shall not be uninterrupted. In case the cleaning clock hours suggested by the Contractor become unsuitable for the building managers due to changes in operation hours or due to any other administrative reasons, the Contractor shall be able to adjust the cleaning clock hours upon agreement with the building manager(s) and in coordination with COR’s and/or ACOR’s.

1.5.1 Buildings Log Book

The Contractor shall establish in coordination with COR and/or ACOR but within one (1) month after the start of the contract if not coordinated otherwise, a buildings log book and keep information of the log book updated. The buildings log book shall include at the minimum the date of the latest log book update and the latest update date related to each building; building numbers; availability of keys/codes to these buildings; buildings operation hours with indication of Host Nation and/or U.S. Holidays; specific cleaning hours of buildings (if applicable); square meters to be cleaned for common areas, restrooms/toilet areas/locker rooms, and offices and buildings plans (if applicable); names and telephone numbers of responsible buildings POCs and alternate POCs; building purpose(s) (e. g. Library, Church, etc.) and/or customers (if applicable e. g., Panthers). If coordinated with COR and/or ACOR, the Contractor shall also indicate reimbursable customers in the buildings log book. As attachment to the buildings log book, a listing of all buildings with the square meters of all areas to be cleaned shall be prepared and maintained by the Contractor. Non-removable stains and discolorations with their exact location(s) and pictures may be also included into the log book. The log book shall be delivered to COR and/ACOR after every update takes place but at least every three (3) months during the lifetime of the contract [Deliverable A.003].

1.6 Traffic Flow and Road Closures

Emergency road closures shall be coordinated with the COR and/or ACOR. In case the Contractor is not able to access a building and/or facility to perform the service due to a road closure, the Contractor shall inform the COR and/or ACOR IAW 1.5 Facility Access.

1.7 Restoration of Landscape Damage

Trees or other landscape features damaged by the Contractor’s operations shall be restored at no additional cost to the Government. The COR and/or ACOR will decide the method of restoration for trees or whether damaged trees will be removed.

1.8 Dust Suppression

The Contractor shall perform dust suppression in coordination with the COR and/or ACOR.

2.0 Requirements

2.1 Description of Services and Scope

2.1.1 Non-Personal Services

The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government IAW Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.1.2 General Information

2.1.2.1 Period of Performance (PoP)

The PoP consists of five (5) years and is as follows:

01 December 2021 – 30 November 2022 (Base Year);

01 December 2022 – 30 November 2023 (First Option Year);

01 December 2023 – 30 November 2024 (Second Option Year);

01 December 2024 – 30 November 2025 (Third Option Year);

01 December 2025 – 30 November 2026 (Fourth Option Year).

2.1.3 Place of Performance and Hours of Operation

The work to be performed under this contract will be performed throughout the USAG Bavaria – Hohenfels. Refer to 2.1.5 for Travel/Temporary Duty.

2.1.3.1 Hours of Operation

The Government's regular offices’ hours of operation are from 0730 to 1600 hours Monday through Friday except on Federal and Host Nation holidays or when the Government facility is closed due to local and/or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall have regular offices’ hours of operation from 0730 to 1600 hours Monday through Friday except on Federal and Host Nation holidays (refer to 2.1.4.1 for Contractor Response Time and Support Hours).

The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ.

The Contractor shall be able to provide cleaning services between 0730 and 2100 Monday through Sunday as well as on local Host Nation and on U.S. holidays identified in 2.1.4 Holidays. In case the cleaning clock hours below shall be changed due to modifications of building operation hours or due to any other administrative reason, the Contractor shall be able to adjust the cleaning clock hours upon agreement with the building manager and after COR’s and/or ACOR’s approval NLT ten (10) calendar days after the request and COR’s and/or ACOR’s approval. Refer to 1.5 for Facility Access.

2.1.3.1.1 Hours of Operation at Administrative Areas

Mainly, recurring custodial services at administrative areas shall be provided by the Contractor between 0730 and 1600 Monday through Friday. Refer to 1.5 for Facility Access.

