PWS_-_Janitorial_Services_for_Branch_II_&_III.docx

Performance Work Statement (PWS)

Janitorial Services

DR-4399-FL

Branches II & III Marianna, FL Jackson County Dated: 11/15/2018

SCOPE: The Contractor shall furnish all labor, tools, equipment, materials, consumable items and supervision to perform janitorial services at FEMA Branches II and III located in Marianna, FL as designated by disaster declaration DR-4399-FL – Florida Hurricane Michael.

1. LOCATION OF WORK: The location of the facilities to be serviced is 2954 Highway 71, Marianna, FL 32446. The total area to be serviced is approximately 7,700 square feet. Office spaces and common areas include concrete floors painted with an epoxy coating for added grip as well as carpeting in some areas. The spaces include shelving, office desks and chairs, office equipment, waiting areas, trash receptacles, one (1) kitchen area (approx. 12’ by 22’), and two (2) single-commode restrooms.

2. PERFORMANCE OF WORK ON GOVERNMENT FACILITIES:

2.1 There may be limited space to store janitorial supplies at the facility. Where designated the space available for use by the contractor is on a share basis with the Government. The contractor may use this area without cost for the purpose of storage of equipment and materials, excluding flammable materials. Contractors shall be responsible for the orderliness and cleanliness of this space.

2.2 The Government will not be responsible in any way for damage occasioned by fire, theft, accidents or otherwise, to the contractor’s stored supplies, materials or equipment; the supplies, materials or equipment kept throughout the building; or the contractor’s employees’ personal belongings brought in to the location.

2.3 Contractor shall notify the assigned Contracting Officer Representative (COR) of any inoperative water fixtures, lights, water closets, ext., damage to buildings; as well as any insect, rodent, or other vermin.

2.4 Damage to Finishes and Appurtenance: It shall be the responsibility of the contractor to rectify any damage caused to government property by the contractor’s employees during the course of this contract.

2.5 Contractor’s employees shall not remain in the buildings longer than necessary to complete the job.

3. FACILITY ACCESS: The contractor shall be allowed access to the locations during the hours of 7 a.m. to 6 p.m., seven days a week. There may be occasions that the Branch sites are temporarily closed, for example for observance of Federal holidays or for election polling; in those instances the contractor will be provided advanced notice and will not be allowed on the premises. Contractor employees shall be required to show a FEMA-issued badge when entering the premises, or shall be escorted by a FEMA-badged employee at all times.

4. SAFETY: The Contractor shall be responsible for instructing contractor employees in OSHA safety measures. The contractor shall not permit the placement or use of mops, brooms or other implements to create safety hazards and shall provide appropriate warning signs for slippery floor areas caused by cleaning or waxing operations.

5. ENVIRONMENTAL CONSIDERATIONS: Cleaning solutions shall be used in strict conformance with the product’s Environmental Protection Agency (EPA) and State of Florida requirements. All manufactures’ instructions and recommendations for the use of cleaning solutions shall be strictly followed. In addition, the contractor shall comply with all federal, state, or local laws and regulations concerning the, use, storage, and disposal of hazardous materials.

6. CONTRACTOR SUPERVISION: The contractor shall provide supervision of contractor employees to assure compliance and satisfactory performance. The contractor or its representative shall be available to meet with FEMA personnel within 12 hours of notification if necessary. During working hours, this representative shall be available to receive complaints and directions via telephone or fax.

6.1 The Contractor’s employee attire shall be as neat and clean as practical while performing their duties. Each employee shall wear a FEMA-issued security credential clearly visible around the neck or clipped to a shirt pocket or be escorted by a FEMA employee at all times.

6.2 Interference with Business: The work shall be carried on in such a manner that there will be minimal interruption to, or interference with the proper execution of Government business. All persons employed in the work, while on the premises, shall comply with all building regulations. FEMA personnel will not cause unnecessary delays (during janitorial cleaning) when offices or office areas need cleaning. Contact the COR if there are problems.

