ATT 1 PWS 2020.pdf

FEI EXECUTIVE LEVEL CONFERENCE SERVICES

Attachment 1

PERFORMANCE WORK STATEMENT (PWS)

Federal Executive Institute Executive Level Conference Services

1. BACKGROUND

The Office of Personnel Management’s (OPM), Human Resources Solutions (HRS) enterprise provides services that assist the Federal Government in achieving its missions by: (1) partnering with agencies to provide effective human resource solutions that develop leaders, attract and build a high quality public sector workforce, and transform agencies into high performing organizations; and (2) offering services that enhance agencies' ability to attract and acquire specific talent.

The Federal Executive Institute (FEI) is an OPM facility located in Charlottesville, VA. The site operates under the oversight of the local FEI administrative team. The FEI is open 52 weeks a year and holds classes about 50 weeks a year. Services will be performed at the FEI campus which consists of four buildings containing 86 guest rooms, 40 offices, 17 classrooms, two dining rooms, a kitchen, a fitness center, two multi-purpose rooms, 14 acres of grounds and parking areas. FEI has an estimated 81,450 gross square feet with 73,250 occupied square feet.

Each building is two to three stories. The Main Building and Pendleton Hall on the FEI campus are designated as historical buildings. Additional information is attached in Exhibits A & B and on the following websites: https://www.gsa.gov/historic-buildings/federal-executive-institute-charlottesville-va#significance and. https://www.gsa.gov/historic-buildings/pendleton-hall-charlottesville-va

FEI programs include (1) The Leadership for a Democratic Society (LDS) Program, (2) multi-agency open enrollment programs, and (3) single-agency custom-designed programs. On average there are eleven four-week LDS programs each year for 72 to 86 executives and a total of fifty multi-agency open-enrollment, and single-agency custom designed programs delivered each year. These programs range from one day to two weeks in duration. The number of participants for each open-enrollment and custom-designed program/course ranges from 10 to

40. An estimated 2,400 participants consuming an estimated 72,000 dining room meals are anticipated for Fiscal Year 2021.

In support of its mission to develop executives by creating an interagency residential learning center with a curriculum that addresses broad perspectives basic to effective performance in the senior executive service, HRS requires continuation of conference support services, facility maintenance, operations services, and food services.

2. SCOPE

The contractor will provide Executive Level Conference Services at FEI in Charlottesville, VA (see Attachment 2, Site Map). These services will include, but are not limited to the following:

https://www.gsa.gov/historic-buildings/federal-executive-institute-charlottesville-va#significance https://www.gsa.gov/historic-buildings/federal-executive-institute-charlottesville-va#significance https://www.gsa.gov/historic-buildings/pendleton-hall-charlottesville-va https://www.gsa.gov/historic-buildings/pendleton-hall-charlottesville-va

• 6.1 - Facilities Management

• 6.2 – Conference Support Services

• 6.3 - Grounds Keeping Support

• 6.4 - Laundry and Dry Cleaning

• 6.5 - Food and Beverage Service

• 6.6 - Mechanical and Grounds Maintenance

• 6.7 - Insect and Rodent Control Service

Refer to Attachments 3, 4 and 5 for applicable definitions, acronyms and websites.

3. GOVERNMENT FURNISHED PROPERTY

OPM will provide the contractor with the necessary space and equipment within the FEI sufficient for the successful executions of the required services. This includes existing kitchen equipment, maintenance supplies and equipment, and furniture and furnishings for a supervisor's office. The Government will furnish utilities at existing outlets for the contractor to operate such equipment as is necessary to conduct work. Hot and cold water will be provided as necessary, limited to the normal water supply provided in the building. No special heating or cooling of the water will be provided.

The contractor will be required to provide, and the Government will reimburse, necessary replacement kitchen equipment that will become the property of the Government.

The contractor will be responsible for maintaining all building equipment, including kitchen equipment, and systems.

Use of Government Furnished Property. The Government will furnish equipment, supplies, facility space and information commensurate with the Contractor’s personnel complement and operational requirements. The Contractor may use existing equipment, supplies, facility space and information during the contract term provided written authorization is received from the Contracting Officer’s Representative (COR). Facility space and equipment will be kept neat and clean and returned to the Government at the expiration of the contract in the same condition as at the time of entering into the contract, subject to fair wear and tear. Any additional equipment deemed necessary to accomplish the mission and which is previously approved by the COR and CO will be reimbursed to the contractor.