If not coordinated with the building manager and/or COR/ACOR otherwise, the Contractor shall provide and complete recurring cleaning services at the Bank Building (building 41) before 0800 o’clock in the morning.

If not coordinated with the building manager and/or COR/ACOR otherwise, the Contractor shall provide and complete recurring cleaning services at the Library (building 49) before 1000 o’clock in the morning.

In case a facility is closed due to local Host Nation and/or U.S. holiday(s) and/or due to administrative closure, no services are required to be provided in high use administrative areas with five (5) times a week (5W) services. Services that are not/were not provided shall not be invoiced by the Contractor. In normal use administrative areas with three (3) times a week (3W) services, services shall be performed either the closest work day prior to the holiday or the next following work day after the holiday but all the three (3) services shall be provided by the Contractor. The Contractor shall plan the cleaning the way that holidays neither influence nor exclude the once a week (1W) and/or once a month (1M) services. In case it was not possible to the Contractor to provide the services, these shall be reported in written to the COR/ACOR as described under 1.5 Facility Access. Only performed and accepted services including the exact number of cleaned square meters may be invoiced. Refer to 2.1.4 for Holidays.

2.1.3.1.2 Hours of Operation at Child and Youth Facilities

Services at Child Development Center (CDC), Youth Center (YC), School Age Center (SAC), and Child and Youth Sports (CYS) facilities are required on local Host Nation holidays; no services are required on U.S. holidays. Only performed and accepted services including the exact number of cleaned square meters may be invoiced. Refer to 2.1.4 for Holidays.

2.1.3.1.2.1 Recurring Custodial Services at CDC

If not coordinated with the building manager and/or COR/ACOR otherwise, recurring custodial services at CDC (buildings 111) shall be provided by the Contractor between 1000 and 1300 hours and between 1800 and 2100 hours Monday through Friday IAW paragraph 3.1.1.2.10 Custodial Services for Child and Youth Facilities five (5) times a week (5W) excluding U.S. holidays. For the cleaning services during the lunch time (if applicable and if coordinated with COR and/or ACOR), the Contractor shall provide at least one (1) employee dedicated to the CDC during the lunch hours of operation and have a separate performance certificate such as sign-in / sign-out sheet in order to invoice this service.

Only performed services including the exact number of cleaned square meters may be invoiced. Refer to 2.1.4 for Holidays.

2.1.3.1.2.2 Recurring Custodial Services at SAC and YC

If not coordinated with the building manager(s) and/or COR/ACOR otherwise, recurring custodial services at SAC (building 112) shall be provided by the Contractor between 1800 and 2100 hours and recurring custodial services at YC (building 72) shall be provided by the Contractor before 1030 o’clock in the morning Monday through Friday for both buildings IAW TE 2.2 Cleaning Requirements and Frequencies for Child Facilities five (5) times a week (5W) excluding U.S. holidays.

2.1.3.1.2.3 Recurring Custodial Services at CYS

If not coordinated with the building manager(s) and/or COR/ACOR otherwise, recurring custodial services at CYS (building 47) shall be provided by the Contractor between 0800 and 1200 hours Monday through Friday IAW TE 2.2 Cleaning Requirements and Frequencies for Child Facilities five (5) times a week (5W) excluding U.S. holidays.

2.1.3.1.3 Hours of Operation at Fitness, Bowling, and Community Activity Center

Facilities

Services at Fitness, Bowling, and Community Activity Center are required on both local Host Nation and U.S. holidays with some exceptions when facilities are closed. Refer to

1.5 for Facility Access and to 2.1.4 for Holidays.