7. INSPECTION BY THE GOVERNMENT: Inspection of the contractor’s work will be made by the COR or designated task monitor. The COR or task monitor has authority to point out corrective measures, but does not have authority to alter the terms or conditions of the contract. All discrepancies pointed out shall be corrected immediately. No payment shall be made for services that are not performed in accordance with the specifications.

8. CLEANUP: Keep all supplies, equipment and machines clear of traffic lanes, other areas where they might be hazardous. Dispose of cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition or store outside the buildings in tight containers. After completing the work, dispose of all dirt and debris daily resulting from work under this contract. Place debris in dumpster located at the site.

9. INVOICES: The contractor shall submit a monthly invoice to the address in the contract.

10. OTHER CONTRACTS: The Government may undertake or award other contracts for additional work, such as painting and building and equipment repair. The contractor shall fully cooperate with such other contractors and government employees and carefully fit his own work to such additional work as may be directed by the Contracting Officer. The contractor shall not commit or permit any act which will interfere with the performance of work by any other contractor, or by government employees.

11. LOST AND FOUND: It is the responsibility of the Contractor to ensure that all articles of possible personal or monetary value found by the Contractor’s employees are turned in to the (COR) or Security.

12. SUPPLIES AND EQUIPMENT: The contractor shall provide all labor, equipment and supplies for the accomplishment of all janitorial work; this includes all toilet paper, paper towels, hand soap, and wastepaper receptacle liners.

13. PERFORMANCE STANDARDS

Twice daily, seven days per week, the contractor shall provide janitorial services to meet the following performance standards:

13.1 VACUUMING AND SWEEPING: A properly vacuumed and swept floor is free of all dirt, dust, grit, lint, and debris except imbedded dirt and imbedded grit. The contractor shall vacuum and sweep to ensure the area is clean and free of trash, debris and foreign matter. No dirt shall be left in corners, crevices or where sweepings were picked up.

13.2 MOPPING: Uncarpeted interior floor (except plywood surfaces) shall be properly cleaned after sweeping by mopping any dirt, dust, grit, line, and debris which cannot be removed by additional sweeping. Mopped surfaces shall present a uniform, clean appearance free of debris, dirt, dust, soiled water film, streaks, marks and excess water. A satisfactorily mopped floor is without dirt and dust, marks, film streaks, debris, and standing water.

13.3 DUSTING: The contractor shall dust all exposed air conditioning grills, mini blinds, doors, corners, crevices, moldings and ledges within approximately 70 inches from the floor. The contractor shall perform surface spot cleaning and dust horizontal surfaces up to approximately 70 inches from the floor.

13.4 WINDOWS/DOORS/WALLS: All glass shall be clean and free of dirt, grime, dust, streaks, watermarks and spots and shall not be cloudy. The contractor shall clean metal door knobs, thresholds, kick plates, railings and other metal surfaces; handrails, doors; and clean spots and marks off walls. The contractor shall assure that walls, baseboards and other surfaces remain free of finish residue and marks from equipment.

13.5 EMPTYING WASTE BASKETS/RECEPTACLES: The contractor shall empty waste receptacles as needed, collecting soiled bags in separate containers for disposal. As needed, the Contractor shall wipe wastepaper receptacles utilizing a multipurpose (disinfectant-deodorizer) cleaner to remove all debris. The contractor shall reline all wastebaskets with a suitable plastic liner of the appropriate size. The existing liner may be reused if it has not been soiled. Upon completion of this operation, all wastebaskets shall be free from all foreign material. Foreign material includes, but is not limited to, coffee grounds, paper, soda, etc.

13.6 TRASH REMOVAL/DISPOSAL: The contractor shall be responsible for disposal of all material collected from the Branch Offices’ waste receptacles and shall remove it from the Branch sites in a manner to prevent leaking, spilling, or blowing during transport. Disposal shall be in accordance with existing local, state, and federal regulations. The contractor shall be responsible for any and all permits or fees associated with the disposal.