Storage. The Government will provide to the contractor storage space in the building for the storage of bulk supplies, replacement parts and the equipment that will be used in the performance of work under the contract. The contractor will maintain the storage space in a neat and orderly condition. The Government will not be responsible in any way for damage to the Contractor’s stored supplies, materials, replacement parts, or equipment.

Office Space and Furnishings. The Contractor’s General Manager on site will be provided office facility space and furniture and furnishings. The Government Furnished Property (GFP) will be used for official business only in the performance of this contract and will not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor or the Contractor’s employees.

Government property will remain the property of the Government. Replacements of any Government property will remain the property of the Government.

Protection of Property. The Contractor will take all reasonable precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect Government property.

This list of items is subject to change as replacement of items are installed, received or modified. Changes will be made under the Government Property Clause of this contract.

DESCRIPTION QTY

Computers Based on need Monitors Based on need DSL Lines Based on need Telephones Based on need Office Space Based on need Parking Spaces Based on availability

4. USE OF GOVERNMENT FACILITIES

The contractor (to include contractor employees, subcontractors and subcontractors employees) will not use the FEI campus (including equipment, buildings & exterior grounds) for other than performance of the work specified herein without prior written authorization from the COR.

5. CONTRACTOR FURNISHED MATERIALS/INFORMATION

The contractor will provide labor, supplies, equipment and miscellaneous items to perform facilities management services at FEI. These items will include, but are not limited to the following:

Uniforms. The contractor will provide uniforms for each service area (grounds, maintenance, program support, dining, etc.). Uniforms should be switched out at least twice a year, based on the season. Uniforms will be presented and approved by the COR prior to contractor performance.

Communications devices for Contractor staff. The contractor will provide cell phone devices so that the government staff can immediately dispatch the necessary qualified contractor employee(s) to problem areas on campus.

Grounds Keeping. The contractor will provide fireproof containers for collection and disposal of solid waste. A vehicle as described in Attachment 13 “ Grounds Maintenance Inventory List”.

Food and Beverage. The Government will provide existing stock of kitchen supplies and the contractor will maintain and replace as necessary kitchen supplies including, but not limited to small wares such as china, silverware, stemware, utensils, table linen, etc. The contractor should factor into its proposal costs for replacing missing and/or unusable kitchen supplies. All kitchen supplies initially furnished by the Government and subsequently purchased by the contractor will remain with the Government upon contract expiration. The Government will provide a baseline inventory of small wares at time of award, similar to that shown in Attachment 6, Small Wares Inventory.

The contractor will purchase replacement kitchen equipment including but not limited to stoves, ovens, refrigerators, etc. as needed. Replacement costs will be reimbursed for kitchen equipment furnished for and installed in the facility and will remain with the Government upon contract expiration.

Maintenance and Repair. The Government will provide existing stock of expendable supply items and the contractor will maintain and replace as necessary a stock of expendable supply items such as grease, fan belts, filters, refrigerant, oil for lubrication, rags, etc., on hand at the building where the contract work is being performed. Replacement equipment, components and parts will be reimbursed. All supply items identified above initially furnished by the Government and subsequently purchased by the contractor will remain with the Government upon contract expiration.

The Contractor will also be responsible for providing such items as motors, fuses, bearings, valves, hardware, controls, and other mechanical or electrical parts or items required to maintain the building equipment and systems in a functional state. The Contractor will also supply lighting system components that are energy efficient and subject to the approval of the COR prior to installation. Replacement items (motors, fuses, lighting systems, etc) identified above will be reimbursed by the Government. Title to these items furnished for and installed in the facility at Government expense will remain with the Government upon contract expiration.

Conference Support Services: The contractor will provide management, supervision, labor and maintain supplies necessary to support FEI programs.

Insect and Rodent Control. The contractor will provide all management, supervision, labor, materials, supplies and equipment necessary to achieve required insect and rodent control. The Government will not furnish any labor, materials, supplies or equipment for this area.

6. SUMMARY OF REQUIREMENTS

The Contractor will be required to provide facilities management services to include, but are not limited to, facilities management, program support, food and beverage service, mechanical and grounds maintenance, program budget accounting for the contract, participant laundry, pest control, snow removal, window cleaning, trash and debris removal, and special projects at FEI.

