Airfac Charleston Janitorial Services PWS FY26 (1).pdf

PERFORMANCE WORK STATEMENT (PWS)

JANITORIAL SERVICES AT USCG AIR FACILITY CHARLESTON

1.0 General

1.1 Background

The United States Coast Guard (USCG) is procuring Janitorial Services as described within this

PWS for USCG Air Facility Charleston at 3001 Transatlantic Way, Johns Island, SC 29455.

1.2 Scope

The Contractor shall provide the proper mix of personnel, management, supervision, materials, supplies, equipment, tools, transportation, and other items or services (except utilities and limited facilities as defined in section 12.0) necessary to accomplish the janitorial services required by this PWS. The efforts to be accomplished under this contract are scalable in nature to include other tasks, services, or locations within scope, as required.

1.3 Objective

The Contractor shall perform these services in a manner that ensures the health and safety of military members, civilian employees, contractors, and members of the public, and shall maintain both the sanitary conditions and aesthetic appearance of Government buildings.

Superior customer service and well-maintained facilities that present a clean, neat, and professional appearance shall be furnished in accordance with all terms and conditions of the contract.

1.3.1 The full time equivalents (FTEs) in the chart below are based on the historical labor mix required to perform the requirements listed in this PWS.

Labor Category Historical Labor Mix

On-Site Supervisor 1

Part-Time Janitor (8 hours x 3 days per week) 1

1.3.2 The FTEs in the chart above are based on the historical labor mix required to perform the requirements in this PWS. The contractor shall propose a labor mix that will best accomplish the tasks set forth in this PWS.

1.3.3 The contractor shall utilize the historical mix, along with the information provided within this PWS to determine the number of FTEs, they believe will be required to successfully perform the requirements listed herein. The numbers proposed by the Contractor will be incorporated into the award. This is a FFP task order; the contractor may choose to add additional people at a later date, at no additional cost to the Government, to accomplish the required tasking.

1.3.4 During the term of the task order, the USCG will continuously monitor its needs to ensure the proper number of positions and mix of skills are being provided. In the event that the

USCG requires additional personnel due to new requirements or a change to the labor mix is required, the Contracting Officer will notify the Contractor and negotiate the changes.

file:///C:/Users/CGTaber/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/SCOPE%20PARAGRAPHS.doc

1.4 Contracting Officer’s Representative (COR)

The COR is responsible for the technical administration of the contract and is the technical liaison with the Contractor. The COR IS NOT authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the

Government or authorize any changes, which affect the contract price, delivery schedule, period of performance, or other terms or conditions.

1.4.1 The Contracting Officer is the only individual who can legally commit or obligate the

Government for the expenditure of public funds. Technical administration of this contract shall not be construed to authorize revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the Contracting Officer.

1. 4.2 An alternate COR may also be appointed to this contract. In the absence of the primary

COR, all responsibilities and functions assigned to the COR shall be the responsibility of the alternate COR.

1. 4.3 The COR, and alternate COR if required, will be appointed at time of contract award.

2.0 Applicable Documents

2.1 Compliance Documents

The Contractor shall comply with all applicable Federal, State, local, and municipal laws, regulations and requirements; all industry standards/references; all Government and USCG

Regulations, attachments and Technical Exhibits (TE) to this PWS; and all applicable instructions and directives identified herein pertaining to the services required and to the conduct and qualifications of personnel in performance of this contract. The most recently published publication will be used as a reference.

2.2 Government Documents

The Government will provide all chapters of publications listed, or otherwise applicable to this contract, upon request of the Contractor. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change to the contract price. The Government will also provide the forms listed which are needed for daily operations. Upon completion of the contract, the Contractor shall return to the Government all issued publications and unused forms.

PUBLICATION TITLE

Commandant Instruction

(COMDTINST) M4500.5(series)

Personal Property Management

COMDTINST M5000.3 (series) USCG Regulations

COMDTINST M5100.47 (series) Safety and Occupational Health Manual

COMDTINST M110000.7 (series) Facilities Energy Manual

COMDTINST M16478.1B (series) Hazardous Waste Management

3.0 Services

The Contractor is responsible for performing all necessary janitorial and management activities to meet the requirements listed in this PWS, including any applicable Technical Exhibit. These efforts include any direct janitorial activities and any indirect activities necessary for the successful completion of this contract. The Contractor shall determine the appropriate mix of personnel to be utilized to accomplish the tasks listed in this PWS. It is solely the Contractor’s responsibility to ensure the right mixes of personnel are hired. If the Contractor determines after contract award that additional personnel are required to accomplish the tasks set forth in this

PWS, they can be added at no additional cost to the Government. If the Government requires changes to any of the firm-fixed price (FFP) requirements, the rates will be negotiated up (for additional work) or down (for removal of tasks) and a bilateral modification will be issued.

