250603 Custodial SOW 2021-final USNA_req 1154695.pdf

United States Department of Agriculture

Agriculture Research Services

United States National Arboretum

3501 New York Avenue, NE

Washington, D.C. 20002 www.usna.usda.gov

PERFORMANCE WORK STATEMENT (PWS)

FOR

JANITORIAL

SUPPORT SERVICES

AT THE

UNITED STATES NATIONAL ARBORETUM

Washington, D.C.

June 3, 2025 http://www.usna.usda.gov/

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TABLE OF CONTENTS

1. BACKGROUND

3. PLACE OF PERFORMANCE

4. SERVICE WORK AND HOURS OF OPERATION

5. FEDERALLY OBSERVED HOLIDAYS

6. QUALITY CONTROL

7. QUALITY ASSURANCE

8. PERFORMANCE REQUIRMENTS (TASKS)

8.1 Trash Collection, Recycling, and Removal

8.2 Non-Carpet Floor Maintenance

8.3 Carpeted Floor Maintenance

8.4 Restroom Maintenance

8.5 Miscellaneous Cleaning………………………………………………………………………………………………………………… 7

8.6 Other Service Requirements

8.7 Special Events………………………………………………………………………………………………………………………………. 9

9. GOVERNMENT FURNISHED SUPPORT, SUPPLIES, MATERIALS, UTILITIES AND PROPERTY

10. SUPERVISION OF CONTRACT WORK

11. CONTRACTOR PERSONNEL CONDUCT/ADHERENCE TO USDA POLICIES

12. TRAINING

13. ADDITIONAL OR REDUCTION OF SERVICES

14. SERVICE DELIVERY SUMMARY

15. ATTACHMENT A - QASP

16. ATTACHMENT B – ARBORETUM SQUARE FOOTAGE

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1. BACKGROUND

The United States National Arboretum (USNA) is a location within the United States Department of

Agriculture (USDA), Agricultural Research Service (ARS), Northeast Area, Beltsville Area Office. USNA is located at 3501 New York Avenue, North East, Washington, D.C. and houses approximately 65 employees and is visited by approximately 450,000 people each year. The South Farm Complex is located in Beltsville, MD which houses 5 employees. The USNA is open seven days a week from 8:00 a.m. to 5:00 p.m., except December 25. The Administration Building and National Bonsai & Penjing

Museum are closed on federal holidays November through February.

GENERAL SCOPE OF WORK

The Contractor shall provide all labor, supplies, materials, equipment (including vehicles), and employee training as necessary to ensure custodial (basic cleaning, restroom cleaning, refuse removal) services are performed. Performance shall be in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance always, at frequencies determined by the contractor. All work shall be in accordance with commercial standards, requirements of this PWS, and all federal, state, and local laws. The estimated square footage for these buildings are listed in attachment 1. Charts and drawings as provided.

2. The Contractor shall maintain the following:

The USNA facility consists of approximately 31,922 SF of area that needs cleaning. Attachment I

– Lists the buildings where and how often services will be performed.

3. PLACE OF PERFORMANCE

USNA is located at 3501 New York Avenue, North East, Washington, D.C.

4. SERVICE WORK AND HOURS OF OPERATION

A. Services will be performed between the hours of 07:00am and 5:00pm Eastern time. Adjustments to those hours must be approved by the COR and Contracting Officer.

B. Additional Work: The Contractor shall perform additional work on an as needed basis.

Additional work is within scope, but work for which no workload data has been included in this contract; and for which workload data will be provided as the need arises. Additional work can be performed during normal business hours or after the normal business day with the Contracting Officer Technical Representative (COR) approval. If in the best interest of the government, the COR may trade off routine work for additional work. Additional work will be requested by the COR/alternate and a delivery order will be issued by the Contracting Officer authorizing performance. Example: Services may be required for special weekend or evening events such as weddings or stakeholder events for the public to raise awareness of our mission (see 9.7).

5. FEDERALLY OBSERVED HOLIDAYS

The USNA campus grounds are open to the public seven days a week except for December 25. USNA buildings are closed on New Year’s Day, Martin Luther King’s Birthday, Thanksgiving Day, and President’s Day except for Arbor House Bathrooms.

6. QUALITY CONTROL

Contractor shall perform the requirements of the PWS in accordance with a Services Summary and Quality Assurance Surveillance Plan (QASP) that identifies how the Performance Work

Statement and standards in the Services Summary will be maintained.

The

5 | P W S year, the Contractor shall provide to the Contracting Officer a Biobased Report, which reports purchases of Biobased products in the System for Award Management.

7. QUALITY ASSURANCE

7.1 A USNA representative will monitor the quality of the services provided in accordance with the Quality Assurance Surveillance Plan (QASP). If work does not meet the standards, the first recourse is to have the work re-performed by the contractor. If the contractor is unable to re-perform the work, additional work for the same amount will be performed or other consideration will be requested and agreed to between the contracting officer and contractor with COR input.

