PWS.pdf

PERFORMANCE WORK STATEMENT AND SPECIFICATIONS

PREPARED BY:

UNITED STATES DEPARTMENT OF AGRICULTURE (USDA)

AGRICULTURAL RESEARCH SERVICES (ARS)

BELTSVILLE AGRICULTURAL RESEARCH CENTER (BARC)

BUILDING 426A, BARC-EAST

10300 BALTIMORE AVENUE

BELTSVILLE, MARYLAND 20705-2350

FOR:

UNIFORM RENTAL AND MAINTENANCE SERVICES; I.E., LAUNDERING,

ALTERATIONS, REPAIRS AND/OR REPLACEMENTS FOR FACILITY SERVICES

(FS) AND RESEARCH FACILITY SERVICES (RSS)

APRIL 2015

PERFORMANCE WORK STATEMENT

I. INTRODUCTION

The Beltsville Agricultural Research Center (BARC) is the largest and most diversified agricultural research complex in the world. It is a world leader in agricultural research and enjoys an international presence that attracts thousands of visitors each year.

BARC activities consist of conducting research to develop and transfer solutions to agricultural problems of high national priority and provide information access and dissemination to ensure high-quality and safe food products, assess the nutritional needs of Americans, sustain a competitive agricultural economy, enhance the natural resource base and provide economic opportunities for rural citizens, communities and society as a whole. The Research Support Services (RSS) provides research support to the BARC area scientific community through plant and animal care, forage and crop production, feed preparation and utilizing sustainable management programs that preserve local ecosystems. Facilities Services (FS) provides support to BARC through all services that apply to the building infrastructure, including alterations and renovations, electrical utilities, and plumbing/pipefitting, and all plant related services for the central heating plants and heat distribution systems as well as the Wastewater and Water Treatment Plants. All services external to the facilities, such as grounds maintenance, fencing, signage, snow removal, wildlife management, and vehicle/equipment maintenance, are also provided by FS.

II. SCOPE OF WORK

To procure rental uniforms and maintenance services, i.e. laundering, alterations, repairs and/or replacements for RSS and FS located at BARC, Beltsville, Md. **Please note that all work shall be done in accordance with the PWS. This necessitates the requirement for durable rental uniforms and maintenance services because RSS and FS employees, during the course of performing their duties, may come into contact with chemicals, biological agents used in laboratories, pesticides used in fields, sewage, animal waste, solvents, adhesives, thinners, oil, grease, concrete, dust and other related chemicals and products.

III. REQUIREMENTS

The Contractor shall perform the following:

3.1 The Contractor shall provide tailored, unisex uniforms, i.e. cut specifically for male and female employees; therefore, uniforms provided will vary by item, size, shape and quantity.

3.2 The Contractor shall provide uniforms of the standard industrial type, 65% polyester and 35% cotton for RSS and 100% cotton for FS. The Contractor shall be responsible for all rentals, laundering, alterations, repairs and/or replacements of the following items:

• 11 Long Pants per person;

• 5 Shorts per person - only for RSS;

• 11 Long or Short Sleeved Shirts, or a combination of Long and Short

Sleeved Shirts, as requested by each employee;

• 2 Permanently Lined Jackets (hip and waist length) with zippered closure;

• 2 Coveralls (Long Sleeved only)

(a) The Contractor shall provide 2 emblems per shirt, jacket and coveralls.

Coveralls shall be placed above the breast pockets.

• For RSS staffers - emblem on left side shall read "USDA and RSS" and emblem on right side shall read "Employee's First Name".

• For FS staffers - emblem on left side shall read "USDA and FS" and emblem on right side shall read "Employee's First Name".

Example 1

Left Side Emblem Right Side Emblem

USDA

RSS

John or Jane

USDA

FS

John or Jane

(b) The Contractor shall provide RSS and FS uniforms in specific colors. See chart below.

RSS Uniform Color FS Uniform Color Shirts - Light Blue Shirts - Light Blue Pants - Navy Blue Pants - Navy Blue Shorts - Navy Blue Shorts - N/A Jackets - Navy Blue Jackets - Navy Blue Coveralls - Navy Blue Coveralls - Navy Blue

Emblems for RSS uniforms shall have black lettering on white background.

Emblems for FS uniforms shall have blue lettering on white background reverse.

(c) The pant pockets shall be a minimum of 10 inches deep. The seam shall be well sewn to prevent occasional accidental tear.

(d) The shirt pockets shall be on both sides of the chest and be a minimum of 4- 1/8 inches deep.

(e) The emblems shall be sewn, NOT glued.

(f) The Contractor shall provide like new garments for upgrading from existing garments.

(g) The Contractor shall provide all new uniforms upon the initial award of the base year contract.

(h) The Contractor shall have in place an automated garment tracking system that accounts for the garment at all times and provide reports upon each weekly delivery.

(i) The Contractor shall provide a "garment to be cleaned" and "garment to be repaired" cart at each building location in a spot approved by the Contracting Officer's Representative (COR).

(j) The Contractor shall provide garment repair work order service tickets as well as a ticket drop off box in proximity to the garment repair cart.

(k) The Contractor shall provide current labels and Material Safety Data Sheets (MSDS) of all chemicals to be used, including brand names, to clean all of the garments so as to prevent adverse reactions to human skin contact. These must be provided within 15 days of the date of contract award.

(l) The Contractor shall describe methods and procedures to be used for identifying garment repair/replacement conditions.

(m) The Contractor shall provide a service schedule that includes frequencies of Contractor visits, specific days of the week and approximate duration of each visit. The Contractor shall make a minimum of 1 site visit per week at each location at BARC. The Contractor may make their site visits on any day Monday-Friday, unless it is a scheduled Federal Holiday/Closing day, then a new scheduled day will be agreed upon between the Contractor and the COR.

3.3 ROUTINE SERVICES MAINTENANCE - Routine services for the purposes of this requirement shall be defined as all services, including annual inspections, as stated in the contract and shall be performed monthly. The inspection shall identify the condition of the garments, delivery method of garments and on-site storage of garments that may have a negative impact on the garments.

3.4 IDENTIFICATION OF QUALIFIED MANAGEMENT PERSONNEL - The

Contractor shall identify all Contractor employees and provide qualified personnel. Any substitutions, additions or replacement of personnel from those cited in the Contractor's original proposal must be submitted to the COR for approval prior to starting work.

3.4-1 IDENTIFICATION OF A PROJECT MANAGER - The Contractor shall identify a Project Manager who will be responsible for the oversight of performance and who will be available for routine and emergency consultation.

3.5 QUALITY CONTROL PLAN (QCP) - The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with the contract. The Contractor shall develop and implement procedures to identify, correct, prevent and ensure non-recurrence of defective services. The QCP shall be modified and upgraded as needed to meet any requirement due to service need changes, prevailing regulations or compliances throughout the contract phases and extensions. The Contractor shall notify the COR in writing of any proposed change to the QCP. No changes shall be made without the approval of the COR and/or the Contracting Officer (CO).

The Contractor's QCP shall include the following:

(a) Inspection System: The Contractor's quality control inspection system shall cover all the services stated in the contract. The purpose of the system is to detect and correct deficiencies in the quality of services before the level of performance becomes unacceptable and/or Government inspectors identify the deficiencies.

(b) Checklist: A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections.

(c) File: A quality control file shall contain a record of all inspections conducted by the Contractor and any corrective actions taken. The file shall be maintained throughout the term of the contract and made available to the Government upon request.

3.6 MONTHLY REPORT - The Contractor shall submit an electronic copy of the monthly report via email to the COR. The monthly report shall include the following:

(a) Discuss any finding of deficiencies due to inadequate treatments, improper treatments or recommendations of change to a more effective chemical.

(b) Brief narrative of recommendations for the use of new chemicals that have appeared on the market with appropriate justifications for changing to the new chemicals.

(c) Brief narrative of recommendations for repairs or sanitation clean-up in order that preventive measures may be taken.

IV DELIVERY REQUIREMENTS

4.1 The Contractor shall provide with their proposal any literature that best describes the product being offered.

4.2 Weekly pickup and deliveries for laundering services shall be made at the following locations:

• For RSS at BARC, Beltsville, MD:

Building #030, BARC-West (7 employees) Building #301, BARC-East (9 employees) Building #1190 (12 employees) Building 177A (14 employees) Building #203 (12 employees)

• For FS at BARC, Beltsville, MD:

Building 426, BARC-East (95 employees)

4.3 The Contractor shall, within 10 days after contract award, schedule a time and date for fittings during normal business hours (7:30 AM to 4:00 PM Monday through Friday) at all locations identified above. The Contractor shall schedule fittings and all services with the FS and RSS CORs independently and allow adequate time to plan with employees' supervisor in such a manner that would result in minimal interruption to services provided to their customers.

4.3.1 The Contractor shall provide new work uniforms as described in this document.

4.3.2 The Contractor shall provide initial service to measure and fit each employee with properly sized work uniform. The Contractor shall submit for the CO's approval a listing of the survey data at the conclusion of fittings prior to ordering the uniforms. Delivery of uniforms to appropriate appointed FS and RSS representative shall be pre-approved by the CO and all changes communicated to the Contractor.

4.3.3 The Contractor shall provide suitable identification on uniforms to include first name, FS or RSS and USDA, as described.

4.3.4 The Contractor shall be responsible for the pick-up and delivery, as needed, for laundry and maintenance of rental uniforms. The Contractor shall provide receptacles for collection of soiled work uniforms at all locations. The Contractor shall provide a weekly pick-up inventory sheet of soiled laundry for all locations.

4.3.5 The Contractor shall provide alterations due to weight change, shrinkage and any necessary repairs to maintain a serviceable uniform.

4.3.6 The Contractor shall replace uniforms damaged due to normal wear and tear or through normal workplace usage at NO CHARGE to the Government. The Government will be charged for replacement uniforms only in the event of malicious damage or loss from misuse while in the possession of the Government.