3.1 Levels of Service (LOS) and Cleaning Frequency

The cleaning frequency of janitorial tasks is based on the level of service assigned to the type and usage of building space. The following table provides the classification of buildings spaces for janitorial LOS.

3.1.1 LOS Cleaning Frequencies

3.1.2 Technical Exhibits

Technical Exhibits for each location can be found as attachments to this PWS. Each Technical

Exhibit provides:

• Building requiring janitorial services, estimated square footage for each type of space to be maintained, and the LOS frequency.

• Command Duty Officer Contact Information

Cleaning Task LOS I

Clean/Sanitize

Space 3 times/week

Clean/Sanitize

Water Fountains 3 times/week

Empty Trash Cans and Replace Liners 3 times/week

Restock Dispensers

& Paper Products 3 times/week

Wash, Dry, Fold, and Store Linens 3 times/week

Sweep/Dry mop all hard floors 3 times/week

Clean windows & mirrors Weekly

Dust all horizontal surfaces, ceiling fans, and blinds

Weekly

Dust Furniture, Desks, and Chairs Weekly

Vacuum Carpets Weekly

Wet Mop Floors Weekly

Wash Walls Quarterly

Dust HVAC and

Other Ceiling Grills Monthly

Shampoo Carpets and Rugs Semi-annually

Floor Scrubbing As required

Spot Clean Carpets As required

• Locations for Contractor use

• Maps of each location, as applicable

3.1.3 Removable Items

Any removable items, such as furniture and equipment, shall be moved so that a thorough job may be accomplished for all operations required. Upon completion of work, all removable items moved shall be returned to their original positions. No chairs, wastepaper baskets, or other items moved shall be stacked on desks, tables, or windowsills. Baseboards, walls, wall base, floor finish, stair risers, furniture, and equipment shall not be splashed, disfigured, damaged, or marred during these operations. All equipment and supplies shall be stored properly and in designated spaces.

3.1.4 Windows and Lights

Contractor shall close windows and turn off lights when not in use.

3.1.5 Lost and Found

The Contractor shall require that all articles found by their employees shall be returned in to the

Building Manager or Contracting Officer’s Representative (COR).

3.1.6 Inspection Records and Reports

A copy of Contractor’s inspection reports and records shall be available to Contracting Officer and COR at any time.

3.1.7 Emergencies and Repairs

Contractor shall promptly (within 15 minutes) report emergencies to the Command Duty Officer

(CDO). Emergencies include but are not limited to any fires, flooding, noxious fumes, injuries, or hazardous conditions observed, to be followed with a report to the COR. The information for the CDO for each location can be found in the respective Technical Exhibit.

3.1.7.1 Any non-emergent problems or items in need of repair, such as plugged commodes or waterless urinal cartridges, burned out lights, leaky faucets or malfunctioning dispensers shall be reported to the COR by e-mail within twenty-four (24) hours.

3.1.8 Inspections of Areas for Debris

The Contractor is required to remove and dispose of any discarded materials from inside the buildings. This shall include a general search for items on the floor, which missed the wastebaskets and scraps of debris on the floor and in the seats of chairs. After a thorough general search of the area, all chairs, which have been moved, shall be returned to their proper location. Clean up all inclement weather soiling. When completed, the area shall be neat in appearance and free of trash, garbage, and discarded materials.

3.1.9 Key Control

The Contractor shall establish and implement a method of ensuring that keys issued to the

Contractor are not lost, misplaced, nor used by unauthorized persons. The Contractor shall submit a Key Control Plan to the COR for concurrence, within fifteen (15) calendar days after award. The plan shall describe their methods for ensuring keys are not lost. The Contractor shall not duplicate keys issued by the USCG. The Contractor shall report the loss of keys to the

COR immediately upon discovery. The USCG, at the Contractor’s expense, shall perform any lock replacement required due to lost keys.

3.1.10 Weather

Weather may demand additional cleaning by the Contractor to ensure that the facilities and equipment are clean, neat, and sanitary. Proper precautions shall be taken to advise building occupants of wet/slippery floor conditions. This applies during inclement weather as well as during cleaning operations. The Contractor shall notify the COR of any additional cleaning performed due to weather as soon as practicable, but no later than within one (1) business day.

3.1.11 Spot Cleaning

Spot cleaning is extra cleaning within any of the cleaning categories identified herein. It is performed on an as-required basis, during regular servicing, whenever occasioned by unusual or inadvertent events such as spills, animal/pest entry, pipes bursting or clogging, breakage, equipment repairs, or unusual traffic. All surfaces, such as walls, partitions, doors, floor mats, and waste receptacles (inside and out) shall be spot cleaned as necessary to present a clean, spot-free, mark-free appearance and to ensure they are odor free. Floors shall be spot cleaned to remove food spills, debris, and wet areas caused by accidents or inclement weather.