7.2 Deductions will be based on performance deficiencies for which the Contractor did not or could not take the appropriate corrective action and are identified in the Services Summary.

Preference is to have the contractor re-perform the work on the same day or a scheduled time that the COR and Contractor have agreed to in advance.

8. PERFORMANCE REQUIRMENTS (TASKS)

Prior to the start of work under this contract, the contractor shall submit a cleaning frequency schedule to the COR and the Contracting Officer. This schedule identifies cleaning frequencies for the requirements listed below. Additional cleaning as needed, such as for special events that occur.

8.1 Trash Collection, Recycling, and Removal.

8.1.1 Empty and return all trash receptacles to their original location in common areas, hallways, lobby areas, office areas, bathroom facilities, storage areas, on the grounds near bathrooms, and throughout the USNA and other locations to be identified by the COR on a map of the facilities. This includes removing empty boxes, cans, and paper that is either marked as “Trash” or known to be trash. If additional refuse pick-ups are required, the contractor will be notified by the COR. Trash receptacles shall be emptied throughout the day as needed to ensure trash does not overflow.

8.1.2 Ensure all receptacle containers are clean and have a trash receptacle liner. Soiled or torn trash receptacle liners shall be replaced with new liners.

8.1.3 Dispose of all boxes or anything marked "TRASH" found in the building.

8.1.4 Trash will not be left in the building overnight. The lids shall be kept closed on trash collection containers. In the event trash becomes scattered on grounds because of open lids or spillage, the contractor shall clean the area.

8.1.5 Pick up all litter found inside and outside the building. Pick up any trash that may fall onto the facility or grounds during removal of such collected trash. Trash shall be deposited in the exterior trash collection point. To maintain a clean and neat appearance, ensure USNA grounds are free of litter.

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8.1.6 Monitor cans designated for recycling materials to prevent overflow of paper and cardboard paper. Recyclables shall be deposited into designated recycling storage bins and designated dumpsters for cardboard. Procedures for removal will be addressed by the COR at post-award conference.

8.1.7 Empty outside cigarette receptacles to ensure area has a neat and orderly appearance.

Cigarette receptacles shall be emptied of debris on an as-needed basis.

8.2 Non-Carpet Floor Maintenance.

8.2.1 Clean all non-carpet floors and keep them free of any dirt, litter, or grime to ensure a clean appearance; non-carpeted areas shall be swept, dust mopped, or damp mopped to ensure they are free from dirt, debris, dust, scuff marks, heel marks, and any other foreign matter. All accessible areas shall be mopped. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film debris, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area.

Baseboards, corners, wall, and floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc.

8.2.2 Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper placement.

8.2.3 Mop all non-carpeted floors. If after one (1) hour floors are found to be wet, sticky, or have a visual spill, they will need to be re-mopped. Use floor signs to alert building occupants of any slippery and/or wet surfaces. Mopping will be done on a weekly basis.

8.2.4 Take precaution and post signs alerting building occupants of wet and/or slippery floor condition during inclement weather, as well as during cleaning operations. Signs shall be posted where easily visible to minimize accidents.

8.2.5 Buff/Burnish with gel all non-carpeted floors throughout the facility to ensure they display a high gloss shine. Submit a buffing/burnishing schedule to the COR one (1) work week in advance prior to any buffing being performed in the facility. Buffing/burnishing will be performed in accordance with the COR and contractor agreed to schedule.

Buffing/burnishing will be done weekly.

8.2.6 Ensure that when furniture or equipment must be moved, no chairs, wastepaper baskets, or other similar items are stacked on desks, tables, windowsills, laboratory benches, or other stationary equipment. Upon completion of work, all furniture and equipment shall be returned to its original position.

8.2.7 Additional floor requirements:

8.2.7.1 Terrazzo, tile, and wood floor areas located in facilities including corners, radiators, and doors, under furniture, etc. must be kept clean and free of debris.

No heel or wheelchair marks, dust, or water streaks should be visible, and the floor shall not appear dingy or cloudy. Floors shall be cleaned and finished to

7 | P W S display a high glossy shine and shall be maintained to provide a safe anti-slip walking condition.

8.2.7.2 The floors shall be cleaned in such a manner so that no dust is raised. Debris shall be deposited in receptacle(s) provided for this purpose.

8.2.7.3 Special attention should be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance.

8.3 Carpeted Floor Maintenance

8.3.1 Vacuum all carpeted areas including mats throughout the facility to ensure they are free of any accumulated dirt and debris. This includes but is not limited to sand, grit, soils, dust, cigarette ashes, and other types of non-adhesives.

8.3.2 All vacuuming shall be done during normal working hours.

8.3.3 Clean with government approved biodegradable cleaning agents. Any carpeted area that still displays a spill, soiled, stained appearance after two (2) hours will be re-accomplished to ensure no carpeted area is left discolored or showing excessive wetness.

