A04_Statement_Of_Work.pdf

United States Department of the Interior

FWS St. Marks NWR

1255 Lighthouse Road

St. Marks FL 32355

STATEMENT OF WORK

JANITORIAL SERVICES FOR MOUNDS RESTROOM AND PICNIC POND

ST. MARKS NATIONAL WILDLIFE REFUGE

Part 1

General Information

Contract Area- located approximately 30 miles south of Tallahassee, Florida in St. Marks Florida area.

During the spring and summer months, contractors may encounter spiders, sand gnats, yellow flies, horse flies, dog flies and mosquitoes. There are also possibilities of seeing or coming close to ALLIGATORS, SNAKES AND LIZARDS, etc.

Services needed TWO times a week cleaning and restocking restroom area and removing trash from receptacles at Picnic Pond. Supplies will be provided.

1. GENERAL: This is a non-personnel services contract to provide janitorial services for the Mounds

Restroom and Picnic Pond on the St. Marks National Wildlife Refuge. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the

Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform janitorial services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Not Applicable.

1.3 Objectives:

Contractors to provide janitorial services TWO times a week to the Mounds Restroom Area and trash removal from receptacles @ Picnic Pond Area

1.4 Scope: Janitorial services. Services include basic cleaning services, basic restroom cleaning services and periodic cleaning services as per the Performance Work statement (PWS). Basic cleaning services to include Scrub toilet bowls, urinal, stalls, sinks, and fixtures; sweep and mop the restrooms; empty trash receptacles in restrooms. Replace toilet paper, trash bags as needed; place filled trash bags in garbage dumpster behind the work center @ 7300 Coastal Hwy. Maintain supply room in neat and orderly fashion and contact Assistant Refuge Manager or Contracting Officer Representative for restock as needed.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (4) 12-month option years.

1.6 General Information

1.6.1 Quality Control: 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 non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform services on holidays. However, should a regularly scheduled cleaning day fall on a holiday, the contractor shall provide services on an alternate day.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of during daylight hours TWO time a week, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Mound

Restroom which is located approximately 35 miles South of Tallahassee, FL in the town of St. Marks, FL on Lighthouse Road.

1.6.6 Type of Contract: The government will award a firm fixed-price contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have a minimum background check to be performed upon award of the contract and must maintain the level of security required for the life of the contract.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control. Not applicable

1.6.7.3 Lock Combination. Not applicable

1.6.8 Special Qualifications: Not applicable

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with

Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The

COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of

Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: Dartha

Campbell, Contracting Officer; Terry Peacock, Refuge Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between [8:00 a.m. to 4:30p.m.], Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will not be required to obtain and wear badges in the performance of this service.

1.6.13 Contractor Travel Not applicable

1.6.14 Other Direct Costs Not applicable

1.6.15 Data Rights Not applicable

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent

Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the

Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such

OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

COR Contracting Officer Representative

FAR Federal Acquisition Regulation AR

CCE Contracting Center of Excellence

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DA Department of the Army

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide a storage area for storage of supplies furnished by the

Government. Trash receptacles and dumpster are provided.

3.2 Facilities: The Government will provide [a storage area for storage of supplies furnished by the

Government. Trash receptacles and dumpster are provided.

3.3 Utilities: The Government will provide utilities: water and electricity to use in performance of the tasks outlined in the PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will not furnish personal blowing equipment required to complete the removal of leaves, bugs, and debris.

3.5 Materials: The Government will provide trash bags, toilet paper and cleaning supplies including brooms, mops, brushes, squeegees, etc.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance

Office.

4.3. Materials: The Contractor shall provide any other cleaning supplies they prefer to use other than those provided by the Government.

4.4. Equipment: The Contractor shall provide personal blowing equipment.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide janitorial services.

5.1.1 BASIC CLEANING SERVICES: The Contractor shall accomplish all cleaning tasks to meet the requirement of the PWS. The minimum cleaning frequencies are established in Appendix A, Cleaning

Schedule.

5.1.1.1. Remove trash: All trash containers in restrooms, boat ramp area, and around the grounds shall be emptied and returned to their initial location. Boxes, cans, and paper placed near a trash receptacle shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the trash dumpster. Trash receptacles shall be left clean, free of foreign matter, and free of odors. Trash pickup and removal is also required at Picnic Pond area.

5.1.1.2 Debris removal: Remove small limbs from recreation area that could be considered trash. Larger limbs should be referred to the Refuge for employees to remove.

5.2. BASIC RESTROOMS CLEANING SERVICES: The Contractor shall accomplish all cleaning tasks to meet the requirement of this PWS.