Specifically, the contractor will provide executive-level conference center services, but the contractor is not limited to the following services:

6.1 FACILITIES MANAGEMENT.

Scope. The contractor will be fully responsible for the management of the FEI physical plant, grounds and assigned equipment in an efficient, economical and reliable manner that maintains or improves the value of the property. Continuity of services must be maintained at the utmost proficiency without interruption.

Tasks. The contractor will maintain or improve the value of the property by providing functional areas with needed supplies, materials, equipment and vehicles not listed in the government furnished property. The contractor shall adhere to the guidelines as stated in Exhibits A-F. Fine arts inventory includes but is not limited to a mural in the Rotunda Dining Room and a chandelier in the Virginia Study. The Contractor must comply with all Federal, State, and local laws and regulations that relate to the operations and maintenance of equipment and systems within the scope of this contract, to include permitting, plans, inspection, and personnel safety, control of hazardous substances, certification, and recordkeeping.

The on-site Contract Manager will be available at the site within one hour of notification from the on-site contractor staff of a need or notification by the Government to report to the FEI. The Contract Manager or designated alternate is expected to be on-call 24 hours a day, 365 days a year, standard.

1. The Contract Manager or designated alternate is available on-site during FEI’s normal business hours to monitor normal business operations and emergency events.

2. The Contract Manager or designated alternate maintains on-call status and reports to FEI within one hour of notification by contractor staff or a Government request.

3. The Contract Manager or designated alternate has overall responsibility of the administration of the Performance Work Statement

4. The Contract Manager or designated alternate creates, maintains, and validates the Quality Assurance Surveillance Plan to oversee the delivery all eight services under the scope of the contract (see 6.21 and 6.28)

5. The Contract Manager or designated alternate ensures quality assurance standards are maintained and proper reporting occurs and are delivered to the COR in a timely manner (see section 7.1)

6.2 Conference Support Services

Scope. The contractor will work with the FEI Program Coordinator Staff to plan, align, and deliver program requirements necessary to support the FEI programs.

Tasks.

6.2.1 Inventory. The Government will provide a baseline inventory at time of award, and the contractor will establish and maintain an inventory system for: (1) non-expendable major items such as office furniture, (2) expendable and durable minor items such as office supplies, books and other instructional materials, and (3) inventory of both durable and expendable items such as furniture, pillows, lamps, mattresses, bed linens, televisions, and other such items contained in guest rooms. Contractor will maintain a separate inventory of items in guest rooms and will inspect the quality and condition of items, recommending replacement and replenishing as necessary. The contractor will provide an administrative Support Inventory Report format to the COR in accordance with the approved Transition Plan and five working days from the execution of each option period. Inventory records will be made available to the Government for examination and audit, upon request.

Standard.

1. Inventory of items (1) and (2) above is updated as items are received or disposed of monthly.

2. Administrative Support Inventory reports are completed and reported in writing to the COR on a monthly basis, not including identified exceptions.

3. Guest rooms are inspected on a rotational schedule and Administrative Support Inspection reports are provided monthly to the COR and the oversight committee, with recommendations for replacement of any item found to be deficient. Missing items report are reported to the COR immediately upon identification.

Workload.

1. Eighty-six guest rooms, 40 offices and 17 classrooms comprise the inventory of rooms, which contain items to be inventoried and inspected.

6.2.2 Supply Operation. The contractor and COR will establish requirements and stock levels for the successful operation of a FEI supply operation area. Supplies will be inventoried. The contractor will maintain stock in a neat and orderly manner. Supplies will be requested on established Government forms. The contractor will identify needed supplies to FEI staff.

Supplies include, but are not limited to, framed graduation certificates for Government presentation, copy paper, file folders, pens, pencils, etc

Standard.

1. The contractor maintains inventories and adequate stock levels of general office and program supplies.

2. The contractor fills/delivers supply requests within two hours of request.

3. The contractor fills out-of-stock items by 3:00PM following the day of request, and notifies requestor of delay within one hour of request.

6.2.3 Mailroom Operation. The contractor will receive and distribute incoming postal mail.

Outgoing mail will be processed and posted in time for the United States Postal Service (USPS) afternoon pickup. The contractor will record receipt of all incoming packages (Federal Express, UPS, etc.) and distribute packages to the appropriate location. The Government will be responsible for the postage costs on Government provided postage meter equipment.