8.3.4 There shall be no spots, smears, stains, dirt streaks, spillage, or crusted material.

8.3.5 Notify COR by the end of the workday if unable to remove spots or stains. That includes rips, tears, or other carpet defects.

8.3.6 Assure that there shall be no evidence of frizzing caused by harsh rubbing or brushing of carpet fibers.

8.3.7 Assure that debris is deposited in receptacles provided for this purpose.

8.3.8 Use of HEPA vacuums is mandatory for all vacuuming tasks.

8.4 Restroom Maintenance

8.4.1 Restroom maintenance is required daily and as specified the Contractor shall:

8.4.1.1 Thoroughly clean all restrooms in accordance with the schedule and provide all consumable products. Provide additional cleaning as necessary during peak seasons, high visitations, and special events. Clean all restroom toilets, sinks, urinals, mirrors, stall doors, plumbing fixtures, floors, trash receptacles, soap dispensers, paper towel dispensers, and sanitary dispensers to ensure they are free of foul odors, have a fresh, clean odor, and a sanitized appearance that is free of any unsightly trash, dirt, grime, debris, scale deposits, excess water, or foreign matter. This includes: all wall surfaces, partitions, window frames, sills, floor drains, and shelving areas. Urinal traps shall be free of foul odors. If dispensers are found defective, notify the COR prior to the end of the workday with the location and type of dispenser.

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8.4.1.2 Deep Clean tile floors, walls, partitions to remove urine, stains, Bi-Weekly

8.4.1.3 Descaling of sinks, plumbing fixtures, toilets, and urinals shall be performed as required to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

8.4.1.4 Periodically the contractor may be required to plunge a toilet and clean up spills that happen throughout the normal duty day. If the toilet is beyond plunging or normal janitorial duties, the contractor shall notify the COR for building maintenance to repair.

8.4.1.5 Replenish restroom supplies such as paper towels, toilet paper, hand soap, seat cover sheets, where required. Restroom supplies shall be always available to the user.

8.4.1.6 Waste and sanitary napkin receptacles shall be emptied, disinfected, and new bags inserted, as necessary, to ensure a sanitary environment throughout the day.

8.4.1.7 Notify the COR immediately upon discovery or notification of any defective contractor equipment or property. Notify COR of any defective equipment found that needs repair throughout the buildings or grounds.

8.4.1.8 The Contractor shall perform daily maintenance of the restrooms located off the main Lobby in the Administration Building and shall be accomplished by 8:30 a.m. An additional review of the public restrooms should be performed between 3:00 pm to 4:00 pm each day to ensure they are clean and stocked. Spot cleaning of the restrooms may be required.

8.5 Miscellaneous Cleaning

8.5.1 Doors and Walls: Clean all interior/exterior glass doors including entry way doors in all facilities as identified. After cleaning the glass, there shall be no traces of film, dirt, smudges, water, or other foreign matter. Also, clean walls to the Lobby area of main building entrances to ensure they are free of any smudges, fingerprints, lint, cleaning marks, cobwebs, stains, marks, and streaks, paying particular attention to walls or glass areas adjacent to drinking fountains, toilet walls, stalls, and partitions. The doors and walls shall have a clean appearance and be free of cleaning film.

8.5.2 Interior Windows: Clean all interior windows twice per contract year as scheduled with the COR.

8.5.3 Elevators: Clean and polish the elevator interior and elevator doors. All exterior surfaces shall be cleaned including crevices on the corridor, front facing entrances, and door channels. The car interior shall be clean and free of debris and foul odors.

8.5.4 Dusting: Dust all common area walls, furniture, cabinets (exterior surfaces only), windowsills, ledges, and vertical blinds to ensure they are free of collected dust. Ensure

9 | P W S the visual surface areas are free of oils, residue, spots, or discolored smudges. If necessary, clean windowsills with lightly dampened sponge using water only.

8.5.5 Drinking Fountains and sinks: Clean, disinfect, descale all porcelain and polished metal surfaces including the orifices and drain as well as exterior surfaces of all drinking fountains to ensure they are kept free of dust, spots, mold, streaks, and stains.

8.5.6 Vacuum and clean interior carpet floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Rubber or polyester entrance mats shall be swept, vacuumed, or hosed down outside to remove soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to their normal locations.

8.5.7 Stairways: Clean all stairways, handrails, ledges, grilles, fire extinguishers, exit signs, and stairway walls and doors to ensure they are free of foreign matter, dirt, and grime.

8.5.8 Restock Common Areas: The contractor shall restock all supplies suitable for the dispensers located in the common areas, for example, roll towels for a roll towel dispenser. Supplies shall be placed in dispensers, if dispensers exist in the common area.

No overstocking shall be permitted.

8.5.9 Perform general spot cleaning on a continual basis in all Hallways and Common Areas as specified. Spot cleaning includes, but is not limited to, removing or cleaning smudges, fingerprints, marks, streaks, spills, etc. from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

8.5.10 Ceilings: Shall be free of cobwebs.

8.5.11 Herbarium: No routine cleaning in the herbarium. May be required to sweep floor once a month

8.5.12 Outside Entrances: Sweep landings and entrance rugs, polish and clean both sides of entrance glass of main entrances.