5.2.1. Clean and disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors.

Disinfect all surfaces of partitions, stalls, stall doors, entry doors (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

5.2.2. Descale Toilet Bowls and Urinals. Descaling shall be performed monthly at a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

5.2.3. Sweep and Mop Floor. After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance.

5.2.4. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including toilet paper and soap for the soap dispensers do not run out. Supplies shall be stored in designated area. Supply room shall be maintained in a neat and orderly fashion and the maintenance worker or Refuge Manager can be contacted for restock as needed.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. (For example, insert AR 25-2, AR 530-1.)

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. PWS Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. PWS Attachment2/ Deliverable Schedule

7.3. PWS Attachment 3/ Appendix A Cleaning Schedule

PWS ATTACHMENT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance

Objective

Task or Deliverable Standard PERFORMAN

CE

THRESHOLD

(THIS IS THE

MAXIMUM

ERROR

RATE.)

ACCEPTABLE

QUALITY

LEVEL

(AQL)

Method of

Surveillance

Positive or

Negative

Incentive

PRS # 1.

The contractor shall provide

BASIC CLEANING

SERVICES: Trash and debris removal

5.1.1 All trash containers in

restroom, and around Picnic Pond area shall be emptied and returned to their initial location. Boxes, cans, and paper placed near a trash receptacle shall be removed. Any obviously soiled or torn plastic trash receptacle lines shall be replaced.

The trash shall be deposited in the trash dumpster. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

Remove small limbs from area that could be considered trash. Larger limbs should be referred to the

Refuge for employees to remove.

The contractor will be provided

PWS 5.1.

including all sub-factors

(5.1.1.1-

5.1.1.2.)

95% compliance.

All areas to be cleaned as per PWS.

All required services performed with no more than two (2) janitorial deficiency notices per month.

Periodic

Inspection

Positive:

Favorable performance review;

prompt payment of invoices

Negative:

Non-compliance will result in work being redone at contractor’s expense.

Negative past performance evaluation.

Exceptional/

Good performance may result in exercise of option year.

PRS # 2

The contractor shall provide BASIC

RESTROOMS

CLEANING

SERVICES: Clean and disinfect surface areas, descale toilet bowls and urinals, sweep and mop floors, stock restroom supplies, clean interior and exterior windows.

5.2.1. Clean and disinfect.

Completely clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

5.2.2. Descale Toilet Bowls and

Urinals. Descaling shall be performed monthly at a minimum and as often as needed to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

5.2.3. Sweep and Mop Floor.

After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance.

5.2.4. Stock Restroom Supplies.

Contractor shall ensure restrooms are stocked sufficiently so that supplies including toilet paper and soap dispensers do not run out. Supplies shall be stored in designated area.

Supply room shall be maintained in a neat and orderly fashion and the maintenance worker or Refuge

Manager can be contacted for restock as needed.

provided the PWS

5.2.1 including all sub-factors

(5.2.1-

5.2.5) per PWS.

All required services performed with no more than two (2) janitorial deficiency notices per month.

Periodic

Inspection

Positive:

Favorable performance review;

prompt compliance will result in work being redone at contractor’s expense.

Negative past performance may result in exercise

PRS # 2

CONTINUED

PRS #3

remove trash from

Picnic Pond

52.5 Clean all interior and exterior

glass. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

5.3 Picnic Pond remove all trash

from receptacles.

provided the PWS

5.3 per PWS.

All required services performed with no more than two (2) janitorial deficiency notices per month.

Periodic

Inspection

Positive:

Favorable performance review;

prompt compliance will result in work being redone at contractor’s expense.

Negative past performance may result in exercise

PRS # 3

provide PERIODIC

CLEANING

SERVICES

(SEPTEMBER

AND MARCH):

strip, scrub, seal and wax floors; clean interior windows;

clean exterior.

Quality Control Plan Quality Control Plan (QCP) The contractor provided the PWS

Technical

Exhibit 2 –

Deliverable s Schedule

100% compliance

100%

Inspection.

Positive:

Favorable performance review;

prompt compliance may result in delay of work and/or possible termination for default.

Negative past evaluation

➢ Random monitoring which shall be performed by the COR/GR designated inspector.

➢ 100% Inspection: Each month, the COR/GR shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

➢ Periodic Inspection – COR/GR typically performs the periodic inspection on a monthly basis.

VALIDATE CUSTOMER COMPLAINT: COMPLAINTS MUST BE VALIDATED.

PWS ATTACHMENT 2

DELIVERABLES SCHEDULE

DELIVERABLE FREQUENCY MEDIUM/FORMAT SUBMIT TO

Quality Control Plan Once Word or PDF file Contracting Officer

Basic Cleaning

Services

Appendix A

Cleaning Schedule

St. Marks NWR, St.

Marks, FL

Basic Restroom

Cleaning Services

Appendix A

Cleaning Schedule

St. Marks NWR, St.

Marks, FL

Picnic Pond Appendix A

Cleaning Schedule

St. Marks NWR, St.

Marks, FL