2.1.3.1.3.1 Recurring Custodial Services at Fitness Center

Recurring custodial day services at Fitness Center (building 88), if not coordinated with the building manager(s) and/or COR/ACOR otherwise, shall be provided by the Contractor in the time frame from 0800 to 1000 hours for one (1) whole clock hour in highly used areas (day service for highly used areas) Monday through Friday five (5) times a week (5W) excluding on both local Host Nation and U.S. holidays (the Contractor shall have a separate performance certificate such as sign-in / sign-out sheet in order to invoice this service); and from 1700 to 2100 Monday through Friday and from 1000 to 1200 Saturday through Sunday seven (7) times a week (7W) on both local Host Nation and U.S. holidays IAW TE 2.1 Cleaning Requirements and Frequencies for Fitness, Bowling, Recreation Center. In case it was not possible to the Contractor to provide the services, these shall be reported in written to the COR/ACOR as described under 1.5 Facility Access. Only performed services including the exact number of cleaned square meters may be invoiced.

Refer to 2.1.4 for Holidays.

2.1.3.1.3.2 Recurring Custodial Services at Bowing Center

Recurring custodial services at Bowling Center (building 14) shall be provided by the Contractor from 0800 to 1100 hours but completed NLT 1100 o’clock in the morning Monday through Sunday seven (7) times a week (7W) IAW TE 2.1 Cleaning Requirements and Frequencies for Fitness, Bowling, Recreation Center. In case it was not possible to the Contractor to provide the services, these shall be reported in written to the COR/ACOR as described under 1.5 Facility Access. Only performed services including the exact number of cleaned square meters may be invoiced. Refer to 2.1.4 for Holidays.

2.1.3.1.3.2 Recurring Custodial Services at Community Activity Center

Recurring custodial services at Community Activity Center (building 40) shall be provided by the Contractor from 0800 to 1100 hours but completed NLT 1100 o’clock in the morning Monday through Sunday seven (7) times a week (7W) IAW TE 2.1 Cleaning Requirements and Frequencies for Fitness, Bowling, Recreation Center.

2.1.3.1.4 Operation during Basic Cleaning Services

Basic cleaning services shall be scheduled to occur after duty hours, on the weekends, and on local Host Nation and/or U.S. holiday(s). The Contractor shall coordinate the dates and times for the basic cleaning with building managers. In case the building manager cannot support basic cleaning occurring after duty hours, on the weekends, and on local Host Nation and/or U.S. holiday(s), buildings can be cleaned during workdays and working hours with prior coordination with building managers and prior approval of a COR and/or ACOR. The Contractor may document the name, the title, and contact information of the building manager(s), the date of the scheduled basic cleaning as well as the date the basic cleaning appointment was made. If no building manager can be located, the Contractor shall inform the COR and/or ACOR immediately for resolution. Refer to TE 1.3 for Annual Basic Cleaning IAW 3.1.1.3 and to TE 1.4 for Semi-Annual Basic Cleaning IAW 3.1.1.3.

2.1.4 Holidays

The Contractor’s performance shall be required on the U. S. Federal public holidays listed below, refer to 2.1.4.1 for Contractor Response Time and Support Hours. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C.

6103).

New Year’s Day January 1st M. L. King Memorial Day 3rd Monday in January

Presidents Day 3rd Monday in February Memorial Day last Monday in May

Independence Day July 4th Labor Day 1st Monday in September

Columbus Day 2nd Monday in October Veteran’s Day November 11th

Thanksgiving Day 4th Thursday in November Christmas Day December 25th

The Contractor’s performance shall be required on local Host Nation holidays occurring during the normal workweek, refer to 2.1.4.1 for Contractor Response Time and Support Hours. The Contractor is responsible to get informed about local Host Nation Holidays of the Area/County/Country the work will be performed.

If submittal of any documentation deadlines (e. g. deliverables, submittals, etc.) fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

2.1.4.1 Contractor Response Time and Support Hours

Generally, the Program Manager and/or alternate(s) shall be available for telephone, fax, and electronic mail communications with the COR and/or ACOR on all days and hours when the cleaning services are being provided. The Program Manager and/or alternate(s) shall respond to all calls from the COR and/or ACOR within thirty (30) minutes after the call took place and/or after notification. Personal answering service is permitted at other than normal Government work days and/or hours, provided, response by the Program Manager and/or alternate(s) to the COR and/or ACOR is made NLT thirty (30) minutes after the call took place and/or after notification.

The Contractor is responsible for coordination of appointments for both recurring, basic, and on-demand services with requiring activities (e. g. building managers, building occupants, building users, etc.).

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

2.1.4.2 Installation Closures

When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall: (1) reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, a legal public holiday, and when routine work is not scheduled for that day; or (2) reschedule the work in coordination with COR and/or ACOR;

the Government will unilaterally determine the dates and times if no agreement can be reached.

2.1.4.3 Training Holidays

USAREUR has historically granted military personnel Training Holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day on day-off schedules). Training Holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

2.1.4.4 Inclement Weather Delay

If the Contractor determines unsafe weather conditions for continued operations, then the Contractor shall notify the COR and/or ACOR if inclement weather suspends operations within two (2) hours. The Contractor shall resume operations in coordination with COR and/or ACOR.

2.1.5 Travel/Temporary Duty

The Contractor shall be required to travel to USAG Bavaria – Hohenfels and USAG Bavaria – Grafenwoehr during the performance of this contract to attend meetings and further occasions related to the administration on the contract. All the expenditures for Contractor’s travel activities will be at no expense to the Government.

2.1.6 Emergency Services: N/A

2.1.6.1 Notifications on Accidents

The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor shall notify the Fire Department POC, and the COR and/or ACOR immediately, NLT two (2) hours of the incident [Deliverable B.001].

2.1.6.2 Medical Treatment Services

The Contractor shall be responsible for the emergency medical treatment services for Contractor’s personnel.

2.1.7 Contract Administration and Management

2.1.7.1 Post Award Conference/Performance Evaluation Meetings

The Contractor shall attend the post award conference that may be convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The COR and/or ACOR may meet quarterly with the Contractor to review the Contractor's performance. Written minutes of meetings may be recorded by the Government and in this case will be signed by both the Program Manager and the attending Government representative(s). The written minutes may be distributed within five (5) work days after the meeting. If the Contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the COR within two (2) calendar days following receipt of the minutes.

The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Program Manager or designated representative shall attend meetings as requested by the Government. COR and/or ACOR and the Program Manager may meet on a daily basis. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start and/or end outside of regular duty hours.

2.1.7.2 Contractor’s Responsibilities

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.

The Contractor shall perform all related administrative actions required to provide services or perform work such as material requisitioning, reports, schedules, buildings and square meters oversights, quality control (QC), financial control, meetings, and correspondence.

The Contractor shall also maintain accurate and complete records, files, and libraries of documents to include all U.S. German, and local regulations, standards, provisions, codes, laws, technical manuals, and manufacturers’ instructions and recommendations that are necessary and related to the functions being performed. The Contractor shall compile historical data, prepare required reports, and submit information as specified by 6.0 Deliverables of this this PWS.

The Contractor shall provide an Installation Pass Log of all Contractor employees, subcontractors, subcontractor employees, and their vehicles including last, first, middle name of the employee (and subcontractors); copy of her/his valid personal identifier (e. g.

passport); copy of his/her valid residence permit (only for non-EU citizens); date the employee will start working on the installation included probation and training period;

criminal record certificate (polizeiliches Führungszeugnis); security questionnaire for a simple security check; registration information on privately owned vehicle (POV) used for the work at the installation: plate number, country, make, model, year, body type, and color. The log shall be updated as employees are added or removed and include last, first, middle name of the employee’s sponsor (if applicable, for the time a new employee does not have any permanent installation access) as well as contact details of the sponsor. The updated installation pass log shall be current and available at any time upon request by the Government and submitted to the COR and ACOR NLT the post award conference and within five (5) days after any changes to the log [Deliverable B.002].

The Contractor shall collect the installation access passes the same day employment of an individual has expired or has been terminated and shall return them to the issuing office within three (3) days [Deliverable B.003]. Upon termination or cancellation of this contract, the Contractor shall collect all outstanding installation access passes and return them to the issuing office within three (3) days [Deliverable B.003].

The Contractor workspace (staging site, on-site office, desk, and/or work area, etc.) shall contain a sign signifying the space is occupied by Contractor employee(s) to ensure that Government employees and the public know that they are not Government employees.

