A PWS Fargo.pdf

PWS

Janitorial Restroom Cleaning and Septic Vault Pumping Services

Fargo National Cemetery 8709 40th Ave N, Harwood ND 58042

Background:

Fargo National Cemetery has a requirement for Daily janitorial restroom cleaning and as needed pumping of the flushing septic vault.

General Scope of Work:

The contractor shall accomplish janitorial cleaning, pumping of the septic vault as needed, and disposing of the collected effluent from one (1) flushing vault bathroom site in Fargo National Cemetery.

Disposal of effluent must occur at an approved facility and be performed in accordance with Federal, State, and local regulations. The contractor shall provide all necessary equipment, labor, supplies, vehicles, and any licensing or permits as required to perform the work.

Place of Performance:

Fargo National Cemetery 8709 40th Ave N, Harwood ND 58042.

The general site location is shown on the map in Section 7.1 of this Performance Work Statement (PWS.

Sites are accessible via paved or graded dirt roads. Service trucks may approach to within about 30 feet of vault access covers at the site.

SPECIFICATIONS

This is an indefinite-quantity indefinite-delivery contract for the supplies or services specified, and effective for the period stated, in the Schedule. The term of this contract shall be for a period from the Date of contract award through 365 calendar days plus one (1) 1-year Option, if exercised. The quantities of supplies and services specified in the Schedule are intended to allow flexibility when ordering. The quantity ordered will be dependent on the needs of the cemetery and are subject to change during the life of the contract.

The following list, with subsequent corresponding descriptions of services, covers the types and delivery frequencies that may be required for fulfillment of this contract. The Contractor shall coordinate with the CO or COR as appropriate to determine the required quantity.

Restroom and Septic vault (46.935830, -96.934440)-

Restroom is 70 SQFT with one (1) single 1,000-gallon septic vault unit. Located on Fargo National Cemetery

8709 40th Ave N, Harwood ND 58042.

Service Site:

Base Year Line-

Item Number

Description:

0001 Daily Janitorial (Monday through Friday)

0002 Pump 1000-gallon septic vault (as needed)

0003 Weekend/Holiday Janitorial (estimated 3 days per year)

Daily Janitorial (Monday through Friday):

Janitorial specifications: The janitorial duties consist of cleaning 1 public bathroom. The bathroom is 70 square feet in size with 1 stainless steel toilet, 1 stainless steel sink, and 1 mirror. The floor and walls are uncarpeted, nonporous surfaces.

Clean and Disinfect:

The contractor shall clean and disinfect the sink and faucet, toilet, dispensers, grab bars, walls, entry door

(including handle and kick plate) ventilation grates, metal guards, light fixture covers, and other such surfaces using a germicidal detergent. Restroom shall have a clean scent or no odor at all. All surfaces and plumbing fixtures shall be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirror shall be clean and have no streaks or other removable matter. Vents (within 72 inches of the floor) shall be clean. All floor surfaces shall be swept then mopped. Moveable items shall be tilted or moved to sweep and damp mop underneath.

Stock and Refill Restroom Supplies:

The contractor shall supply and ensure restrooms are stocked and dispensers are filled sufficiently so any supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out from dispensers prior to the next service date, the Contractor shall refill within two (2) hours of notification. There is limited storage onsite in an attached storage room.

Restroom Trash Removal:

All trash containers in restroom including sanitary napkin disposal containers, shall be emptied, trash disposed of, and containers returned to or reassembled in their original locations. The Contractor shall replace plastic trash can liners each visit. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

Visual inspection of the bathroom and vault fill level:

The contractor shall note the Physical appearance of Federal equipment or facilities regarding cracks, chips, dents, abrasions, rust, corrosion, general cleanliness, discoloration, graffiti or vandalism, and other items as identified by the COR. The physical condition may be determined by visual as well as diagnostic means. The contractor shall alert COR by phone at the completion of services should any damage be present. The contractor shall monitor the level of the contents of the septic vault and indicate the level on the bathroom checklist.

Restroom Checklists:

The Contractor’s employee(s) on duty shall sign off on COR provided restroom checklists Daily. If the required tasks cannot be completed within the authorized time allowances, the Contractor shall notify the

COR immediately to reschedule the completion of services.

Weekend and Holiday Janitorial Services:

Janitorial service for weekends and holidays must be approved by the CO/COR, as appropriate, prior to the contractor providing service. Weekend/holiday service will consist of the same requirements as regular daily services. Memorial weekend service will be provided once per day on Saturday, Sunday, and

Monday (Memorial Day). No other holidays are anticipated.

Pump Septic Vault (As Needed):

Vault specifications: The septic vault (1000-Gallon) is located beneath the bathroom structure. Access for pumping, washdown and refilling is located outside of the structure on the south side of the building and within 30 feet of the paved road.

Process: The contractor will notify the COR in writing when the septic tank has reached capacity and is due to be pumped. Once the COR has authorized the service the contractor will provide the date and time the service will be completed and notify the COR upon completion.

Task 1: The vault must be thoroughly pumped and washed down to ensure the removal of all effluent

(human wastes) and debris.

Task 2: After pumping and wash down is complete, the vault must be refilled with a minimum of 6” of clean water and deodorizer.

Task 3: Any effluent spill must be immediately and thoroughly removed and disposed of, and the area of spill be left clean. Disposal of all material removed must be in accordance with Federal, State, and Local regulations.

Task 4: Padlocks must be secured back onto the vault following vault inspection or pumping and cleaning. If padlocks on vaults are missing or damaged, the Contractor must notify the Contracting

Officer’s Representative (COR) immediately, for the Government to replace or repair the padlock.

All services shall be field checked within 24 hours and signed off by the COR on the vault checklist. Any instructions to the Contractor to correct deficiencies may be given only by the CO or COR.

Contractor Work Hours and Workdays:

Routine and daily services provided under this Contract shall be furnished Monday through Friday during

Cemetery workday hours of 0730 and 1600 unless otherwise agreed upon by both the cemetery and the contractor.

The Contractor shall be required to perform services on Memorial weekend. The Contractor shall not perform services on all other Federal Holidays, or any other day specifically declared by the President of the United States to be a national holiday. Should a holiday fall on the scheduled workday, the workday shall be moved to the day before or the day after the holiday. All work must be completed within the hours allotted in the Contract.

Federal Holidays:

The contractor is responsible for observing Federal Legal Holidays as listed:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

Use of cemetery facilities:

The Cemetery shall provide the contractor space for supplies and equipment storage. The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees. Electricity and water will be furnished by the Government for the Contractor’s use. Phone service will not be furnished by the Government for the Contractor’s use.

Supervision and training:

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 standard duty hours to meet at the Cemetery within one (1) hour with the Government personnel designated by the

CO to discuss problem areas. The Contractor shall provide the COR telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide to the COR the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept and 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.

The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the

Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may direct the removal of an employee from the premises. Contractor objections to any such action will be referred to the Contracting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later time or date. The Contractor will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause, unless the removal is directed by the COR, and is later found invalid and/or unreasonable by the Contracting Officer.

The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. Training shall be accomplished within the first thirty (30) days of employment, with refresher courses on an annual basis. OSHA standards shall be observed by the

Contractor in all work performed. Contractor shall ensure that appropriate safety equipment is used by

Contractor personnel and shall be used as prescribed by OSHA standards.

Inspection and cleaning of cemetery facilities:

The Contractor will perform a weekly inspection. During this inspection the appearance of the Cemetery will be observed, and any deficiencies noted within the scope of the contract will be corrected by the end of next duty day. Items that need correcting outside the scope of the contract will be reported to the COR or his/her representative. The Contractor will be required to submit inspection reports and work accomplished to the COR weekly.

Quality assurance:

The Government COR shall conduct surveillance activities and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after

Contractor has provided the services. The COR will utilize the Contractor’s work schedule to plan their inspections and surveillance activities. The COR will record inspection and surveillance results which then become the official National Cemetery Administration record of the Contractor’s performance.

Actions:

Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the

Contractor was notified. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken. When the Contractor is not meeting the acceptable limits of satisfactory performance, a Contract Discrepancy Report (CDR) will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.

When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for nonperformance, in accordance with FAR 52.212-4, “Inspection and Acceptance”.

If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the contractor is feasible. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO a CDR for issuance to the Contractor. The

Contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten (10) calendar days of receipt. The CO will have ten (10) calendar days to respond back to the Contractor with acceptance or rejection of the Contractors’ response to the CDR.

Performance evaluation meeting:

The issuance of a CDR may be cause for the scheduling of a meeting among the Contractor, Contracting

Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s). Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten calendar days, and also explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting

Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.

TECHNICAL EXHIBIT 1: MAP of Fargo National Cemetery

Fargo National Cemetery (46.935830, -96.934440) https://goo.gl/maps/K8GcuvqdZzU7Saqz6

Performance Work Statement (PWS)

EXHIBIT 2: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Work Tasks to be

Performed

Acceptable Quality

Level

Method of Surveillance Consequences, Remedies, and/or

Deduction(s)

Task(s)

Janitorial Cleaning: Task

1-6. Monitoring Plans and

Assessment Strategies.

Vault Pumping: Task 1-5.

Monitoring Plans and

Assessment Strategies.

No more than 1 unsatisfactory inspection result per twelve (12) month

Period of

Performance.

The vault tank shall not overflow at any time.

The COR or another Government

Representative will inspect the restroom and septic vault in-person within 24 hours following each service.

For one (1) unsatisfactory inspection, the COR will document and inform the Contractor what must be improved. The CO will be notified. Further unsatisfactory inspections shall result in progressive documentation procedures up to contract termination.