Standard.

1. The contractor collects/prepares mail from designated locations for USPS pickup no later than 4:45PM each business day.

2. The contractor delivers incoming postal mail/packages within two hours of receipt.

6.2.4 Shipping, Receiving and Packing. The contractor will provide shipping of outgoing materials/packages, except for FedEx or similar packages. (Outgoing packages will be prepared for shipping and addressed by the Government prior to providing to the Contractor.) The contractor will check contents of incoming packages against orders and provide packing lists and invoices of incoming packages to the Government Procurement Agent (GPA). The contractor will deliver packages to appropriate locations.

Standard.

1. Packages are processed and shipped within one business day.

2. Incoming packages are delivered to recipient within two hours of receipt.

3. Invoices/packing slips are checked against the contents of the order, signed-off by contractor personnel and signed/delivered to the GPA within two hours of receipt.

Workload.

1. An estimated 2,000; cap of 3,000 pieces of outgoing packages are processed per year.

2. An estimated 5,000; cap of 7,000 pieces of incoming packages are processed per year.

6.2.5 Reproduction Service. The contractor will perform all reproduction services, including, but not limited to, maintaining supplies copying, collating and assembling educational materials and delivery of reproduction materials. NOTE: Reproduction, as defined in Attachment 3 - Definitions, will not be performed under any circumstances unless directed by the COR.

Standard.

1. Copies are provided by date/time specified on copy request form.

2. Educational materials/products are correctly collated/assembled and delivered on time.

3. Supplies in support of services are maintained at a level that support day-to-day operations, as well as emergency and unexpected requests and needs.

Workload.

1. An estimated 1,200,000 to 1,560,000 black and white copies are requested per year.

2. An estimated 68,400 color copies are requested per year.

6.2.6 Program Setup. The contractor will work with the FEI Program staff to plan and coordinate room set-ups using an electronic process. Contractor personnel will independently set up rooms with equipment and supplies when “standard” set-ups are required using an electronic Room Set-Up Request Form. The Government will provide specific instructions for “non-standard” set-ups, i.e., new or unusual set-ups. The contractor will check on classroom set-ups twice daily, in the AM prior to class and again in the PM prior to class and ensure classrooms are fully stocked with supplies and are therefore ready for use. The contractor will ensure the cleanliness of conference classrooms during set-ups.

The contractor will ensure audio visual (AV) set-ups are complete and equipment is operating properly to include connecting equipment systems, powering on equipment to verify operational status, replacing batteries as needed, and maintaining stock of batteries and other essential consumables in primary classrooms. The contractor will provide support for audio-visual, telephone, IT, networked copier/printers, faxes, wireless network, video and telephone conferencing, and other technical systems.

6.2.6.1 Standard Classrooms/meeting room set-ups The contractor will complete these set-ups no less than 30 minutes prior to scheduled room use by FEI staff/participants.

6.2.6.2 Non-Standard room set-ups The contractor will complete these set-ups no less than 45 minutes prior to scheduled use. Supplies for each classroom, as defined by COR, will be checked and fully supplied by the contractor prior to the start of each FEI program.

6.2.6.3 Emergency Classroom Set-ups The contractor will complete these set-ups as directed by the COR or program assistant to meet changing circumstances.

6.2.6.4 AV equipment The contractor will check this equipment to ensure it is functioning prior to the start of each FEI program.

Standard:

1. Standard set-ups are performed independently and within designated timeframe.

2. Non-standard set-ups are coordinated with the Government and set-up within designated timeframe.

3. Set-ups in proper locations are checked for accuracy and completeness in the AM and

PM.

4. Ensure AV equipment is in working order.

5. Provide operational support for multi-media classrooms and general system troubleshooting and problem remediation to insure operational readiness of audio-visual systems.

6. Support copier system and general maintenance of a wireless network system.

Workload.

1. An estimated 620 classroom/meeting room standard and non-standard set-ups are completed per month.

2. Classrooms are checked twice daily during each room setup to ensure supplies are fully stocked.

3. AV equipment breakdowns and malfunctions should be addressed immediately.

6.2.6.5 Offsite Service. The contractor will perform other support services such as pick-up of off-site materials/equipment and delivery of materials/equipment to other local destinations.

Standard.

1. The contractor independently picks-up from off-site locations and delivers material to FEI within a 100 mile radius of the metro Charlottesville, VA, area within a time frame of 1 to 8 hours as determined by the COR or other FEI official (areas farther than 100 miles are negotiated with the COR).

1. Pick-up and delivery of materials/equipment within 100 miles of FEI is estimated at 10 times each per contract year.

6.3 GROUNDS KEEPING SUPPORT

Scope. The contractor will provide management, supervision, labor, materials, supplies and equipment (except as otherwise noted) and will plan, schedule, coordinate and control effective performance of grounds keeping maintenance and related services. The Site Map (Attachment 2) and Site Map Tracts (Exhibit C) identifies tracts A through D in which the contractor will maintain, exclusive of a small fenced-in cliff area located in the south western portion of the map within tracts A through D. The contractor will provide grounds keeping support for the campus, approximated at 636,435 square feet. The contractor will observe all environmental and safety compliances.

Tasks.

6.3.1 Grounds Keeping Plan. The contractor will provide a Grounds Keeping Plan to the COR in accordance with the approved Transition Plan and five working days from the execution of each option period.

6.3.2 Adjacent Property. The contractor will maintain sidewalk areas adjacent to the property on Emmet Street and all common areas, and meeting areas.

Standard.

1. Grounds keeping are completed in accordance with commercial business practices.

Workload.

1. The grounds keeping coverage area is estimated at 636,435 square feet.

6.3.3 Fertilizer and Herbicides. Fertilizers and herbicides will be consistent with General Services Administration (GSA) issued rules and regulations relating to the use of insecticides, pesticides and herbicides. Shrubbery and groundcover beds will be fertilized with specified fertilizer at recommended rates and methods of application. The contractor will notify the COR one week prior to application of fertilizing, identifying specific plants and fertilizer to be used.

The contractor will fertilize grass areas with appropriate fertilizers at recommended rates for appropriate seasons and ensure that fertilizers and herbicides used do not contaminate the water or endanger aquatic life in the pond surrounding the outdoor classroom area. Lawns, shrubs and groundcover will be treated at least twice a year, from March through October.

Standard.

1. The contractor is compliant with GSA rules and regulations.

2. The contractor fertilizes IAW recommended rates and application methods for appropriate seasons.

3. The contractor ensures water is not contaminated or aquatic life is not endangered.

1. Lawns, shrubs and groundcover are treated at least twice a year from March through October.

6.3.4 Workmanship. Workmanship will be neat and professional in accordance with commercial horticultural practices.

Standard.

1. Services are performed in accordance with commercial horticultural practices.

Workload.

As required.

6.3.5 Pruning, Mulching and Other. The contractor will prune, shear, weed and trim from March through October and mulch during the Spring and Fall. See site map (Attachment 2).

6.3.6 Clean-Up/Pick-Up Responsibilities. The contractor will (1) clean-up pruning and mulch shrubbery, groundcover beds and fertilized turf areas; (2) pick-up trash, litter, bottles and debris on the grounds, patios, pool area, exterior walkways and sidewalks in front of the facility at least once a day and more often during windy weather or storms and ensure the front entrance is checked and clean every two hours; (3) pick-up fallen limbs and branches; (4) remove leaves from grass areas, shrubbery beds and groundcover areas; (5) clean grounds sidewalks, pavements and roadways (6) Monitor and clear all wooded areas daily of trash, litter, bottles or other debris within the wooded areas; and (7) maintain clean perimeter on both sides of the fence, including the fence itself, with an external width of not less than three feet and an internal width of not less than six feet.

Standard.

1. The grounds and wooded areas are free of trash, litter, bottles and other debris such as fallen limbs and branches.

2. Lawns, walkways, parking lots and roadways are kept free of leaf build-up, litter and debris.

1. The grounds and wooded areas are toured at least once a day during the weekday and inspected immediately after a major wind, snow or ice storm to determine the requirement for removal of trash, litter, debris such as fallen trees, tree limbs and branches.

2. Contractor security inspections are conducted as specified and observations of fallen trees on security fences, power lines or buildings are immediately reported to COR and corrected. The Contractor coordinates any major repairs with the COR.

6.3.7 Dead Plant and Tree Removal. Dead shrubs and other plants will be cut flush with the ground and removed from the site. Dead or fallen trees, regardless of size and reason for demise, will be removed from the grounds. Contractor will plant annuals, rose bushes, trees and any other plantings that die, reseed grassy areas that are not growing and add new plants as may be requested by the COR. Trees outside the fence line are heavily forested and on steep slopes.

Only plants and trees within the fence line are maintained seasonally, unless a natural threat requires removal of trees and debris outside the fence line.

Standard.

1. Contractor checks for dead shrubs and trees at least once a week and removes dead shrubs, trees and other plants from the grounds and re-plant and re-seed with items approved by the COR in accordance with commercial practices.

2. All dead plants and trees must be disposed of offsite.

Workload.

1. Areas checked weekly for dead planting and trees

2. Dead plantings and trees are promptly removed from the property.

6.3.8 Shrubs, Hedges and Groundcover Beds. Shrubs will be pruned during the normal recommended time for each specific species. Hedges will be sheared to present a neat and attractive appearance. Groundcover beds will be trimmed even and runners will be removed from trees and shrubs to present a neat and attractive appearance. Radical shearing and pruning will not be permitted unless approved by the COR. The contractor will remove weeds from beds and mulch small trees, shrubs, hedges and groundcover beds.

Standard.

1. Shrubbery, hedges, groundcover beds and trees under 20 feet tall on the grounds are pruned and sheared to maintain a neat appearance and proper shape.

2. Proper pruning, shearing and mulching techniques are performed according to Industry Horticultural standards.

3. Groundcover beds are trimmed even and runners removed from trees and shrubs.

4. Weeds are removed from groundcover beds.

5. Small trees, shrubs, hedges and groundcover beds are mulched.

As required.

6.3.9 Insect and Disease Control. The contractor will submit an acceptable Insect and Disease Control Program to the CO as part of the proposal. Spraying will be performed at a pre-arranged time with COR prior approval in order to cause minimum interference with building occupants.

The contractor will be fully liable for any damages incurred to plants, individuals or property while spraying if the application is not completed in accordance with manufacturer prescribed manner. Work will be performed by experienced and licensed personnel who are thoroughly familiar with spray materials, insect problems and equipment utilized.

Standard.

1. Contractor submits an acceptable Insect and Disease Control Plan that keeps plants free from insects and disease.

2. Spraying is performed as needed according to manufacturer standards.

3. Contractor personnel maintain positive identifications on pests prior to any chemical application of targeted plants.

4. Contractor personnel are experienced, licensed and familiar with products and materials being used.

Workload.

1. Spraying is performed according to contractor’s approved Insect and Disease Control plan or as needed or directed by the COR.

6.3.10 Grass Cutting and Edging. Grass cutting will be on a regularly scheduled basis, which may be adjusted for weather conditions based on agreement between the contractor and the COR. The COR will approve cutting schedules. The contractor will ensure that grass cutting, leaf blowing and other noise generating work that may potentially interfere with or disrupt classes will not be performed unless approved by the COR or program assistant for the program or class. Sidewalks and pavements will be cleaned after each mowing. Edging around trees, shrubs, sidewalks, etc., will be done each time the grass is cut. Edging will be done where grass comes in contact with curbs, steps, roadways and walkways on a regularly scheduled monthly basis.

Standard.

1. Sidewalks and pavements are clean after each mowing.

2. Edges of lawn areas are trimmed.

3. Edges of sidewalks, curbs and planting areas, steps and roadways are trimmed.

4. Noise generating work is not performed during times that would interfere with scheduled classes or if interfering with office work activities.

Workload.

1. The work will be performed at least once a week from March through October, an estimated 32 weeks.

6.3.11 Weed control. Weeds will be spot sprayed each month, as required, or as requested by the COR. Using EPA approved products IAW 52.223-17 Affirmative Procurement of EPA- Designated Items in Service and Construction Contracts (AUG 2018).

Standard.

1. Lawns, parking areas, pathways and patios are treated to eliminate weeds.

1. Work will be performed daily from March through October.

6.3.12 Watering. The contractor will provide adequate watering or as directed by the COR to supplement the underground sprinkler system to maintain a lush green appearance of grass, shrubs, plant beds, ground cover and planters.

Standard.