The sign shall also indicate working hours of the office, the POC, and the office’s telephone number. Workspace sign location and the sigh itself shall be coordinated with the COR and/or ACOR. The COR and/or ACOR may request the Contractor to revise and/or change the sign and set a deadline for the reissuance of the sign (e. g. due to ethical and/or copyright reasons, etc.) at no costs to the government.

2.1.7.3 Authorities

The following provides the roles and their respective authority during the performance of the contract:

2.1.7.3.1 Contracting Officer

The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be effected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO may approve all submittals and plans required in this PWS.

2.1.7.3.2 Contracting Officer’s Representative (COR)

The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions. Other surveillance personnel may be designated as COR and/or ACOR, and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR. The COR and/or ACOR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR and/or ACOR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.7.3.2.1 COR Authority

A letter of designation will be issued to the COR and/or ACOR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR and/or ACOR, especially with regard to changes in cost, price estimates, and/or changes in delivery dates. The COR and/or ACOR is not authorized to change any of the terms and conditions with regard to cost, quantity, and/or schedule of the resulting order.

2.1.7.3.3 Contractor

The Contractor shall not in any way represent the U.S. Government, or that it has the authority to contract or procure supplies for the account of the United States of America

(USA).

2.1.8 COR/ACOR Functions

The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. The COR/ACOR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor, document, and report Contractor's performance and notify both the KO and the Contractor of any deficiencies;

coordinate availability of Government-Furnished Property, and coordinate site entry of Contractor personnel.

2.1.9 Quality Control Submittals

Quality Control is the responsibility of the Contractor. The Contractor shall provide a Quality Control Plan (QCP) to the COR and/or ACOR five (5) work days before contract start at the latest. The Government will review and may either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor. If the Government has provided comments, the Contractor shall then have three (3) days to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the COR’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the COR and/or ACOR NLT thirty (30) days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance for proposed changes [Deliverable B.004].

Refer to 4.2 for Quality Control Plan.

2.1.9.1 Contracting Officer Representative Tools

Procurement Integrated Enterprise Environment (PIEE), especially Surveillance and Performance Monitoring Module (SPM) and Joint Appointment Module (JAM) shall be used for nomination, tracking, documentation, and management of CORs IAW DoDI 5000.72, DFARS 201.602-2 and PGI 201.602-2.

2.1.9.2 Identified Issues or Potential Problems

The Contractor shall inform the COR and/or ACOR of issues or potential issues that might affect the performance within twenty-four (24) hours of identifying those issues. Verbal reports shall be followed up by written reports within five (5) days [Deliverable B.005].

Refer to 4.0.11 of the Performance Standard.

2.1.10 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this contract and shall be responsible and accountable for subcontractor performance on this contract. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations (FAR Subpart 9.5).

2.1.11 Contractor Employees

All personnel working for and/or travelling to USAG Bavaria – Hohenfels including subcontractors shall be included into the formal employee organization chart indicating lines of authority, the names, duties, and responsibilities of the employees: e. g. Program Managers, Quality Control Managers, forewomen/foremen of the basic cleaning team(s), office assistants, etc. This chart shall be a part of the QCP; refer to 4.2 for Quality Control Plan.

2.1.11.1 Key Personnel

2.1.11.1.1 Program Manager and Alternate Program Manager

The Contractor shall provide a Program Manager and an alternate Program Manager who are responsible for the performance of the work under this PWS. The names of the Program Manager and that of an alternate Program Manager, who shall act for the Contractor when the Contract Manager is absent, shall be provided in writing to the KO together with the proposal and (if applicable) NLT five (5) days after replacement of personnel [Deliverable B.006]. The written proof provided by the Program Manager and an alternate Program Manager must demonstrate a minimum of five years’ experience in commercial cleaning. In case and/or when the designated personnel are replaced, the Contractor shall submit to the COR and/or ACOR Contact Information of Key Personnel IAW 2.1.11.1.4. The replacement shall meet the requirements of paragraph 2.1.11.1.1;

therefore, information of the new key personnel shall be submitted IAW Deliverable B.006.

The Program Manager and the alternate Program Manager shall conduct overall management coordination and shall be the central POCs with the Government for performance of all work under the PWS. Both the Program Manager and the alternate Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this Contract. Refer to 2.1.4.1 for Contractor Response Time and Support Hours of the Program Manager and the alternate Program Manager. The Program Manager or the alternate Program Manager shall be physically present on site Monday through Friday from 0730 until 1600 hours except on Federal and Host Nation holidays. These designated individuals shall have full authority to contractually bind the Contractor for prompt action on matters pertaining to execution of this PWS. The Program Manager and the alternate Program Manager have to instruct and supervise Contractor’s cleaning personnel and perform regular quality control inspections (partially together with the COR and/or ACOR and/or other quality control government officials, if necessary). The Program Manager shall report daily prior to start of work to the COR and/or ACOR that the Program Manager is on place and report daily on what inspections in what buildings were conducted previous day and those that are planned to be conducted this day.

2.1.11.1.2 Quality Control Manager

The Quality Control Manager shall be an employee with “Meisterqualifikation” (Meisterbrief) in building cleaning (Gebäudereinigung) and have a minimum of five (5) years’ experience in commercial cleaning and be able to technically supervise and technically direct the progress and completion of the cleaning work on working days throughout the working time (included the process of cleaning itself) and be able to interfere in order to identify, investigate, and correct any non-conforming performance and prevent similar deficiencies from reoccurrence IAW QCP; refer to 4.2 for Quality Control Plan. The Contractor shall submit information on designated employee qualified in building cleaning (Gebäudereinigung) with “Meisterqualifikation” including this person’s name and qualifications at the time of the proposal submission. The name of this person shall be provided in writing to the KO together with the proposal and (if applicable) NLT five (5) days after replacement of personnel [Deliverable B.006]. In case and/or when the designated personnel is replaced, the Contractor shall submit to the COR and/or ACOR Contact Information of Key Personnel IAW 2.1.11.1.4. The replacement shall meet the requirements of paragraph 2.1.11.1.2; therefore, a written information of the new key personnel shall be submitted IAW Deliverable B.006.

2.1.11.1.3 Language Proficiency

Any individuals designated as key personnel shall be able to understand, speak, read, and write in English and German languages. The key personnel shall have a working knowledge of both written and spoken English. The key personnel shall be able to read and write in German and English language. The key personnel shall be able to read and understand regulations, operating instructions, memoranda, and related material concerning the field of work, to prepare correspondence and standardized reports, and to communicate effectively with German- and/or English-speaking staff members and the public.

2.1.11.1.4 Contact Information of Key Personnel

At the post award conference but NLT ten (10) days after contract award date, the Contractor shall submit to the COR and/or ACOR, in writing, the name, title, email address, office, and mobile working telephone number(s) of the Program Manager, the alternate Program Manager, and the Quality Control Manager. The same information shall be submitted NLT ten (10) days after any changes of key personnel occur [Deliverable B.007];

this information shall also become a part of the QCP, refer to 4.2 for Quality Control Plan (QCP). Refer to 2.1.11.2.4 for Qualification Standards.

2.1.11.2 Further Employees and Personnel Management

2.1.11.2.1 Employees Assigned to the Child Development Center (CDC)

All Contractor employees assigned to the CDC, who provide services during the operating hours while children are in the building(s), shall be free of communicable diseases to include tuberculosis. Contractor employees shall have the below immunizations required by AR 40-562 prior to an employee being allowed to work at the CDC:

Mumps Measles Rubella Tetanus Diphtheria Polio Hepatitis B Varicella Tuberculosis Skin Test

The Contractor shall be responsible for providing certification that all of the Contractor’s employees meet the above conditions. Payment for any required immunizations will be at no expense to the Government. Five (5) calendar days prior to starting work, the Contractor’s employees shall submit a negative test report from the Health Department or their doctor and current immunization records to the COR and/or ACOR and to the CDC Director and annually thereafter [Deliverable B.008]. The government reserves the right to request any other negative test results (e. g. COVID-19) from the Contractor. This applies only to employees who provide services during the normal operation hours while children/youth are in the building. The fulfillment of this requirement shall become a part of the QCP. Refer to 4.2 for Quality Control Plan.