3.2 Lavatories and Locker Rooms

This section describes the responsibilities of the Contractor for maintaining lavatories and locker rooms, and any fixtures, equipment, receptacles, and consumables installed or located in those spaces.

3.2.1 All deposits, stains, and foreign matter, including those under fixture edges, lips, bases, exposed pipes, and on all exposed surfaces of toilets, urinals, wash basins, sinks, and partitions shall be cleaned and removed.

3.2.2 The Contractor shall maintain all washbasins, faucets, soap holders/dispensers/ receptacles, water closets, toilets, toilet seats, urinals, and sanitary napkin receptacles so that no soap build-ups, mildew, rust, encrustation, or water rings exist. Toilet seats shall be left in a raised position after cleaning. Water traps shall be maintained free from odor at all times from all toilet and locker room floors and from shower stalls.

3.2.3 Contractor shall service all toilet rooms on the last official workday of each week to replenish all dispensers, paper towels, and toilet paper to maximum capacity.

3.2.4 Restroom and Locker Room Service Schedules

Contractor shall post on the entry door of every restroom and locker room, a current and complete service schedule for that space. Each schedule shall have the following information:

• Location by building and room numbers.

• Date and day of the week.

• Servicing janitor’s name.

• The time that the restroom or locker room servicing was completed.

• The janitor’s signature beside the completion time.

3.3 Waste Collection, Removal, and Disposal

This section describes the requirements for the efficient removal, storage, and proper sorting of trash, and recyclables to be performed by the Contractor.

3.3.1 The Contractor shall collect all recyclable and non-recyclable debris, transport this, and place this debris in designated dumpsters or other collection location as directed by the COR.

3.3.2 Contractor shall remove all garbage, trash, and cigarette butt debris from ashtrays from all areas, inside, as well as outside, of buildings, transport it to the main disposal area, and place it in appropriate receptacles.

3.3.3 Maintain all trash receptacles in a sanitary condition, free from debris after the contents have been collected.

3.3.4 Boxes, cardboard, and cartons shall be crushed and flattened, then placed in appropriate receptacles at the main disposal area.

3.4 Floor Maintenance

All cleaning and maintenance shall be performed in accordance with commercially accepted best practices, industry or manufacturer standards/methods, and any applicable documents identified in Section 2.0 of this PWS.

3.4.1 All flooring shall present a uniform, clean appearance, free of debris, dirt, streaks, marks, excess water, all foreign matter, soil, gum, tar, any similar substances, and any traces of cleaning solutions. Cleaned surfaces shall have a uniform appearance when dry.

3.4.2 The Contractor shall maintain all exposed floor areas to include, but not limited to:

• Carpeted areas

• Tile floors

• Floor mats and runners

• Baseboards

• Secondary corridors

• Lobbies

• Stairways

• Landings

• All storage floor areas

• All toilet and locker rooms

• Shower stalls

• Building entrances (to include the exterior main entrance walkways)

• Sidewalks adjacent to entrances

3.4.3 The Contractor shall maintain asphalt, rubber, and vinyl and linoleum floor surfaces to include all corners and other small areas to provide a continuous, durable protective coating; and, surfaces shall be maintained to provide anti-slip waling conditions. All resilient floor areas, especially heavy traffic areas (entrances and lobbies), shall be maintained for maximum gloss and uniform sheen.

3.4.4 Tile and LVP Cleaning

All floors shall be thoroughly swept and all gum and adhesive materials shall be completely removed. The floor shall be rinsed to ensure removal of all traces of cleaning solution. The floor shall be allowed to dry completely after rinsing. After award, the Contractor shall provide the COR with a plan for what methods will be used for each floor type for final approval.

3.4.5 Carpet Shampooing

The COR and the Contractor shall coordinate the amount of carpet area to be shampooed prior to commencement of work under this provision. If the Contractor encounters Government or

Contractor caused delays, the Contractor shall notify the COR in writing describing the reasons for the delays and the projected completion date. Prior to shampooing the carpet, all furnishings in the area to be shampooed shall be removed by the Contractor. The carpets shall be vacuumed, and all dirt and particles shall be removed. Carpets shall be cleaned with an extraction machine using a chemical solution containing conditioners and deodorizers, after which the carpets shall be clean, free of chemical residue, and dry to the touch by the start of the normal business hours.

At the conclusion of the shampooing operations, the carpet shall be free of stains and shall present a uniform color.

3.4.6 The Contracting Officer or COR may occasionally require additional services in excess of the frequencies defined in the Technical Exhibits for cleaning and carpet shampooing.

3.5 Surface Maintenance

This section details the requirements for all maintaining and cleaning all minor surfaces, including but not limited to woodwork, walls, window sills, ceiling fans, window blinds, draperies, ceiling vent covers, exposed pipes, and light fixtures. Furniture in any applicable space, including but not limited to, desks, cabinets, bookcases, tables, chairs, couches, counters, metal, wood, and glass surfaces, the tops of all lockers, all pictures and other articles on walls, and any other items normally considered furniture shall also be maintained.

3.5.1 The Contractor shall maintain all surfaces in common areas and keep them free of any foreign matter, dust, dust streaks, lint, cobwebs, dirt, oils, spots, smudges, and other materials.

3.5.2 Contractor shall not dust desks or other furniture that is cluttered with correspondence, bric-a-brac, etc. Computers, business machines, and office equipment of similar nature shall not be dusted.

3.5.3 All offices, shower areas, mirrors, shelving, and toilet areas shall be maintained and sanitized, as applicable. The Contractor shall maintain these areas to provide a polished appearance to remove all dirt, spots, streaks, and smudges from walls, waste receptacles, glass, all mirrors, counter tops, shelving, dispensers, chromium fixtures, exposed piping, and other specified surfaces.

3.5.4 All metal and wood surfaces, to include all kick plates, push plates, and push bars of outside entrances, all drinking fountains, and all glass surfaces, other than building windows, shall be cleaned and polished. All foreign residue, oil, grease, mold, etc., shall be removed from these areas and from and around floor fasteners, door checks, door closers, etc.

3.6 Glass Cleaning/Maintenance

This section covers the cleaning and maintenance requirements for all glass in windows, doors, entrance areas, entrance glass on outside entrances, partitions, bookcases, glass tops, surface glass inside and out, and any other similar glass surface.

3.6.1 Glass shall be maintained spot free of dirt, grime, streaks, excessive moisture and cloudiness. Window sashes, sills, woodwork around interior glass, and other surroundings shall be free of drippings and other watermarks. Windowsills shall be protected when standing on or placing cleaning materials on them. Windows that require maintenance on both sides shall have the inside and outside cleaning performed by providing the least inconvenience to the building occupants. In instances where building occupants are seriously inconvenienced, the window washing activities will be rescheduled at the discretion of the COR.

3.7 Surge Work

Surge work is typically work within the general scope of the contract, but not included in the

FFP requirements. When required, the USCG will ask the Contractor for a quotation for the additional services. Once the two parties have reached an agreement, a bilateral modification for the work will be issued. Surge work may be FFP, Labor Hour, or a combination. Surge work may include specific work requirements or training required by the Government due to change in software, hardware, programs, or procedures.

3.7.1 Composite Labor Rates

The composite labor rates are fully burdened hourly labor rates inclusive of all direct and indirect costs and profits. These rates will be utilized to develop the pricing for surge work. The

Contractor’s proposal for surge work shall provide sufficient detail for a determination of price reasonableness by the Contracting Officer. Additional information may be required at the

Contracting Officer’s discretion.

3.7.2 Pre-Defined Surge Work

The following services will be ordered on an as required basis.

3.7.2.1 Service Calls

Service calls for cleaning shall consist of providing miscellaneous minor cleaning tasks beyond the scope of basic services. The estimated number of service calls for the janitorial staff is two

(2) times per month at one (1) hour each for an estimated total of twenty-four (24) hours per year, and the estimated number of service calls for a supervisor is one (1) time per month at one

(1) hour each for an estimated total twelve (12) hours per year.

3.7.2.1.1 Service calls shall consist of providing labor and material to perform unscheduled housekeeping services that are brief in scope. The COR shall receive service call requests from

Building Managers and notify the Contractor of the work required. The Contractor shall provide adequate procedures for receiving and responding to service calls during regular business hours.

3.7.2.1.2 Service Call Response Time

The Contractor shall respond to service call requests for cleaning within two (2) hours during business hours. Once begun, the cleaning effort shall continue until completed. Examples of service call work include, but are not limited to clean-up of overflowed restroom fixtures, clean-up of spills, cleaning muddy or wet entrances or wet carpet/floors (beyond normal cleaning required for weather).

3.7.2.1.3 Special Events

Upon the request of the Contracting Officer or COR, the Contractor shall provide supplemental services for special events. These events can be scheduled on holidays or other days designated by the Commanding Officer. These special events may require work after normal business hours or an increase in personnel during normal business hours. If special event hours are required, notification will be given to Contractor at least twenty-four (24) hours in advance. The special event task will be on an as-required basis at the hourly rate agreed to and specified in the

Schedule of Services. The Contracting Officer will issue a modification for this requirement.