13.7 RESTROOMS: Cleaned toilet rooms shall have no odors; wall and floors shall be kept free of marks at all times. The contractor shall clean all fixtures, metal chrome surfaces, doorplates, urinals, washbasins, mirrors, waste receptacles, shelving, dispensers and wall surfaces, utilizing a cleaner/disinfectant. Grease and dirt shall be removed from all lavatory and sink surfaces. Stains that cannot be removed using soap or detergent solutions may be removed with mild cleaning power.

· RESTROOMS: URINALS/TOILETS: Cleaning shall include the seat, interior/exterior of bowl/urinal, flush valve, and polishing chrome-plated hardware and piping. Scrub bowl/urinals clean as far into the trap as possible and under the inside rim. Install, and/or replace as necessary, deodorizing cake, in all urinals and toilets. All urinal cakes shall be attached so as to not obstruct the normal flow of water.

· RESTROOMS: TOILET PAPER DISPENSERS AND PARTITIONS: Toilet paper dispensers and partitions shall be cleaned with a neutral soap or mild detergent and water solutions followed by damp wiping with a clean cloth and clean water. The interior of dispensers shall be cleaned in the same manner as for exterior surfaces followed by thorough drying if all interior surfaces. Dispensers shall be filled as necessary.

· RESTROOMS: MISCELLANEOUS: Paper towels and hand soap dispensers shall be filled as necessary. The contractor shall empty, clean and disinfect sanitary napkin receptacles daily; replace soiled bags with new ones. Deodorizers shall be checked daily and the contractor shall replace cartridges when necessary.

13.8 COMMON AREAS/EXTERIOR: The contractor shall vacuum or sweep entranceways, corridors, main lobbies, hallways, and passageways daily. The contractor shall mop concrete surface entranceways, corridors, main lobbies, hallways and passageways daily. Drinking fountains shall be cleaned daily.

Sidewalks shall be swept daily (weather permitting). Exterior ash cans shall be emptied daily and the contractor shall clean the area of any discarded cigarette butts daily.

14. SCEHDULE: Janitorial services shall be provided twice daily, seven days per week, beginning at the hours identified below:

· Morning: 8:00 AM

· Afternoon: 2:00 PM

There may be occasions that the Branch Offices are temporarily closed, for example for observance of Federal holidays or for election polling; in those instances the contractor will be provided advanced notice and will not be allowed on the premises.

15. ADDITIONAL SECURITY REQUIREMENTS: All contractor employees needing access to Government facilities or installations shall submit to a thorough background investigation. The contractor shall ensure that each employee needing a DHS security credential complete a Form SF 85 Questionnaire for Public Trust Position and a DHS Form FF 12-62 Personal Identification Verification Credential. All contractor employees must wear a FEMA-issued security credential at all times while in a FEMA facility.

Prior to receiving FEMA-issued security credentials, contractor staff shall be escorted by a FEMA-badged employee at all times.

16. CONTRACTING OFFICER REPRESENTATIVE (COR) AND TASK MONITOR: The Contracting Officer Representative (COR) and Task Monitor (TM) are government employees assigned to assist the Contracting Officer (CO) and Project Officer (PO) in ensuring contractor performance of services in accordance with the terms and conditions of this contract. The tasks of the COR and TM include:

· Notifying the Contracting Officer (CO) and Project Officer (PO) as to the timeliness of performance by the contractor employees in accordance with the terms and conditions of this contract

· Performing random surveillance of the contractor employees while they are at the facility

· Ensuring compliance with contract requirements insofar as the locations and facilities to be serviced

· Advising the CO and PO of nonperformance or unsatisfactory performance issues

The COR and TM shall act as the onsite government representative, but will not have the authority to direct the contractor or authorize any verbal or written changes to the terms and conditions of the contract. The Contracting Officer shall maintain this authority.

The Contracting Officer Representative (COR) and Task Monitor (TM) assigned to this contract are:

18. PERIOD OF PERFORMANCE: The performance period for this contract is as follows: