CGA Janitorial PWS.pdf

Performance Work Statement

Janitorial Service Contract US Coast Guard Academy, New London, CT

1. DESCRIPTION OF SERVICES

The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at The United States Coast Guard Academy, in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. The contractor shall accomplish all cleaning tasks and be required to provide and replenish soap and paper products in all restrooms identified in Exhibits A and B, to meet the requirements of this PWS and the Summary of Services. Cleaning frequencies are established in

Exhibit A, Coast Guard Custodial Common Levels of Service Standards. Facility cleaning levels and estimated square footages are established in Exhibit B, Estimated Square Footages and

Cleaning Level. Facility drawings of areas cleaned are established in Exhibit C, Floor Plans and

Maps. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, CG standards, instructions, and commercial practices.

1.1 FACILITY CLEANING SERVICES

1.1.1 NON-CARPETED FLOORS (HARD FLOORS: VINYL TILE, CERAMIC TILE,

CONCRETE, ETC.)

Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter, and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. Floor coverings such as mats will be serviced in the same manner as the floor in which it covers. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.2 CARPETED FLOORS

Carpets shall be maintained free of soil, dirt, debris, litter, and other foreign matter by effective routine vacuuming. The contractor shall use efficient commercial grade vacuum cleaners with

HEPA filtration that offers high airflow for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer's approved methods or other commercially accepted practices as soon as noticed. All tears, bumps, and raveling shall be brought to the attention of the COR/ACOR. Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.3 STAIRWAYS/DOORS/ELEVATORS/ACCESSIBLE LIFTS

All floor surfaces shall be cleaned in accordance with paragraph 1.1.1 or 1.1.2, as appropriate and 1.3. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime.

The Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 6 ft. height from stair tread level, to provide or maintain a clean, uniform appearance. Contractor shall maintain all glass doorways clean of smudges, handprints, and any other foreign material. Elevators cleaning shall include all light fixtures, vents, doors, door tracks, buttons, walls, handrails, guide tracks, floors, and floor guide tracks.

1.1.4 CLEAN FLOOR (WALK-OFF) MATS

Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil, and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

1.1.5 TRASH COLLECTION/REMOVAL

The contractor shall collect and dispose of all trash from all receptacles in offices, common areas, restrooms, or any other receptacles in serviced area. Contractor shall remove any debris stacked near/beside receptacles. Trash receptacles shall be left clean inside and out, free of foreign matter and free of odors. All waste that is dropped during the trash removal process shall be picked up and properly disposed. All spills that occur during the trash removal process shall be properly treated and cleaned.

1.1.6 DRINKING FOUNTAINS

Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms and inside locker rooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected.

Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

1.2 RESTROOMS/LOCKER ROOMS CLEANING SERVICES:

1.2.1 CLEAN AND DISINFECT

All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, drinking fountains, plumbing fixtures, saunas, partitions, dispensers, doors, walls, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents shall be clean.

Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and removable matter. Walls and grout shall be free of all film, spots, and detergent buildup. Servicing of Billard & Roland locker room will be completed without securing access to the locker room.

1.2.2 RESTROOM/LOCKER ROOM FLOOR CARE.

All floor surfaces to include carpeted areas shall be maintained in accordance with paragraph

1.1.1 and/or 1.1.2 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.2.3 STOCK RESTROOM SUPPLIES

Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including but not limited to toilet tissue, paper towels, deodorizers (Urinal & Spray), liners, feminine hygiene and hand soap do not run out and all showers containing a soap dispenser are stocked. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification.

1.2.5 RESTROOM TRASH REMOVAL

All trash containers (including restroom stall hygiene bins) in restrooms and locker rooms shall be emptied, trash disposed, liners replaced, and containers returned to their original locations.

The contractor shall provide and replace any obviously soiled, worn, or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

1.2.6 SERVICE SCHEDULE

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.

1.3 MISCELLANEOUS CLEANING SERVICES

1.3.1 PERIODIC HARD FLOOR MAINTENANCE

Hard floors to include restroom and locker room floors shall receive periodic hard floor maintenance as specified in Exhibit A. Hard floors shall be cleaned, scrubbed, sealed, polished/burnished, mechanically or chemically stripped (if wax build up is excessive), waxed, or deep scrubbed and recoated, as required for the appropriate surface to maintain, protect, and ease normal routine floor cleanings. Hard floor will be stripped down to the original material (IE terrazzo, VCT, ceramic etc) prior to being recoated, waxed, sealed or polished. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. The contractor shall maintain hard floor periodic cleaning schedules for each building floor and update hard floor service schedules as maintenance takes place. At the minimum, the schedule shall include the day(s) cleaning took place and be provided to the Government monthly.

1.3.2 PERIODIC CARPET RESTORATIVE CLEANING

Carpet floors to include restroom and locker room floors shall receive periodic carpet restorative cleaning as specified in Exhibit A. Carpets shall be deep cleaned to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried. The contractor shall maintain carpet restorative cleaning schedules for each building floor and update carpet restorative schedules as services takes place. At the minimum, the schedule shall include the day(s) cleaning took place and be provided to the Government monthly.

1.3.3 DUSTING

Low and high dusting. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 12 feet.

Surfaces include, but are not limited to tables, shelves, bookcases, storage lockers, moldings, windowsills, handrails, pictures, lighting, clocks, window blinds, ceiling fans, vents, louvers etc.

1.3.4 GLASS

The Contractor shall clean exposed glass surfaces and mirrors (that are not in restrooms). Lucite, plastic, or any other transparent material shall receive the same service as glass. The Contractor shall clean adjacent trim where spillage or smears occur during the glass cleaning operation.

Glass shall be free of lint, streaks, smudges, smears, water spots, dust, and any other foreign matter upon completion of services. The Contractor shall clean windowsills, inside and between inner and outer panes, built-in trophy and display cases, directory boards, and other interior glass. The Contractor shall clean exterior glass surfaces (windows surrounding entrances and exits of contracted buildings).

1.3.5 PARTICIPATION MATS (WRESTLING/COMBATIVE/OTHER SPORTS)

The contractor shall clean all participation mats using a disinfectant cleaning agent. Equipment used for cleaning participation mats must be dedicated for this use only and shall not be used for any other area. The contractor shall provide written cleaning procedures to their employees and copy of these procedures shall be provided to the COR/ACOR. The government will seek concurrence on the procedures from the Public Health office. If the Public Health office recommends changes to the contractor's procedures, the contractor shall revise the procedures to include those recommendations.

1.3.6 WHITEBOARDS/CHALKBOARDS

Whiteboard/Chalkboards shall be cleaned and free of all marking/chalk. Trays will be cleaned and free of any marker/eraser or chalk residue. Exchange erasers and replace chalk as necessary.

Clean erasers. Erasers should be vacuumed at a remote location. After cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.3.7 EXERCISE EQUIPMENT

Exercise equipment in the Athletic facilities will be wiped down from top to bottom. They will be free of any dust/sweat/dirt/or any foreign substance. After cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.3.8 FURNITURE (COUNTERS, DESKS, FIXED SEATING AND TABLES)

Furniture will be cleaned/dusted and free of all foreign substances. After cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.3.9 SPOT CLEANING

Spot Cleaning is required for surfaces within 6 feet of the floor and includes but is not limited to cleaning smudges, fingerprints, marks, streaks, spills from washable surfaces of all walls, partitions, doors, door guards, door handles, push bars, kick plates, cove base, 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. Spot cleaning does not include glass doors and windows.

1.3.10 SPECIAL REQUIREMENTS FOR THE CHAPEL

The contractor shall vacuum and spot clean cushions and upholstered furniture so that all dust, lint, debris, gum, dirty spots and stains, and foreign substance are removed. The contractor shall use a product that doesn't cause fading of the fabric occurs and the fabric remains supple.

1.3.11 SEASONAL CLEANING SERVICES (Chase Hall)

During the timeframe of July 01 - August 15, additional janitorial service may be required in the berthing rooms of Chase Hall A Annex North Wing. There are 13 berthing rooms (2615 sq ft) that are used as a sick ward for students during the summer training months. Separate CLIN.

1.3.12 SEASONAL CLEANING SERVICES (Press boxes/Lower Restroom)

During the months of April through November, additional janitorial service is required in the

CMF Press Box, Lower Field Press Box, in accordance with paragraph 1.1.1 and 1.1.2 and

Lower Restrooms (between MWR Field and Lower Press Box) in accordance with paragraph

1.1.1, section 1.2.

1.3.13 WEIGHT/CARDIO ROOMS & STRENTH AND CONDITIONING CENTER

The weight/cardio rooms (Billard Hall) and Strength and Conditioning (Roland Hall) center areas will be cleaned in accordance with paragraph 1.1.1 and 1.1.2. Refill pre-moistened disinfectant wipe stations and foaming hand sanitizer dispensers.

1.3.14 POOLS

Pool areas will be cleaned in accordance with paragraph 1.1.1. The Roland pool area consists of stairwell to upper pool balcony, seating and foyer, and the pool deck. The Billard pool area consists of stairs and one landing.

1.4 CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES.

1.4.1 CONTRACTOR-FURNISHED EQUIPMENT VEHICLES.

The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair, and other normal maintenance requirements of equipment on site. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor vehicles and equipment shall have the company name prominently displayed on both sides of the vehicle/equipment and be maintained to present a neat, professional appearance. A list of

Contractor vehicles/equipment and locations shall be provided to the Government monthly.

Contractor vehicles and equipment shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The contracting officer designated representative (COR/ACOR) may inspect the contractor's equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

The contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from performing any requirement contained in this contract.

1.4.2 CONTRACTOR FURNISHED RESTROOM SUPPLIES.

Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle. Toilet Tissue. Paper

Towels: Bi-Fold, Trifold, Dispenser type. Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers. Supply Air/Urinal/Deodorizers. Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials and purchased IAW FAR Clause 52.208-9.

1.4.3 CONTRACTOR MISCELLANEOUS REQUIREMENTS

Turn off unnecessary lights depending upon the current building occupancy, shift, and security requirements. Ensure that after all scheduled cleanings and inspections are conducted all opened facilities are locked and secured before exiting the premises. Report fire hazards, conditions, and items in need of repair to the COR/ACOR. Turn in lost and found articles to COR/ACOR. Notify

COR/ACOR when unauthorized or suspicious persons are seen on the premises. Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, to include janitorial closets, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure. The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present and remove once dry and safe for facility occupants to use. Caution signs shall be stored in janitorial closets when not in use. Coordinate storage of vehicles and/or equipment within facility boundaries that are not conducive with janitor storage listed in Exhibit G with the COR/ACOR.

1.5 CARDBOARD COMPACTOR

The contractor is responsible for the proper operation of government furnished compactors. After operating the compactors, the contractor shall ensure that the compactor switch is turned to the

"OFF" position and that the lid/door is secured after each use. Additionally, the contractor shall ensure that any/all doors to the compactor areas are closed. Initial compactor operation training will be provided by the Government. Following initial training, the contractor shall be responsible for training all new employees.

1.6 RECYCLABLES

The contractor shall collect items for recycling from recycling bins within each facility and transport/deposit them in designated outdoor collection points. Recycling receptacles shall be left clean, free of foreign matter and free of odors. Contractor shall collect broken down or flattened

Cardboard boxes and deposit at designated cardboard compactor. All recycling that is dropped during the removal process shall be picked up and properly disposed. All spills that occur during the recyclable removal process shall be properly treated and cleaned. Recyclables placed in the

Single Stream dumpster shall be loose; no plastic bags are to be placed in the dumpster.

1.7 URGENT/As REQUIRED CLEANING SERVICES

1.7.1 URGENT CLEANING SERVICES

Contractor shall begin Urgent work within thirty (30) minutes during duty hours or two (2) hours after duty hours, upon notification. All Urgent work shall take priority over other tasks.

1.7.2 As REQUIRED CLEANING SERVICES

As Required requirements are tasks that are not an Urgent but are required to be done outside the normal schedule.

1.8 ADDITIONAL SERVICE REQUIREMENTS

1.8.1 TRASH TRUCK OPERATION

Each Sunday morning between the hours of 6:00 am and 12:00 pm, the Contractor shall have access to the Academy trash truck for the purpose of collecting trash from the Chase Hall and the

Consolidated Club. Contractor shall provide personnel that are qualified trash truck operators who shall demonstrate their proficiency to the COR/ACOR prior to operation of vehicle. The

Contractor shall maintain qualified personnel to accomplish this service throughout this contract.