4.0 Contractor Requirements

4.1 Management

The Contractor shall manage all janitorial services required herein. Included in this function will be a full range of management duties including planning, scheduling, and quality control. The

Contractor shall provide an adequate staff of personnel with the necessary expertise to assure the performance of work in accordance with sound and efficient management practices.

4.2 Personnel Management

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with the appropriate combination of training and experience. The Contractor shall be responsible for the employment, training, guidance, and supervision of qualified personnel to accomplish the contract. Contractor personnel found not to meet qualifications or performance standards shall be removed from performing under the contract.

4.2.1 Contractor personnel are employees of the Contractor and under the administrative control and supervision of the Contractor. The Contractor, through its personnel, shall perform the tasks prescribed herein. The Contractor shall select, supervise and exercise control and direction over its employees under this contract. The Contractor shall maintain records on all personnel hired. At a minimum, the Contractor shall maintain records that support the personnel hired met the minimum qualifications of the position at the time they were hired. These records shall be made available to the Contracting Officer or designee upon request.

4.2.2 The Government will not exercise supervision or control over the Contractor in the performance of services under this contract. The Contractor shall not supervise, direct, or control the activities of Government personnel or the employees of any other Contractor, except any subcontractor employed by the Contractor on this contract.

4.2.3 In performance of this contract, the Contractor’s management responsibilities include, but are not limited to the following:

• Ensure employees understand the work to be performed on orders to which they are assigned.

• Ensure employees know their management chain and exhibit professional conduct to perform in the best interest of the Government.

• Ensure employees adhere to applicable laws and regulations governing Contractor performance and relationships with the Government.

• Ensure contract employees do not create actual or apparent personal service relationships.

• Ensure high quality results are achieved through task performance.

4.2.4 The Contractor shall be responsible for the actions of its personnel and its subcontractors.

The Contractor shall be responsible for daily oversight of all Contractor personnel and for managing work performance on all tasks and projects on this contract directly relating to the services provided. The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management and control of the resources to be assigned to the contract. The Contractor shall provide frequent interaction and communication with members at all levels of the organization. The Contractor shall maintain continuity between the Contracting

Officer and the designated COR and the Contractor’s business office.

4.3 Work Control

The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The

Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.

4.4 Contractor Personnel Qualifications

All services provided under this contract shall be supervised by Contractor employees fully qualified in the relevant profession, trade or field. The Contractor shall hold any licenses required by law. The Contractor shall maintain records for all personnel hired under this contract. These records shall be made available to the Contracting Officer or designee upon request.

4.4.1 The Contractor shall provide personnel with the following minimum capability:

• Ability to read, write, clearly speak, and understand English. They shall be able to fulfill, completely and clearly, the reporting requirements of the contract.

• Shall be citizens of the United States (U.S.) or legal residents who have been lawfully admitted for permanent residence into the U.S. The Contractor shall obtain signed statements from all employees and potential employees to be assigned work under this contract attesting they have been informed of these restrictions. Any employees assigned to secure spaces shall be U.S. citizens.

• Shall be in good health and free of any communicable disease while performing work at this facility. Any necessary medical certificates, exams, and treatments are at the expense of the Contractor.

4.5 Conflicts of Interest

The Contractor shall not employ any person who is an employee of the U.S. Government if the employment would appear to cause a conflict of interest. The Contractor shall not employ on a full or part time basis an employee of the USCG, uniformed or civilian, without the express written consent of the Contracting Officer.

4.6 Employee Identification

Contractor employees shall wear distinctive uniform clothing for ready identification. The uniform shall have the Contractor’s name, in sufficient size to be read at a distance of approximately ten (10) feet, affixed thereon in a permanent manner. The Contractor shall ensure employees’ uniforms are clean and well maintained while performing work under this contract.

The Contractor shall submit uniform sample (or electronic image with scale information) and identification badges to the Contracting Officer fifteen (15) calendar days after award. Visiting

Contractor employees shall comply with all Government escort rules and requirements.

4.7 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at

Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the U.S. or the DHS.

The On-Site Supervisor shall ensure Contractor employees understand and abide by DHS established rules, regulations and policies concerning safety and security.

4.7.1 The Contractor shall prohibit his/her employees from disturbing papers on desks, opening drawers, closets or cabinets, except for janitorial closets, or using the telephone or equipment unless specifically authorized by the COR.

4.8 Alcohol and Controlled Substances

Contract employees shall not possess, distribute, consume, or use any controlled substance or alcohol on the job site or while on Government property. Any Contractor or Contractor employee using a controlled substance prescribed by a physician shall get written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any

Contractor or Contractor employee found to be in violation of this section may be permanently prohibited from USCG property. Actions taken under this section shall not relieve the

Contractor from the requirement to provide sufficient personnel to perform adequate and timely service as required by the contract.

4.8.1 Contractor personnel shall not smoke or consume food or beverages while performing work on this contract. During breaks, eating or smoking is permitted in designated areas only.

All tobacco and tobacco substitute products, including but not limited to cigarettes, cigars, pipes, any smokeless tobacco, e-cigarettes, and other vapor substitutes shall only be permitted in designated areas. The COR will provide a list of designated areas upon request.

4.9 Use of Government Facilities

Use of the USCG’s recreational facilities, gymnasium, galley, or any other facility on the base is specifically prohibited. There are limited locations that are available for Contractor use. These locations will be defined during the Post Award Conference.

4.10 Protection of Information

Contractor access to information protected under the Privacy Act and/or proprietary information may occur under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but

Unclassified (For Official Use Only) Information. The Contractor shall ensure that all

Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.11 Financial and Criminal Background Checks(s)

Contractors shall perform appropriate financial and criminal background checks prior to employees beginning work on a Government facility.

4.11.1 Common Access Card (CAC)

During performance of this contract, Contractor employees may be required to obtain CACs. If this is required, a modification will be issued to detail the requirements for each employee. The background checks and CAC issuance will be the sole responsibility of the Government. The

Contractor is not allowed to bill the Government for any aspect of the CAC issuance, to include the replacement of employees that do not pass the Government financial and/or criminal background checks.

5.0 Positions

5.1 On-Site Supervisor

The Contractor shall provide an On-Site Supervisor to perform as an On-Site Supervisor who shall be responsible for all Contractor work performed under this PWS. The On-Site Supervisor shall be a single point of contact for the Contracting Officer and the COR. The name of the On-

Site Supervisor, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the On-Site Supervisor, shall be provided to the Government as part of the

Contractor's proposal. During any absence of the On-Site Supervisor, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this

6.0 Removal or Replacement of Personnel

6.1 Key Personnel

Subject to the Key Personnel and/or Facilities clause (Homeland Security Acquisition Regulation

3052.215-70), the Contractor has the right to remove or replace personnel assigned to perform services under this contract and to substitute other qualified personnel in lieu thereof. Before removing or replacing any key personnel, the Contractor shall notify the Contracting Officer in

6.2.1 The Government also has the right to request removal or replacement of Contractor personnel for any other reason not stated herein, provided that the Contracting Officer has given written notice to the Contractor a minimum of thirty (30) calendar days prior to the effective date, unless the removal is for violation of a policy or regulation that makes immediate removal necessary.

6.3 Replacement of Personnel

6.3.1 The Contractor shall submit resumes for replacement of key personnel whenever a change in personnel occurs, in order to verify the replacement meets the required qualifications.

The Contracting Officer will review all resumes and provide notice to the Contractor as to whether or not a resume is considered to meet the required qualifications. If a resume does not meet the required qualifications, the Contractor shall provide a replacement resume.

6.3.2 The Contractor shall replace non-key personnel in a timely manner to prevent any lapse in service. When non-key personnel positions are vacant, the Contractor shall ensure adequate coverage is provided to ensure the requirements in the PWS are met.

6.3.3 It is recognized that when replacements, transfers, and reassignments of Contractor personnel are made for the convenience of the Contractor, all costs incurred shall be at

Contractor’s expense. Replacements, transfers, and reassignments of Contractor personnel are deemed to be at the convenience of the Contractor when:

• Replacement of Contractor personnel is required because of voluntary or involuntary termination of employment with the Contractor.

• Contractor personnel are incapacitated due to injury or illness for a period in excess of thirty (30) days, or the death of Contractor personnel.

• Replacement or transfer of Contractor personnel is initiated at the request of the

Contractor.

• Replacement or transfer of Contractor personnel is required due to termination of the contract for default.

6.4 Proposal of Contractor Employees Previously Removed

The Contractor shall request approval from the Contracting Officer, in writing prior to proposing an employee for on-site performance under this contract, any potential Contractor employee that has previously been removed from any Government contract at the direction or request of the

Contracting agency. The request shall include an explanation for the previous removal(s), Contractor's plan to mitigate risk of future removal if approved, unique experience/qualifications of proposed employee, and demonstration of benefit to the Government of granting approval.

7.0 Security

Contractor employees accessing secure office spaces are required to be escorted when performing work under this PWS. Secure spaces are listed in the Technical Exhibits for each location.

7.1 Contractor employees accessing secure areas shall deposit cellular phones, MP3 Players, tablet computers, laptops, thumb drives, hard drives and any other electronic or storage device outside of the secured entrance in the storage areas provided. The USCG is not liable for any lost or misplaced items owned by the Contractor or Contractor employees.