4.3.7 All uniforms shall be free of stains, including but not limited to, oil and grease stains.

4.3.8 Uniforms appearing worn and torn shall be rejected and assessed reduction to the

Contractor's pay may apply.

4.3.9 The Contractor shall provide a unit price for each of the provided services, i.e.

shirts, pants, laundry and maintenance per item.

V DELIVERABLE SCHEDULE

TECHNICAL EXHIBITS

Technical Exhibit 2 - Performance Requirements Summary

Required Task Standard Acceptable Quality Level

Method of Surveillance

Inspection Report(s) (Initial & Annual)

Regularly scheduled monthly/annual rounds during designated hours

100% Surveillance;

Review of records

Monthly Report(s)

Regularly scheduled monthly/annual rounds during designated hours

100% Review of records;

Surveillance;

Customer feedback

Contractor's Personnel List

PWS;

Industry Standards;

QASP

100% Surveillance;

Review of records

Quality Control Plan

PWS;

Industry Standards;

QASP

100% Review of records;

Surveillance;

Customer feedback

Chemical MDS List

PWS;

Industry Standards;

Regulations Requirement;

QASP

100% Review of records;

Random sample;

Customer feedback

On schedule and on time weekly garment delivery

PWS;

Industry Standards;

QASP

95% 95% surveillance;

Review of records;

Random sample;

Customer feedback

Garments properly cleaned and pressed

PWS;

Industry Standards;

QASP

95% 95% surveillance;

Random sample;

Customer feedback

Garments properly repaired/mended

PWS;

Industry Standards;

QASP

95% 95% surveillance;

Random sample;

Customer feedback

Deliverables Due Date

Inspection Report(s) (Initial & Annual) 30 days after contract award Monthly Report(s) 30th of each month Contractor's Personnel List 15 days after contract award Quality Control Plan 30 days after contract award Chemical MDS List 15 days after contract award

VI MISCELLANEOUS INFORMATION

The Contractor shall observe all safety precautions throughout performance. Certain areas within some buildings may require special instructions for persons entering these areas. Any restrictions associated with these special areas will be explained to the Contractor by the COR. These restrictions shall be adhered to and incorporated into the Contractor's detailed plan and schedule for the building. All contract employees shall be subject to government regulations as are applicable during the time spent on government property. Building passes are required and shall be supplied by the Government. The Contractor shall obtain building passes from the COR. Proof of citizenship or permanent residency showing the Contractor's personnel is authorized to work in the United States shall be required prior to the issuance of a building pass.

All contractor personnel, while working in or on government owned or leased premises, shall wear distinctive uniform clothing (company uniform). The uniform shall have the Contractor's company and individual employee's name affixed in a pronounced location for easy identification. Additional personal protective equipment required for safe performance of work shall be determined and provided by the Contractor. Protective clothing, equipment and devices shall, at a minimum, conform to OSHA standards for products being used. Vehicles used by the Contractor must be identified in accordance with state and local regulations.

5.1 HOURS OF OPERATION - All work under the contract shall be performed between the hours of 7:30 AM and 4:00 PM, Monday through Friday, exclusive of official Government holidays and shall not interfere with Government business. In the event that the Contractor cannot perform the work during or on days specified herein due to situations beyond the Contractor's control, the Contractor shall first notify the COR of such causes and obtain approval to perform the work at another time. This information shall be documented in the Contractor's monthly report.

5.2 HOLIDAY HOURS - The following federal holidays listed below shall be observed by the Contractor unless otherwise stated in this document or late requested by the COR and/or Contracting Officer:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day

*Please note: The Contractor shall also observe any other day(s) declared by the President of the United States as a federal holiday.

5.3 INITIAL INSPECTION - A thorough initial inspection shall be conducted during the first month of this contract by the Contractor's Project Manager and the COR or a designated BARC alternate employee. The purpose of this initial inspection is for the Contractor to evaluate the needs of the premises and to discuss these needs with the COR. The following specific points should be addressed:

(a) Identification of problem areas in and around the building;

(b) Facilitation of Contractor access to all necessary areas;

(c) Information for the Contractor of any restrictions or special safety precautions.

Note: The Contractor must not enter restricted areas or areas containing radioactive materials without the approval of the occupant of the space.

5.4 EMERGENCIES - Contractor employees shall follow emergency procedures identified respectfully by BARC "Emergency Procedures Plan". This plan will be provided by the COR on or about 30 days after contract award. **Please note: In the case of emergencies, i.e. inclement weather or Government closures due to unforeseen acts of God during the Contractor's scheduled routine visits, the Contractor shall divert their workforce as directed by the COR.

VII PERIOD OF PERFORMANCE

The period of performance will be as follows:

Base Year: July 1, 2015 - June 30, 2016 Option Year 1: July 1, 2016 - June 30, 2017 Option Year 2: July 1, 2017 - June 30, 2018 Option Year 3: July 1, 2018 - June 30, 2019 Option Year 4: July 1, 2019 - June 30, 2020