1.8.2 CARDBOARD COLLECTION

Each Sunday morning between the hours of 6:00 am and 12:00 pm, the Contractor shall collect cardboard, deliver it to the compactor located behind Johnson Hall, and compact it. Collect cardboard from Chase Galley, Consolidated Club, Chase C trash collection area, Leamy Dry

Dock collection area, McAllister Hall, Michel Hall, Yeaton Hall, Satterlee Hall, and Hamilton

Hall. Cardboard will be collected, upon completion of the trash collection. Bulk cardboard shall be collected from all buildings where normal trash pickups occur on an ‘as needed’ basis. Bulk cardboard is the type used for delivering furniture or other large items, or cardboard in large quantities above and beyond normal day to day operations. Bulk cardboard should be broken down by the building occupants and placed in the cardboard collection area for removal by the contractor.

1.8.3 MISC RECYCLING/NON-RECYCLING PICK UP

The Contractor shall pick up all recyclable and non-recyclable bottles and cans in the trash collection sites throughout the Academy as containers are filled. The contractor can determine when and how these materials are picked up. The contractor shall ensure containers are emptied when full and the material is delivered and recycled at a recycling center. This task excludes the bottles and can dumpster behind Johnson Hall. Contractor shall recycle as much paper, cans, metal and plastic as possible through the local municipality or any other source. Any revenue generated by recycling is owned by the contractor.

1.8.4 DESIGNATED SMOKING AREA UPKEEP

The Contractor shall empty cigarette/ash bins located at four (4) designated smoking areas on

CGA Campus. In addition, the Contractor shall remove debris, to include cigarette butts and trash, from area within 30 feet of cigarette/ash bins or up to CGA perimeter fence line, whichever distance is shorter. The contents of the cigarette/ash bins and the debris collected from the smoking area shall be disposed of in trash dumpsters, not the trash receptacles located within or near the smoking areas. The trash receptacles will be emptied by CGA Facilities Engineering, Public Works. The four designated smoking areas are as follows: MUNRO HALL: End of sidewalk leading from the 3rd deck south door; SMITH HALL: Northeast corner of the existing parking lot; YEATON HALL: Bench outside of southwest entrance; LOWER CAMPUS: Fire hydrant at edge of ball field just east of Pickering Gate. See Technical Exhibit C, Authorized

Smoking Area Site Map, with locations indicated. This smoking area upkeep shall be conducted daily, Monday thru Friday, excluding Federal Holidays.

1.9 EVENT SUPPORT

The contractor shall provide services for areas affected by scheduled events at CG Academy (ex.

NCAA sporting events, weekends prior to Commencement & Day 1, Homecoming, Family

Weekend, AIM Graduation/Reporting In). Services shall be provided to any affected areas during and immediately after the event, to return areas to appearance level compliance. In the event the

Academy rents temporary restrooms (portable toilets/trailers) the contractor shall supply adequate paper products. The COR will send out a calendar of events when published, supported event schedules will be sent when published.

1.10 EMERGENCY CLEANING/DISINFECTING SURGE (NOROVIRUS, COVID-19,

ETC.)

The contractor shall follow the latest Cleaning and Disinfection Recommendation for Norovirus and/or COVID-19 from the Centers for Disease Control and Prevention (CDC). Cleaning &

Disinfection must be completed within 24 hours upon issue of the work by the COR/ACOR. The contractor shall notify the CO/COR once cleaning is completed to allow occupants back into the facilities. Latest CDC guidance can be found via https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html

2 SERVICE SUMMARY (SS):

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan

(QCP) provide information on contract requirements, event inspection schedules, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. The Contractor’s QCP can be reassessed for Government approval throughout the life of the contract. These thresholds are critical to mission success.

Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial

Items, Inspection/Acceptance, will be used to remedy all deficiencies. A defect is defined as any outcome that does not meet the terms and conditions of the PWS. All defects have 24 hours to be corrected, at no cost to the government.

Performance Objective (PO)

PWS

Para

Performance Threshold (per quarter)

PO-1 - Facility Cleaning Service.