8.0 Safety

8.1 Requirements

The Contractor is solely responsible for compliance with all federal, state and local laws, including but not limited to the Occupational Safety Health Administration (OSHA) (Public Law

91-596) and the resulting standards, OSHA Standard 29 Code of Federal Regulations (CFR)

1910 and any USCG Instructions as applicable, and the protection of their employees. Note:

USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The

Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors. Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agreed by the Contracting Officer and the Contractor.

8.1.1 The Contractor shall be subject to safety inspections of its work sites by the Government.

Contractor safety records shall be available upon request by the Contracting Officer. The

Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the “personal” safety requirements of employees. The USCG will

NOT provide contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

8.1.2 The Contractor shall cease all work if the Contracting Officer issues a Stop-Work Order for failure to comply with safety requirements. Work shall continue when compliance with safety requirements has been achieved and the Contracting Officer has issued a Notice to

Proceed. The Government will not allow time extensions or payments for excess costs to the

Contractor caused by Stop-Work Orders issued as a result safety hazard.

8.2 Safety Plan

The Contractor shall maintain and implement a safety plan that encompasses all federal, state and local laws as applicable. The safety plan shall be provided to the Contracting Officer and the

COR within fifteen (15) days after award and updated annually or whenever changed by the

Contractor. The Contractor shall conduct routine and recurring surveillance to ensure all applicable safety requirements are enforced. All Contractor personnel shall be trained in all required OSHA topics and qualified to perform their duties prior to commencement of work.

Non-conformance with this requirement could cause a delay in contract performance. The

Contractor shall include a clause in all subcontracts requiring the subcontractors to comply with the safety provisions of this contract, as applicable.

8.3 Mishap Notification/Reporting

The Contractor shall report to the Officer of the Day (OOD), Contracting Officer, COR and his/her designated representative any exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accident shall be indicated in each typed report. All accidents shall be reported to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence.

Note: It is the sole responsibility of the Contractor to report recordable injuries of its employees to OSHA.

8.3.1 A written report of the mishap/incident shall be sent within three (3) calendar days to the

Contracting Officer and the COR. For information not available at the time of initial written report, the Contractor shall provide the remaining information no later than twenty (20) calendar days after the mishap, unless an extension is granted by the Contracting Officer. Mishap notifications shall contain, as a minimum, the following information:

• Contract Number, name and title of person(s) reporting.

• Date, time and exact location of accident/incident.

• Brief narrative of accident/incident (events leading to accident/incident).

• Cause of accident/incident, if known.

• Estimated cost of accident/incident (material and labor to repair/replace).

• Nomenclature of equipment and personnel involved in accident/incident.

• Corrective actions (taken or proposed).

• Other pertinent information.

8.3.2 If requested by the COR, the Contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by the Contracting Officer.

8.4 Notification of Environmental Spills

If the Contractor spills or releases any hazardous substance listed in 40 CFR 302 into the environment, the Contractor or its agent shall immediately report the incident to the base fire department or the local emergency response number. The incident shall also be reported to the

COR and Contracting Officer. If the amount released meets or exceeds the reportable quantity as listed in 40 CFR 302, the Contractor or its agent shall immediately notify the National Response

Center (1-800-424-8802). The liability for the spill or release of such substances rests solely with the Contractor and its agent. A hazardous material control program shall be in effect to inform employees of potential hazards if and when chemicals are used. The Contractor shall maintain Material Safety Data Sheets (MSDS) IAW OSHA 29 CFR 1910.1200 and ensure the information is provided to the employees for review of safety and health information.

8.5 Material Storage and Use

The Contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling, to include both hazardous and non-hazardous materials. All hazardous material shall be stored in an approved location. In the event that any federal, state or local law or regulation directly contradicts the manufacture’s guidelines or professional recommendations, the Federal, State or Local law or regulation will take precedence.

9.0 Travel

Contractor travel shall not be required for this requirement.

10.0 Meetings and Reports

10.1 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than fifteen (15) business days after the date of award. The purpose of the Post Award

Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post

Award Conference will be held at the Government’s facility or via teleconference.

10.2 Status Meetings

The On-Site Supervisor shall be required to meet at least weekly with the COR during the first month of the contract to discuss progress, exchange information and resolve emergent technical problems and issues. Thereafter, meetings will be as often as necessary but shall occur no less than quarterly, as determined by the COR. Time and place of the meetings will be mutually agreed upon between the USCG and the Contractor. The minutes of the meetings shall be prepared by the Contractor, and signed by the Contractor’s Representative and the COR.

10.3 Progress Report

The On-Site Supervisor shall provide a progress report to the Contracting Officer and COR via electronic mail on a weekly basis during the first month of the contract to coincide with weekly meetings per section 10.2. Thereafter, the On-Site Supervisor shall provide the progress report no less than monthly within five (5) business days after the end of the month. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

10.4 Government Furnished Resources

10.1 Equipment

The Government will not furnish any equipment/property to the Contractor in support of this

10.2 Utilities

All utility services required in the performance of this contract, including normal amounts of electricity, water, and heat for spaces assigned by the Government for use by the Contractor.

Electrical power is provided at existing outlets for the Contractor to operate equipment necessary in the performance of work. Hot and cold water is provided at existing sinks and outlets limited to the normal water capacity of the building. No special heating or cooling of water will be provided.

10.3 Facilities

Facilities available for Contractor use can be found in the Technical Exhibit.

10.3.1 If authorization is received from the COR, and if available, janitor’s closets in buildings to be serviced will be provided and may be used by the Contractor.

10.3.2 No large group meeting or union meeting space is available in Government facilities for

Contractor use.

10.3.4 Any facilities provided for Contractor’s use shall be kept neat, clean, and in orderly condition, or, at Contracting Officer’s discretion, permission to use these facilities may be revoked. Upon termination of this contract, Contractor shall vacate such building space within three (3) business days after the effective date of termination and shall restore the space to the condition that existed when the Contractor initially occupied the space.

10.4 Supplies

The Government will not provide any supplies for the Contractor’s use.

10.5 Use of Government Resources

The Contractor shall use Government furnished facilities, utilities, information, data and documents only for the performance of work under this contract, and shall be responsible for returning all Government provided resources to the Government at the end of the performance period in good working condition, subject to normal wear and tear. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

10.5.1 The Contractor shall not perform any repairs to, or maintenance of, Government-owned facilities. Government-owned facilities found by the Contractor to be in need of repair shall be reported to the COR within twenty-four (24) hours of discovery.

15.1 Period of Performance

The contract period of performance includes one (1) one-year base period and, if exercised, four

(4) one-year option periods.

Base Year: 05/01/2024-09/30/2024

Option Year 1: 10/01/2024-09/30/2025

Option Year 2: 10/01/2025-09/30/2026

Option Year 3: 10/01/2026-09/30/2027

Option Year 4: 10/01/2027-09/30/2028

15.2 Place of Performance

Place of performance consist of:

• USCG Air Facility Charleston located in Charleston, SC

15.3 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0900 and 1700 ET, Monday, Wednesday, and Friday (except Federal holidays) and other days specifically communicated to the Contractor by the COR or the Contracting Officer. There may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS. The COR will provide notification in writing of any future changes to hours for services.

15.3.1 Monthly Schedules

The Contractor’s monthly work schedule shall indicate the specific hours of the day that each post will be manned. Proposed changes to the monthly work schedule shall be submitted to, and approved by, the COR at least two (2) business days prior to the start of the period in question.

The Contractor shall submit a copy of monthly schedule to the Contracting Officer and COR for approval within fifteen (15) calendar days after award.

15.3.1.1 Any exceptions to normal work hours can be found in the Technical Exhibit for each location.

15.4 Overtime

It is solely the Contractor’s responsibility to ensure its employees do not work in hours in excess of what is allowed by the Fair Labor Standards Act for its employees. Overtime is not authorized under this contract, unless it is negotiated as part of surge work and a modification is issued by the Contracting Officer. The Contractor shall assume the risk of any overtime worked that has not been authorized/funded by the Contracting Officer. Payment for the overtime shall be at the rates established in the schedule.

15.5 Federal Holidays

Contractor personnel shall not perform work on observed Federal holidays, unless prior approval is received from the Contracting Officer. Government holidays are New Year’s Day, Martin

Luther King Day, Presidents Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and/or any other day designated by the

President’s Proclamation/Executive Order.

15.6 Closures and Delays

Closures or delays may be planned or unplanned. During a closure, the USCG is closed for business and contractors are not allowed to be onsite, without prior authorization from the

Contracting Officer or the COR. Planned closures will be determined in advance by the USCG

Command and could include the day after Thanksgiving and other days immediately preceding or following other holidays. Unplanned closures (i.e. inclement weather, etc.), not normally exceeding twenty (20) hours per employee per year, may occur on an as needed basis. The

Contractor will be notified as soon as possible of any unplanned closures; however, during times of inclement weather, Contractors will be advised to monitor the inclement weather number for information on closure.

TECHNICAL EXHIBIT #1

UNITED STATES COAST GUARD

JANITORIAL SERVICES

AT AIR FACILITY CHARLESTON

CHARLESTON, SC

1.0 Building and Level of Service Frequency

Building Space

LOS

Required

Total SF (excl.

Restrooms) Restrooms Restroom SF Notes

1st Floor Hangar Foyer I 286.75

Opcen I 294.5

1st Floor Male Head I 247…