8.5.13 Clean floors and baseboards in accordance with the following:

8.5.13.1 After sweeping/vacuuming floors, use a clean wet mop and clean water to mop

8.5.13.2 Use water only, no cleaner or other additives. Floors and baseboards shall be free of marks and stains. If there are marks or stains, see (e) below.

8.5.13.3 Do not allow mop strings to hit walls, cabinets, doors, or stored materials.

8.5.13.4 It is mandatory that baseboards be wiped with a clean, water dampened sponge. Do not use cleaners or additives.

8.5.13.5 Where there are marks or stains that water will not remove, spray a small

10 | P W S amount of All-Purpose Cleaner/Degreaser, to remove marks or stains, then mop or wipe with water until no cleaner residue remains. Advise the COR and Contractor Supervisor if marks and stains are not removed with water or all- Purpose Cleaner/Degreaser.

8.5.14 Clean Signage in accordance with the following:

8.5.14.1 It is mandatory that signs and metal mesh be lightly dusted using feather duster or paint brush to avoid scratches and breakage.

8.5.14.2 If marks are found on signs, remove using all Purpose Cleaner/Degreaser and damp sponge. Advise the COR and Contractor Supervisor if marks cannot be removed with water or all-Purpose Cleaner/Degreaser.

8.5.15 Use of HEPA vacuums is mandatory for all vacuuming tasks.

8.6 Other Service Requirements

8.6.1 Report within one (1) working day, any change in personnel or new personnel to the COR for coordination with the guards to ensure they have access to the facilities.

8.6.2 Report and turn over to the COR within twenty-four (24) hours any lost or unclaimed articles found by Contractor employees at the facilities. These items shall be tagged with the location and the time of discovery. The contractor shall report any findings to the Contracting Officer.

8.6.3 Turn off lights when not in use.

8.6.4 Immediately notify the COR/Security when an unauthorized or suspicious person is seen on the premises or if items noticed are suspicious in nature.

8.6.5 All cleaning supplies and products shall be submitted to the COR or Designated USNA

Staff for review and approval prior to use on campus.

8.7 Special Events: USNA, ARS, USDA has approximately Seven (7) routine special events per calendar year. These are sponsored events to showcase the Arboretum and bring public awareness to our mission. We also host weddings on the grounds anywhere from 25-30 approximately mostly during the spring/summer seasons.

8.7.1 With events being held during normal duty hours and some after-hours/weekends the contractor may need to provide an additional person as needed based on the size of the event to ensure that all janitorial requirements are completed.

8.7.2 Normal janitorial requirements are still required before, during, and after these special events.

8.7.3 Cleaning of bathrooms, restocking supplies, and refuse removal during and after the special event is required.

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8.7.4 The government will notify the contractor of any additional special events, and the contractor will be notified of all special events at least one (1) week in advance.

9. GOVERNMENT FURNISHED SUPPORT, SUPPLIES, MATERIALS, UTILITIES AND PROPERTY

The Government shall furnish:

9.1 Electrical power outlets will be available for the Contractor.

9.2 Utilities to perform the requirements of this contract.

9.3 The COR will provide space in the building for any of the specific uses described below. The COR and Contracting Officer reserve the right to change the space if needed.

9.3.1 An office or other space for use by the Contractor in conducting the official business of this contract.

9.3.2 Two (2) government radios will be provided and programmed to the USNA frequencies which can be used to communicate with the contract employees while they are away from their phone. Contractor will keep these radios on government property with them during duty hours when not in their office.

The radios will remain in the offices at the end of each day. Contractor is responsible for these radios and will report any loss, damage, or problems with the radios immediately to the COR.

9.3.3 The use of one copier for conducting business under this

Government contract.

9.3.4 Space for storage of an inventory of supplies and equipment. The Contractor will not store any flammable or explosive liquids in the building. The Government will not be responsible in any way for damage to or loss of the Contractor's stored supplies, materials, or equipment.

9.3.5 Janitor's closets at various points throughout the buildings, for storing equipment including mops, brooms, dust cloths, etc. Contractor shall store all materials and supplies in compliance with applicable fire regulations.

These closets and the stored equipment shall be kept clean and in an orderly manner by the Contractor. Contractor is responsible for safekeeping of government issued keys to all facilities and any storage or office door keys.

9.3.6 All defective government furnished property/equipment shall be reported to the COR immediately upon discovery or notification. Defective dispensers shall be reported to the COR by the end of the work day.

9.4 The Contractor Shall Provide Materials or Supplies and Equipment Data Sheets (MSDS

Sheet):

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9.4.1 The government approved materials or supplies shall not be used in performance of this contract (or placed on Government property) until the applicable Material Safety Data Sheets (MSDS) for all hazardous materials (products containing CAUTION or WARNING labels) have been obtained by the Contractor. The Contractor shall maintain the MSDS in a location accessible to all employees and will advise the COR of their location. The MSDS will be available for inspection by the COR upon request.

9.4.2 The Contractor must comply with the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C. 8102; The Food, Conservation, and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Federal Acquisition Regulations; Executive order (EO) 13514, "Federal Leadership in Environmental, Energy and Economic Performance," dated October 5, 2009; EO 13423, "Strengthening Federal Environmental, Energy, and Transportation Management," dated January 24, 2007; and Presidential memorandum, "Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement," dated February 2012 to provide biobased products.

9.4.3 The Contractor shall use recycled and bio-based products to the greatest extent possible. To the greatest extent possible, the contractor shall use commercially available chemicals, which meet Federal, State, and local codes, and are made with recycled materials.

9.4.4 Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging and are phosphate-free, non-corrosive, nonflammable, and fully biodegradable.

9.4.5 The Contractor shall take every precaution to ensure that only safe products are used at these facilities. Any damage caused to fixtures, walls, partitions, flooring, etc., will be the responsibility of the Contractor.

9.4.6 The Contractor shall maintain supplies and equipment in such a manner as to ensure its cleanliness and long life. If a piece of equipment needs repair and is determined unsafe by the COR, the Contractor shall immediately stop using the equipment. If the COR and the Contractor determine the equipment to be inoperable and unable to be repaired, the Contractor shall be responsible for its replacement at no additional cost to the Government.

9.4.7 The Government is not responsible for damages to Contractor stored equipment, supplies, materials, or employees' personal belongings.

10. SUPERVISION OF CONTRACT WORK

The supervisor shall be responsible for ensuring employees receive proper guidance in performing the various tasks under the resultant contract. The supervisor and/or approved alternate shall be on-site or available at all times while contract work is in progress. The Supervisor shall perform inspections of the work being performed weekly and provide a report to the COR as to the results of the inspection.

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11. CONTRACTOR PERSONNEL CONDUCT/ADHERENCE TO USDA POLICIES

11.1 The Contractor shall require employees, including supervisors, to wear clean and visible uniforms with the Contractor's name for easy identification and display a USDA issued badge that identifies them as "Contractor Employee."

11.2 In addition, all personnel shall comply with USNA, NEA, BA, ARS, USDA traffic, safety rules, and security regulations, adhere to energy conservation policies and any other instructions pertaining to conduct of personnel while in a Government facility. Employees shall be notified of infractions of any rules, regulations, or prohibitions and that they may be grounds for removal from the Government property. See website below (for copies of bulletins, policies and procedures); for Personnel Bulletin No. 735-1 on Employees Responsibilities and Conduct;

and Section(s) 240.3 on Physical Protection, Security and Conduct While on ARS Controlled Property, and 343.3-ARS Smoking Policy under website:

http://www.afm.ars.usda.gov/ppweb/index.htm

12. TRAINING

Employees working in a laboratory environment shall possess the skills, knowledge, and training required for working in a research laboratory environment to avoid unsafe and/or hazardous conditions. Training shall be provided prior to the start of employment or working on site at USNA.

The Contractor shall submit a copy of its plan for training employees on how they should perform in a research laboratory environment. The Plan shall include course or subject title, date or planned date of training, description of course content and updated as new employees are hired.

Employees shall be trained in proper storage and handling of flammable materials.

13. ADDITIONAL OR REDUCTION OF SERVICES

The COR and the Contracting Officer will give the contractor a written notice in advance stating the areas to be dropped or added from the contract and when to return to the normal cleaning schedule, as applicable.

14. SERVICE DELIVERY SUMMARY

Performance Objective PWS Para Performance Threshold

Performance

Requirements.

Floors, baseboards, corners and wall edges are free of dirt, dust and debris; Trash is empty; plastic liners are in good condition;

Trash containers are free of odors and visible dirt; Trash is emptied into outdoor trash collection container; Glass and mirrors have no traces of film, dirt, smudges, or water; Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits; Stairways are free of dirt, debris, marks, smudges, scuffs and other foreign matter; Carpets are free of dirt, debris, litter and other foreign matter; Dust is not visible.

9.1, 9.2, 9.3

Not to exceed 5 customer complaints per month.

Must meet rating of satisfactory 95% of inspections http://www.afm.ars.usda.gov/ppweb/index.htm

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Restroom Cleaning Services.

Restrooms and locker rooms are disinfected and free of dirt, deposits, streaks and odors;

Showers are disinfected and free of soap films, scum and other deposits; Toilets and urinals are disinfected and free of scale, stains, scum and other deposits; Floors are free of litter, dirt, dust and debris; Supplies are adequate until next service; Trash is emptied into outdoor trash collection container.

9.4 Not to exceed 5 customer complaints per month.

Must meet rating of satisfactory 95% of inspections

Miscellaneous Cleaning

Items are maintained as required. Restock all

Restrooms

9.5 All deficiencies must be resolved.

Weekly Supervisors Inspections 11 Submitted weekly by Friday COB

ATTACHMENT A

Quality Assurance Surveillance Plan (QASP) Version – October 18, 2024

For U.S. National Arboretum Housekeeping Janitorial Services

Contract Description:

The U.S. National Arboretum (USNA) is seeking Contract Services to provide housekeeping/janitorial services for the USNA campus to include buildings and grounds.

SCOPE OF WORK

The contractor shall furnish all personnel, materials, supplies and transportation necessary to perform all work required to complete the Performance Work Statement.

1. Purpose

This Quality Assurance Surveillance Plan is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance and their Quality Assurance/Quality Control (QA/QC) actions to assure they meet contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract, nor is it intended to duplicate the contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

Contracting Officer (KO) – The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned KO: TBD Organization or Agency:

Telephone:

Email:

Contracting Officer’s Representative (COR) The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for surveillance of the contractor’s quality program and help the COR to document contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Assigned COR: Daniel Jewett, Supervisory Const. Rep./Facility Manger, COR II Organization or Agency: ARS, NEA, USDA, USNA

Telephone: 202-341-0917 Email: Daniel.Jewett@usda.gov

Assigned Technical POC: Stefanye Washington, IT Specialist Organization or Agency: ARS,NEA, USDA, USNA Telephone: 202-288-6423 Email: Stefanye.washington@usda.gov

Contractor Representatives

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Contractor Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Contractor Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Key Contractor Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address> mailto:Daniel.Jewett@usda.gov mailto:Stefanye.washington@usda.gov

4. Performance Requirements and Method of Surveillance

4.1. QUALITY CONTROL

The Contractor shall develop and maintain a quality control plan to ensure services are performed in accordance with commonly accepted commercial practices and services.

The plan shall include procedures to identify, prevent and ensure that non-performance and/or continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the Government Point of Contact and the Contracting Officer for review, comments (as needed) and approval no later than two weeks (14 days) after award. At a minimum, the contractor shall address quality control procedures for each performance task/indicator as identified in the Performance Summary - Technical Exhibit 1.

4.2. QUALITY ASSURANCE

In accordance with the Inspection of Services clause [FAR Clause 52.246-4, Inspection of ServicesFixed Price (AUG 1996). The Government will inspect and evaluate the Contractor's performance to ensure services are received in accordance with the requirements set forth in this contract. The Contracting Officer's Representative (COR)/Government Point of Contact may inspect actual task performance, physically checking an attribute of the task, checking a report, investigating customer complaint' or otherwise inspecting the task or its results to determine whether performance meets the standards contained in this PWS. The CCR/Government Point of Contact will use the Contractor's work schedule or modified version thereof, to record surveillance results.

Results of surveillance then become the official record of the Contractor's performance.

When a performance threshold has not been met or Contractor performance has not been accomplished, the CCR/Government Point of Contact will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the Contractor.

The contractor shall respond to the CAR instructions provided and return it to the CCR/Government Point of Contact and the Contracting Officer within 10 days of receipt.

4.3. Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the KO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

4.4. Surveillance Matrix

The Surveillance Matrix, Appendix 1, is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance and frequency the COR will use to validate and inspect these performance elements.

Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The Performance Requirement Summary (PRS) should be used to form the foundation of the COR’s inspection checklist.

4.5. Performance Rating Definitions

The performance ratings below reflect definitions at FAR 42.1503 Table 42-1. The COR will use these ratings to evaluate the quality of contractor’s performance. [If your organization requires that you use a different rating mechanism, insert it here.]

Performance Rating

Definition

Exceptional Performance meets contractual requirements and exceeds many to the government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements.

The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Note 1: Plus, or minus signs may be used to indicate an improving (+) or worsening (-) trend insufficient to change the evaluation status.

Note 2: N/A (not applicable) should be used if the ratings are not going to be applied to a particular area for evaluation.

4.6. Methods of Surveillance include but are not limited to:

* 100% Inspection - This is an inspection method whereby all outputs are monitored.

This method provides the best indication of contractor performance and the most documented basis for determining contract payment actions. However, it requires extensive COR resources, and therefore, is not practical for most service requirements. 100 percent inspection is preferred when the PWS requirement is so critical that nonperformance would pose a direct risk to the safety of personnel or property, or when the work occurs infrequently, and the output population is small.

* Random Sampling - When a service is performed relatively frequently, and a statistically valid sample can be selected for audit. The most appropriate method for frequently recurring tasks. Random Sampling is a means of evaluation by observing or inspecting some part (a sample), but not all, of a population or lot of the contract requirements to assist the government with determining whether standards set forth in the contract have been met. This tool is not the Contracting Officer’s only option nor is the tool usage mandatory. When performing random sampling, use a current version of Military Standard 105E Tables/ANSI/ASQC Z1.4 to determine the sample size and the acceptance and rejection numbers.

* Periodic Sampling - This method, sometimes called "planned inspection," consists of the evaluation of tasks selected on other than a 100 percent or random basis. It may be appropriate for tasks that occur infrequently, and where 100 percent inspection is neither required nor practical. A predetermined plan for inspecting part of the work is established using subjective judgment and analysis of agency resources to decide what work to inspect and how frequently to inspect it.

* Customer Feedback – Not necessarily a valid method of surveillance, but a good indicator for areas surveillance should be conducted or intensified. The COR may design a customer survey questionnaire to be used as an essential part of a well-publicized customer complaint program. In time of resource constraints, the use of customer surveys provides an effective and efficient means of monitoring contractor performance. Customer surveys should only supplement other surveillance efforts and be analyzed by surveillance personnel trained in validating customer complaints.

Customers should be made aware of minimal contractor performance requirements to be sure that customer responses to surveys are valid indicators of actual contractor performance. The COR must investigate each customer’s complaint and validate the accuracy before any action is taken.

5. Performance Reporting

5.1. Corrective Action Report (CAR)

Discrepancies will be issued through the Corrective action Form and will be tracked to ensure corrective action is taken to address the discrepancies. The CAR will be sent to the contractor via email within 48 hours of he discovered discrepancy.

Appendix 1 - Surveillance Matrix

Statements Standards/AQL s

Inspections Rating s

PWS 9.1, 9.2, 9.3

Performance Requirements

Work completed per PWS AQL: 95% of the time

What: Work completed in PWS Sections

9.1 – 9.3

How: Random Sampling & Periodic

Inspections

Who: COR or Designated USNA Staff

PWS 9.4 Restroom Cleaning

Work completed per PWS AQL: 95% of the time

What: Work completed in PWS Section 9.4

How: Random Sampling & Periodic

Inspection Metrologies:

M1: Inspection of Reports. All reports shall be reviewed upon receipt. The reviewer will report any flaws in the document and categorize the flaws (Editorial, Format, and/or Substance).

PWS 9.5 Misc Cleaning

Work completed per PWS AQL: 95% of the time

What: Work completed in PWS Section 9.5

How: Random Sampling & Periodic

PWS 11

Supervision

Work completed per PWS 11

What: Work completed in PWS Section 11 How: Weekly Review

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

Building Room Description Sq Ft Flooring Type Entrance Doors Drinking Fountains Sinks Urinals Toilets Showers and Stalls

Partition and stalls Trash Cans

2 1 3 2 2 2 012 416 Lunch Room 416 VT 1 small 012 154 Locker Room 154 VT 1 small 012 210 Restroom 210 CT 1 small 012 111 Office 111 VT 1 small

2 1 2 2 2 1 2 018 101 Men's Room 120 VT 1 small 018 101A Shower/Locker 104 VT 0 018 102 Lunchroom 239 VT 1 small 018 112 Women's Room 112 VT 1 small 018 105 SOIL PREP AREA 503 Cement 1 Tall and 1 Med 018 106 OFFICE 230 VT 1 small 018 108 LAB 153 VT 1 small 018 109 LAB 296 VT 1 small 018 110 LAB 152 VT 1 small 018 103 Office 111 VT 1 small 018 104 Office 170 VT 1 small

VT 6 5

NA19 G02 IT Specialist (Stefanye) 460 VT 1 small NA19 G03 IT Storage 144 VT 0 NA19 G04 Staff Lunch Room 338 1 1 1 Tall NA19 G06 Staff Restroom - Unisex 117 VT 1 1 1 small NA19 G08 Staff Swing Offices 375 VT 0

NA19 G11 Storage (Herbarium) 292

VT Occasional sweeping (once a month) 0

NA19 G12 Mounting Room (Herbarium) 702 Cement 1 small NA19 G16 Trash/Recycle 88 Cement 1 0 NA19 G17 Freight/Receiving 117 VT 0 NA19 G18 Facilities Computer Room 45 VT 0 NA19 G27 Drying Room (Herbarium) 88 VT 0

NA19 G28 Plant Mounting Room (Herbarium) 260

VT Occasional sweeping (once a month) 1 0

NA19 G29 Lower Herbarium 4,111 C 0 NA19 G30 Office (Herbarium) 87 C 1 small NA19 G32 Intern Office 142 C 1 small NA19 G33 FNPRU Office (Xia) 140 C 1 small

NA19 G34 FNPRU Office (Scanlon) 139 VT 1 small

NA19 G40 IT Servers/TeleCom/Data Room 163

VT Occasional sweeping (once a month)

NA19 G41 Cleaning Staff Office 167 VT 1 small NA19 101 Classroom (Public) 731 CT 1 medium NA19 103 Women's Restroom/Public 351 CT 3 0 9 0 9 1 small mounted to wall; 1 small NA19 104 Men's Restroom/Public 215 CT 3 2 2 0 2 1 small mounted to wall; 1 small

Shops

Head House/Greenhouse

Administrative Building

ATTACHMENT B

NA19 105 Family Restroom/Public 88 VT 1 0 1 0 0 1 small mounted to wall NA19 106 Janitor Closet 40 T 1 NA19 108 Lobby (Public) 1,625 T 2 (1 recycables/1 trash) NA19 109 Information Desk 104 T 1 small NA19 111 Food Prep Area (Public) 107 T 1 l Large NA19 112 Coats (Public) 58 T 0 NA19 113 Hall (Public) 127 T 0 NA19 114 Serving (Public) 55 T 0 NA19 115 Hall (Public) 127 VT 0 NA19 116 Chairs Storage (in Classroom) 96 T 0 NA19 119 Auditorium 1,920 T NA19 120 Storage (Auditorium 120) 99 T 0 NA19 120A Storage (Auditorium 120) 120 C 0 NA19 121 Information Reception Office 124 C 0 NA19 122 NCAFGC Office 146 C 1 small NA19 123 Volunteer Office (Linforth) 139 C 1 small NA19 124 GArdens Unit Office 139 C 2 small NA19 125 FNPRU Office 139 C 1 small NA19 126 Horticulturist Office (vice Carole) 139 C 1 small NA19 127 Horticulturist Office (Chris) 139 VT 1 small NA19 128 GU Curators (3#) Office 285 C 3 small NA19 130 Interpretive Specialist (Julia) 117 C 1 small NA19 131 Special Events Coordinator (Markita) 227 C 1 small NA19 132 Director's Conference Room 370 C 0 NA19 133 Director's Secretary Office 214 C 1 small NA19 134 Director's Office (Olsen) 296 C 1 small NA19 135 A/M Manager Office (vice Linda) 131 C 1 small NA19 136 Admin Officer Office (Byers) 139 C 1 small NA19 137 Facilities Specialist Office (Jewett) 139 C 1 small NA19 137 Admin Office (Fin Tech, Clerk) 303 C 2 small NA19 140 Copier Room 117 CT 1 large trash; 1 large recycables NA19 144 Women's Restroom (Staff) 125 VT 2 0 3 0 3 1 small mounted to wall NA19 145 Janitorial Closet 22 CT 1 0 NA19 146 Men's Restroom (Staff) 125 VT 2 1 2 0 2 1 small mounted to wall NA19 148 Storage (Plant Records) 107 C 0 NA19 149 Gardens Unit Office (KED) 137 C 2 small NA19 150 Plant Records Office (+ Stefan) 237 C 1 small NA19 151 Reading Room 528 C 2 small NA19 152 Plant Records Office (Kevin) 92 C 1 small NA19 153 Taxonomy Research Office (Alan) 92 C 1 small NA19 154 Herbarium Manager Office (Harlan) 92 C 1 small NA19 155 Herbarium Reading Room 564 VT 1 small NA19 156 Archives Storage 152 VT 0

NA19 157 Herbarium Workroom (Volunteers) 231

VT Occasional sweeping (once a month)

NA19 161 Upper Herbarium 1,462 VT 1 small NA19 163/164 GU Curators (5#) Office 496 C 4 small NA19 165 Gardens Unit Leader Office (Scott) 190 C 1 small NA19 166 GU PSA-Secretary Office (Blain) 139 C 1 small NA19 167 Horticultural Programs Office (Piper) 139 C 1 small NA19 168 Security Office 215 1 small

1 small

ATTACHMENT B

4 2 1 27 101 Reception 171 VT 027A 101A Office 220 VT 2 small 027A 102 Women's Restroom/Shower 103 VT 1 small 027A 103 Men's Restroom/Shower 103 CEMENT 1 small 027A 105 Work/Classroom 852 CEMENT 2 tall 027A 105 Lab 65 CEMENT 1 small

027A 105A Storage 124

VT Occasional sweeping (once a month) 0

027B 101 Reception Area 321 VT 0 027C 102 Chinese Room 143 VT 0 027C 104 Restroom 52 VT 1 small 027C 105 Western Room 94 VT 1 small 027C 106 Reference Room 104 VT 1 small 027C 107 Cultural Display 1,465 VT 027C 108 Special Exhibits Wing 1,449 VT

NA22 Asian Collection Bathrooms 284 VT 2 2 3 0 3 1 small 009 M Street Bathrooms 465 VT 4 3 7 0 7 1 small

12' by 60" Trailer (cleaning 2x monthly) 720 office/carpet;

bathroom/VT 1 0 1 0

12' by 56' Trailer (cleaning 2x monthly) 672 office/carpet;

bathroom/VT 1 0 1 0

NA20 Arbor House/Gift Shop 2482

Upper Level/carpet;

Lower Level/ VT;

restroom/ VT 1 1

NA20A Arbor House Public Bathrooms 1002 VT 10 3 12 0 12 Total Square Footage 38,448

Chinese and International Pavilion (Bonsai Museum)

Arbor House

South Farm Trailers

ATTACHMENT BATTACHMENT B