1.1 inclusive

a. Non-Carpeted Floors Excellent: 0 defects

b. Carpeted Floors Very Good: 1-2 defect

c. Stairways / Elevators / Accessible

Lifts Satisfactory: 3 defects

d. Walk-off Mats Marginal: 4 defects https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html

e. Trash Removal Unsatisfactory: More than 4 defects

PO-2 - Restrooms/Locker Rooms

Cleaning Services

1.2 inclusive

a. Clean and Disinfect Excellent: 0 defects

b. Floors Very Good: 1-2 defect

c. Supplies Satisfactory: 3 defects

d. Drinking Fountains Marginal: 4 defects

e. Trash Removal Unsatisfactory: More than 4 defects

PO-3 - Periodic Cleaning Services

1.3.1 &

1.3.2

Excellent: 0 defects

a. Hard Floor Maintenance Very Good: 1 defect

Satisfactory: 2 defects

b. Carpet Restorative Cleaning Marginal: 3 defects

Unsatisfactory: More than 3 defects

PO-4 - Quality Control

QC

PLAN

a. Inspection procedures are followed and documented in accordance with

Contractor’s Quality Control Plan

(incorporated into contract after award).

Excellent: 0 defects

Very Good: 1 defect

Satisfactory: 2 defects

Marginal: 3 defects

Unsatisfactory: More than 3 defects

PO-5 - Special Requirements

1.3.5, 7, 13, 14

A. Fitness Center

Excellent: 0 defects

Very Good: 1 defect

Satisfactory: 3 defects

Marginal: 4 defects

Unsatisfactory: More than 4 defects

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 GOVERNMENT FURNISHED FACILITIES.

The government will provide office and storage spaces in Johnson Hall. No alterations to the office spaces shall be made without the specific written permission from the functional commander and the COR/ACOR as coordinated and approved via COR/ACOR. In case of alterations necessary for compliance with OSHA, such permission shall not be reasonably withheld. The Contractor shall return the office space to the government in the same condition as received, fair wear and tear and approved modifications.

3.1.1 JANITORIAL CLOSETS.

Janitorial closets will be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. The Contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. The government will not be responsible for Contractor's stored supplies or equipment kept in the building or janitor's closets or for the Contractor's employees' personal belongings.

Storing of supplies or equipment under stairs, in restrooms (when not in a closet or storage area) and hallways, in an open is prohibited. The contractor shall utilize janitorial closets located in the areas assigned.

3.2 GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT.

None.

3.3 GOVERNMENT FURNISHED UTILITIES.

The Government will furnish electricity, water, and sewage service as necessary for accomplishment of work in accordance with this contract.

3.3.1 UTILITY CONSERVATION.

The Contractor shall adhere to all base level utility conservation practices or requirements. The

Contractor shall be responsible for operating under conditions that prevent waste of utilities.

Report all issues to the COR/ACOR.

3.4 TELEPHONE SERVICE

The Government shall only provide base and local commercial telephone service.

3.5 SECURITY, FIRE AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency, 911 service for transporting an injured employee to a local hospital is available.

3.6 SOLID WASTE COLLECTION AND DISPOSAL

The Contractor shall use existing bulk containers (FOLLOWING AREAS: Dumpsters behind

Johnson Hall, Q-Lot) to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS.

3.7 MAIL SERVICE

The Contractor shall be responsible for coordinating with the US Postal Service for the delivery of mail to the Contractor's facility or post office box.

4 GENERAL INFORMATION

4.1 Place of Performance

The places of performance are as follows:

USCG Academy 15 Mohegan Ave, New London, CT, 06320

Child Development Center (CDC) 16 Farnsworth St, New London, CT, 06320

4.2 Period of Performance

The anticipated period of performance is listed as follows:

Base Year: 12/30/2025 – 12/29/2026

Option Year 1: 12/30/2026 – 12/29/2027

Option Year 2: 12/30/2027 – 12/29/2028

Option Year 3: 12/30/2028 – 12/29/2029

Option Year 4: 12/30/2029 – 12/29/2030

4.3 HOURS OF OPERATION.

The contractor shall perform the services required under this contract during the following hours.

The contractor is not required to perform services on Federal Holidays.

4.3.1 NORMAL BASE HOURS.

Base hours of operation are 0700- 1600. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

4.3.2 BASE WIDE FACILITIES, HOURS OF OPERATION.

The contractor shall perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services under this contract during the following shift hours. Under periodic cleaning services, buffing floors, floor maintenance and shampooing carpets shall be prioritized to be accomplished during the Night Shift, if not service can also occur during the Day Shift.

Day Shift - Monday-Friday if applicable Saturday and Sunday 7:00 am through 4:00 pm

Night Shift - Monday-Friday if applicable Saturday and Sunday 4:00 pm through 10:00 pm.

4.3.3 FEDERAL HOLIDAYS.

The following federal holidays will be observed by the contractor except where Service Contract

Act specifies differently.

New Year's Day- 1 January

Martin Luther King Day- 3rd Monday in January

Washington's Birthday- 3rd Monday in February

Good Friday** – (Contractor will work Good Friday and holiday is shifted to Commencement

Day)

Memorial Day- last Monday in May

Juneteenth- June 19th

Independence Day- 4 July

Labor Day- 1st Monday in September

Columbus Day- 2nd Monday in October

Veteran's Day- 11 November

Thanksgiving Day- 4th Thursday in November

Christmas Day- 25 December

If these Federal holidays fall on Saturday, the preceding Friday will be observed. If these Federal holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first two day post the holiday observance or at a day and time agreed upon in writing by the government and contractor.

**In addition to the above listed holidays, Academy Commencement Day (3rd or 4th Wednesday in May) will be observed in-lieu of Good Friday.

4.4 BASE CLOSURES.

Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base. When a base closure occurs, due to inclement weather, on a regularly scheduled workday. If the base is closed due to weather or circumstance, a financial credit will be issued to the contract by means of a negative task order. The two (2) possible financial credits are determined by the time of the base closure. If the base is closed prior to 0800 then a full day credit will be incurred. If the notification is made to the contractor prior to 1300 verbally, in writing, CG AWS or via Base

Storm Hotline (860)701-6110, then a half-day credit will be incurred. The Contract Manager shall call prior to the start of the workday the Base Storm Hotline (860)701-6110, or alerted via

CG AWS (if enrolled) to be advised on any base delay or closure.

4.5 CONTRACTOR TIME REPORTING

The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided, broken down weekly, under this contract for the

United States Coast Guard, quarterly.

4.6 CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL

CLEARANCES AND VEHICLE PASSES

The contractor shall comply with all requirements and procedures IAW SUPTINSTs 5530.2A-

Academy Access Policy, 5560.1B- Academy Parking Plan, Contractor Access to Coast Guard

Installations. All documentation shall be submitted at the pre-performance conference.

4.7 CLEANING AND RESTROOM SUPPLIES.

The contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the COR/ACOR not later than the pre-performance conference for acceptance.

After award, any new cleaning supplies added to the contract will need acceptance before being used on the installation. The cleaning inventory supply list shall contain the following information:

Product name Manufacturer Item use

Disposal procedures if material remains after usage. Storage of item

The contractor shall be responsible for the proper disposal of all their cleaning supplies. A Safety

Data Sheet SDS shall also be provided for each cleaning and restroom supply item and employees will be trained, by the contractor, on the proper use and disposal of each item. SDS

Binder will be kept updated in all janitorial closets/lockers. All cleaning supplies shall be non-flammable. NOTE: Products containing chlorofluorocarbons (CFC's), or ozone depleting substances shall not be allowed or approved for use.

The Contractor shall provide data on the quantity and dollar values of all products used in this contract. The data will be submitted to the COR/ACOR quarterly.

4.8 ENVIRONMENTALLY PREFERRED PRODUCTS

The Contractor shall procure and use products that are energy-efficient (Energy Star or Federal

Energy Management Program (FEMP)-designated), water efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT)-registered), non-ozone depleting, contain recycled content, or are non-toxic or less toxic alternatives, where such products and services meet performance requirements.

4.8.1 The Contractor shall make maximum use of biobased products in accordance with the

Federal Acquisition Regulation (FAR) Clause 52.223-1 Biobased Product Certification; 52.223-2

Affirmative Procurement of Biobased Products under Service and Construction Contracts.

Information about these products is available at the United States Department of Agriculture

BioPreferred website.

4.9 USE OF RECYCLED MATERIALS

The Government has an affirmative procurement program to promote the purchase of products containing recovered materials. The intent is to reduce the solid waste stream and conserve natural resources by establishing markets for recycled content products and encouraging manufacturers to produce quality products containing recovered materials. Participate in this program by using, for Environmental Protection Agency (EPA) designated items, recovered materials to the maximum extent practicable without jeopardizing the intended end use of the item. The percentage of recovered materials content levels for use in the performance of this contract will be, at a minimum, the amount recommended in the EPA Comprehensive

Procurement Guideline (CPG) Product Index website.

4.10 DAMAGE TO CONTRACTOR SUPPLIES, MATERIALS, EQUIPMENT AND

PROPERTY

The Government will not be responsible in any way for damages to the Contractor’s supplies, materials, equipment, property, and Contractor or employees’ personal belongings that are caused by improper packaging and shipping procedures, fire, weather, theft, accident, or other disaster/misfortune.

4.11 HAZARDOUS MATERIAL IDENTIFICATION

SDS are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the Contractor upon contract award. Failure to provide SDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

4.12 SPILL RESPONSE.

The Contractor will be briefed on The United States Coast Guard Academy's spill response procedures at the pre- performance conference. The Contractor is responsible to report (within 24 hours) and promptly cleanup all spills in a manner consistent with current environmental regulations, if it is necessary to utilize government material, equipment, or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the government for all associated costs.

4.13 BODILY FLUIDS

All vomit, urine, feces, or blood shall be properly cleaned and disinfected from all surfaces.

Ensure all employees are aware of the potential risk of exposure to bodily fluids and that they wear the proper personal protective equipment.

4.14 TRAFFIC LAWS.

The Contractor and its employees shall comply with base traffic regulations.

4.15 WEAPONS, FIREARMS, AND AMMUNITION

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on The United

States Coast Guard Academy.

4.16 PHYSICAL SECURITY

The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.17 CONTRACT MANAGER

The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the government personnel designated by the COR/ACOR to discuss problem areas. The Contractor shall provide the COR/ACOR telephone number(s) where validation results and complaints can be reported.

The Contractor shall also provide to the COR/ACOR the names and phone/pager numbers of

Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.18 QUALITY CONTROL PROGRAM

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure on-recurrence of defective services. The Quality

Control Plan (QCP) must be forwarded to and accepted by the KO. The contractor’s quality control program is the means by which he/she assures himself/herself that his/her work complies with the requirement of the contract. A draft copy of the contractor’s Quality Control Plan shall be provided to the KO not later than the post award meeting. A final copy shall be provided to the KO and COR by the contract start date. After acceptance of the quality control plan (QCP) the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system five (5) days prior to the changes being effective. The Quality Control

Plan (QCP) shall include but is not limited to the following: The name of the Quality Control

Manager, an inspection system covering all the services listed in the Performance Requirements

Summary. The inspection plan shall specify the areas to be inspected on both a scheduled or unscheduled basis, and the individual (position) who will perform the inspection. The method for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable. On site record of all inspections conducted by the

Contractor and necessary action taken. This document shall be made available to the KO and/or

COR during the term of the contract.

4.18.1 QUALITY CONTROL MANAGER (QCM)

The Contractor shall designate a full time QCM who shall be physically present on site during normal duty hours. This individual shall be responsible for the overall management and coordination of the Contractor’s quality control plan. The Quality Control Manager shall have no other duties or responsibilities. The Contractor shall provide the KO and COR/ACOR a local telephone number at which the Quality Control Manger, or his representative, may be contacted during normal working hours occur. The Contractor shall provide the COR/ACOR a copy of the

Quality Control Manager’s monthly inspection schedule, no later than three (5) working days prior to the inspection. A copy of weekly completed inspection findings shall be provided to the

COR no later than COB Monday (Tuesday if Monday is a holiday) following the week of performance.

4.19 PERSONNEL

Contractor personnel shall present a neat appearance and conduct themselves in a proper, efficient, courteous, and businesslike manner. Contractor employees shall identify and introduce themselves as Contractor personnel when entering restrooms and locker rooms. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract.

This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population. The contractor shall provide an employee roster to the CO/COR within 48 hours of the request. The roster shall be categorized by regular, on-call, dayshift, and night shift employees.

4.20 KEY CONTROL.

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys/key cards issued by the government. The

Contractor shall immediately report to the COR/ACOR any occurrences of lost or duplicated keys. In the event keys/key cards, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the COR/ACOR, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the Contractor.

4.21 CONTRACTOR SPONSORED FUCTIONS

All Contractor company functions (training, social gatherings, etc.) shall be conducted at the

Contractor’s expense, and be at no financial or service burden of the Government. If contractor wishes to hold a function at CGA then they will request it through the COR/ACOR and it will be scheduled through proper channels but can be trumped by any Academy event, any applicable fees will be covered by contractor.

4.22 SCHEDULES

The contractor shall submit an annual schedule for services described in PWS paragraphs 1.1.1, 1.1.2, 1.1.3, and Appendices A and B to the COR/ACOR for acceptance at the pre-performance conference and at the beginning of each option year, identifying facilities by building name in alphabetical order, and approximate time cleaning will occur. This second work schedule shall be submitted to the COR/ACOR for acceptance within 10 days after the first contract month period and shall be known as the Cleaning Frequency Schedule (CFS). The contractor shall provide the

CFS to COR/ACOR (identified in Exhibit B) and not deviate from the accepted schedule without prior approval from the COR/ACOR. Any permanent changes to the CFS must be submitted 10 days before implementation and receive COR/ACOR acceptance before the Government will allow the proposed changes. The CFS may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software.

4.23 CONTRACT MODIFICATIONS.

4.23.1 EXISTING FACILITY FLOOR PLAN CHANGES.

Modifications for a price increase or decrease to the contract shall only be made when the overall identified "cleaning area" square footage, as identified in Exhibit B, of facility increases or decreases or a frequency of cleaning service changes.

4.23.2 NEW FACILITY, ADDITIONS OR SUSPENSION OF SERVICE

Modifications for a price increase/decrease to the contract shall only be made when a new facility or addition is officially added to the contract and identified in Exhibit A and B, with all information agreed upon. Suspension of services might be required if building as a whole or section are offline due renovation or other reasons. Modification for long term suspensions shall be required.

4.23.3 WAGE INCREASES.

Department of Labor Wage Determinations/Collective Bargaining Agreement Wage Increases shall be identified as a separate bid schedule contract line item for the current contract period, only and be incorporated into each remaining option period's existing bid schedule contract line item to accommodate the contractors' cost for future government requested out year modifications.

4.24 CONTRACTING OFFICER (KO) AND CONTRACTING OFFICER

REPRESENTATIVE (COR/ACOR) (QUALITY ASSURANCE PERSONNEL).

The Contracting Officer will appoint a primary and alternate representative for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.25 SAFETY REQUIREMENTS AND REPORTS.

The contractor shall perform work in a safe manner as required by OSHA Safety and Health

Requirements. Provide a verbal report to the COR/ACOR as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation

Reports to the COR/ACOR within five calendar days of each occurrence. The Contractor shall promptly report to the COR any fires or hazardous conditions. The Contractor shall call for urgent matters and follow up with an email for any items in need of repair, including dead lights, leaky faucets, toilet stoppages and malfunctioning dispensers, etc., for entry into the Academy’s work order system. For afterhours emergency situations call the Base OOD: (860) 625-0820.

1. Contract Number

2. Report Serial No.

3. Report # this

Discrepancy

4. To: (Contractor and Managers Name)

5. From: (Contracting Officer)

DATES

6. Prepared

Oral Notification

Returned by Contractor Action

Complete

7. Discrepancy or Problem (Describe in detail: include reference to PMS/Directive: attach

Continuation sheet if needed.

8. Signature of Contracting Officer

9. To: (Contracting Officer) From: (Contractor)

10. Contractor response as to cause, corrective action and actions to prevent recurrence. Attach continuation sheet if needed

11. Signature of Contractor Representative

Date

12. Government Evaluation (Acceptance, rejection: Attach continuation sheet if needed)

13. Government Action (Payment deductions, cure notice, show cause, other)

14. Final Disposition

CLOSE OUT

Name – Title

Signature

Date

Contractor

Notified

QAE

Contracting

Officer

Quality Assurance Surveillance Plan (QASP)

1.0 Introduction

This Quality Assurance Surveillance Plan (QASP) sets forth the procedures and guidelines the

United States Coast Guard (USCG) will use in ensuring the required performance standards and/or acceptable quality levels (AQL) defined in the Janitorial Services Performance Work

Statement (PWS) are achieved by the Contractor. The QASP can be changed during the contract period of performance. It is intended to be a living document that should be revised or modified as circumstances warrant. Either the Contractor or the Government may suggest changes to the

QASP. Bilateral changes, via modification to the contract, may be made to the plan at any time during contract performance. Such changes may not entitle the Contractor to equitable adjustments or to any other compensation for performance in a prior period.

2.0 Purpose

The QASP provides the USCG with the ability to conduct surveillance activities of Contractor performance during the life of the contract. The QASP details how and when Contractor performance will be monitored, evaluated, and documented with regards to the PWS.

2.1 The QASP is intended to accomplish the following:

• Define the role and…