2.1.11.2.2 Contractor Performance Roster List (CPRL)

At the post-award conference or within ten (10) calendar days after contract award if no post-award conference is held, the Contractor shall provide the CPRL for employees (permanent and temporary) working in Child Facilities including CDC, SAC, YC, and CYS facilities [Deliverable B.009]. Failure to provide CPRL will prohibit Contractor employee(s) entrance into the required facilities. The CPRL shall have employees name, position, date background checks were initiated and completed, date child abuse prevention training was completed, certification that immunization requirements have been met, and employee statement. As necessary, the Contractor shall update the CPRL and provide to the COR and/or ACOR within ten (10) calendar days after update. Contractor employees shall not make physical contact with children and shall not be left unsupervised with children.

Failure to fulfill CPRL requirements in sufficient time to replace an employee will not relieve the Contractor of responsibilities under this contract.

2.1.11.2.3 Common Access Card (CAC): N/A

2.1.11.2.4 Qualification Standards

The work as specified in this PWS including Part 3.0 shall be performed only by a company working in compliance with all applicable regulations specified herein, refer to 2.1.11.1 for qualification standards of Key Personnel, 2.5.4 for Training, Physical Requirements, and/or other Expertise Required, and to 7.2 for Applicable Directives, Publications.

Through the lifetime of the contract, the Contractor shall be listed in the German Trade Register (Handelsregister) and be a “Meisterbetrieb” having at a minimum one (1) designated employee qualified in building cleaning with “Meisterqualifikation”.

2.1.11.2.5 Contractor Identification

All Contractor personnel attending meetings, answering Government telephones, presenting briefings, conducting or attending meetings, and seminars, and working in other situations where their Contractor status is not obvious to third parties must to distinguish themselves (e. g., badge, company logo, and/or uniform) from Government employees to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All Contractor correspondence (written, facsimile, and email display) shall include their company name, the contract number, and current number of the task order (if applicable). Refer to 7.5 for Contractor-Furnished Material (CFM)/ Property (CFP)/ Equipment (CFE).

Contractor personnel shall be easily identifiable through the display of badges IAW Contractor Identification (AE Reg. 27-715). The Contractor (to include subcontractors) shall provide each of their employees an easily readable identification badge. The badge must include the employee’s name, the Contractor’s company name, the functional area of assignment, and a recent color photograph of the employee. Contractor’s personnel shall wear these badges visibly when performing work at Government workplaces unless this would be impractical because of mission or safety considerations. The Contractor personnel is required to wear badges in the performance of the service under this contract.

The Contractor shall provide a uniform with the company’s name on it to its employees and all the employees (to include subcontractors) shall wear this uniform while performing work. The Contractor shall collect all ID badges upon completion of the contract or termination of employee.

2.1.11.2.6 Standards of Conduct

Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present has a professional and clean appearance while working on the Government installation (clothes made of see-through materials and clothes that expose areas of the body usually covered in the workplace shall be avoided by Contractor’s personnel). The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons and/or substance.

The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct and/or security. The Contractor shall ensure employee conduct complies with 41 U.S.C 423, Procurement Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation.

2.1.11.2.7 Contractor Hiring Restrictions

The Contractor shall not hire or sub-contract with off-duty or former Government employees whose employment would result in a conflict with AR 600-50, Standards of Conduct.

2.1.11.2.8 Organizational Conflict of Interest (OCI)

Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e. g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCI as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall submit a plan within twenty-four (24) hours after the Contractor becomes aware of potential or actual OCI to the KO via COR and/or ACOR to avoid or mitigate any such OCI [Deliverable B.010]. The Contractor’s OCI Mitigation Plan will be determined to be acceptable solely at the discretion of the KO.