1. Adequate watering is provided or as directed by the COR to supplement the sprinkler system.

2. Additional watering is coordinated with COR.

3. During time of drought, watering is coordinated and directed by the COR

1. Additional watering is supplemented as needed or directed by the COR

6.3.13 Equipment Maintenance. The contractor will provide a Sprinkler Preventive Maintenance Schedule to the COR, in accordance with the approved Transition Plan and five working days after execution of each option period for the preventive and seasonal maintenance on the sprinkler system. Regular monitoring of the system will be performed to assure areas are working properly. The contractor will notify the COR if major repair is required.

Standard.

1. Preventive and seasonal maintenance is performed in accordance with manufacturer guidelines.

2. The Sprinkler Preventive Maintenance Schedule is provided to the COR in accordance with the approved Transition Plan, five working days from execution of each option period.

3. The Contractor coordinates any major repairs with the COR.

4. The contractor completes assignments for improvements, modifications or additions to the grounds, sidewalks and patio areas as may be directed by the COR.

Workload

1. Regular monitoring of equipment is performed daily during the weekday (Monday- Friday)

6.3.14 Schedules. The contractor will provide an Annual Grounds Keeping Work Schedule to the COR, in accordance with the approved Transition Plan, and five working days from execution of each option period, that includes dates and areas for grounds keeping maintenance.

The schedule will be reviewed periodically by the COR and may be adjusted during the period of performance as new facilities, structures or changes to the grounds occur.

1. The Annual Grounds Keeping Work Schedule for grounds keeping maintenance is provided to the COR.

2. The contractor coordinates the work schedule with the COR and seeks approval as needed.

6.3.15 Disposal of Natural Debris. The contractor may, at the discretion of the COR, temporarily deposit natural debris at a designed onsite area. The contractor will be responsible for the final removal of deposits.

Standard.

1. The contractor removes natural debris expeditiously or as directed by the COR.

2. The contractor removes natural debris and assumes all costs associated with the removal.

1. Disposal of natural debris may occur an estimated seven (7) times a year.

6.3.16 Snow Removal. The Government will furnish tools and equipment (truck, small snow blade and a salt hopper) for light snow removal.

The contractor will work to remove snow and ice from entrances, steps, landings, sidewalks, pedestrian walkways patios or plazas, vehicular courts, parking areas and approaches prior to the morning meals, commencement of classes and FEI staff reporting for work. The contractor will work to maintain ice-free conditions during periods that the buildings are occupied with staff or program participants. Snow will be removed from the facility grounds if the accumulation exceeds that which can be pushed off the roads and parking areas; snow will not block traffic, parking spaces or sidewalks. Snow will not be dumped on or near trees, shrubbery, ground cover, grass areas or flower beds.

Standard.

1. Snow and ice is removed prior to beginning of classes and staff reporting to work.

2. Ice-free conditions are maintained while the buildings are occupied.

3. Snow is removed from facility IAW above task.

4. Snow is not dumped on or near trees, shrubbery, ground cover, grass areas or flower beds.

Workload.

1. Work is seasonal.

2. Snow removal is estimated to occur during the months of November through March. The average annual snow fall per year for the Charlottesville area can range from 0.5 - 16.3 inches.

6.3.17 Chemicals/Other Materials. Chemicals and/or sand will be used to reduce safety hazards due to ice and snow.

Standard.

1. Chemicals or sand used in the reduction of safety hazards due to snow and ice will be applied in accordance with manufacture or standard commercial practices. The contractor will consult the local weather channel, cable channel weather and internet to determine the severity of approaching storms.

1. Chemical and sand use is estimated to occur during the months of November through March.

6.3.18 Storm Management. The contractor will provide effective management in the performance of required storm services, i.e., contractor will arrange lodging for contract personnel to ensure there is sufficient manpower to perform services in a timely manner.

Standard.

1. The contractor will effectively manage approaching storms.

Workload.

1. The contractor will consult the local weather channel, cable channel weather and internet to determine the severity of approaching storms.

6.3.19 Solid Waste and Recycling. The contractor will remove solid waste from the premises on a regularly scheduled basis, twice a week or as required to ensure no overflow is collected around solid waste containers. The contractor will provide a trash pick-up schedule to the COR for approval five working days from execution of each option period, in accordance with the approved Transition Plan. Waste containers will be neat and clean. Handling and removing solid waste will be in accordance with FAR 52.223-10 Waste Reduction Program.

Standard.

1. The contractor is compliant with FAR 52.223-10.

2. The contractor adheres to the approved trash pick-up schedule.

3. Containers are neat and clean and overflow collection is not found in or around such containers.

Workload.

1. Pick-up is estimated at 2-3 times a week.

2. Recycle pick-up is estimated at 2 or more times a week.

6.3.20 Other. The contractor will operate, maintain, repair, swimming pools, fountains, landscape pools, ponds, windows.

Standard.

1. The contractor will be responsible for maintaining and cleaning swimming pools, living ponds and fountains using manufacturer’s recommendations and current industry practices.

2. The contractor will be responsible for cleaning interior and exterior sides of windows (including storm windows, vestibule doors, and all plate glass around entrances, lobbies and vestibules.

1. The FEI pool is operational from May 15 through October 15 or as otherwise directed by the COR. The contractor will be responsible for replacing Koi Fish.

2. Windows are cleaned during the Spring and Fall or as otherwise directed by the COR.

3. Koi fish living in ponds are fed daily.

6.3.21 Additional Work. The contractor will perform additional work as requested by the CO or COR. Additional work may include, but is not limited to, planting of annuals or other plants in existing or new beds and planters, tilling of areas to be replanted, establishing new gardens, patio, or outdoor classroom areas under the Special Projects, not-to-exceed Contract Line Item.

Standard.

1. The contractor provides additional ground work when requested.

Workload.

1. Additional work is estimated at 12 times per year.

6.4 LAUNDRY

Scope. The contractor will arrange and be responsible for the maintenance and cleaning services of linens which includes but is not limited to sheets, pillowcases, towels, washcloths, hand towels, bath mats, table cloths, napkins and special use linen. These items are currently leased by the incumbent contractor under a separate contract and the leasing company replaces, as necessary, damaged or missing items. The contractor will be responsible for the cleaning of the facilities shower curtains, blankets, mattress pads, top sheet, comforter, and other bedding, which are FEI’s property. Another contractor, Worksource Inc., is responsible for changing bed linens, restocking room and cleaning rooms.

The contractor will be responsible for the maintenance, repair and cleaning of a small laundry area at FEI that includes four (4) or more washing machines and four (4) or more dryers for FEI guests to use. The contractor will supply and maintain the laundry area with cleaning product and fabric softener for guest use. There are no commercial laundry facilities on the campus.

Tasks.

6.4.1 Equipment Supplies. The contractor will provide laundry supplies for onsite washers and dryers.

Standard.

1. Guest laundry is kept separate from commercial and business laundry.

2. Laundry soap supplies are always available in the guest laundry room.

1. Change of linen and towels will be performed in accordance with contractor’s approved plan or as may be directed by COR for occupied bedrooms. An estimated 300 fitted sheets and 300 flat sheets, and 1600 pillow cases are purchased to replace inventory approximately every two (2) years.

2. An estimated 950 bath towels, 1200 hand towels, 900 wash cloths, and 700 bath mats are purchased to replace inventory approximately every two (2) years.

3. Dining room napkins and table clothes are used for all meals served in a dining room setting.

4. Sheets and towels are to be submitted and approved by the COR for acceptable quality, no later than 30 days from the contract award date. Any changes to the sheets and towels should be submitted to the COR prior to implementation.

6.5 FOOD AND BEVERAGE SERVICE

Scope. The contractor will provide all food and beverage, wait services and kitchen service at the quality, performance and presentation level consistent with the goals of the FEI as an executive conference center. Meal periods are considered to be a continuation of the overall academic experience. As such, performance and service directly relating to meal selection, presentation, décor and nutrition are extremely important. Health and wellness are an important part of FEI’s program and as such meals served will adhere to the nutritional guidelines for low fat, low cholesterol and other nutritional norms. Service will be at the executive level and will include silver and china service, high-quality tablecloths and napkins. Service will be provided for the program participants, guests, faculty, staff, and visitors of FEI. The contractor will provide full-service dining at three meals per day, seven days a week, and bagged/boxed lunches as well as ability to take meals as carryout, upon request. A modified meal schedule during non-working weekends may be acceptable. Meals will be provided at a set time to coincide with program times. The dinner meal, the most important for the program, requires the contractor to serve up to 115 meals within a one-hour timeframe allotted for dinner. Meal locations may vary.

Beverage and snack breaks will be provided throughout the day and evening during program days. The contractor will provide supervision of contractor personnel at all times. The COR approves menus and may direct the addition or removal of selections based upon participant evaluations. Classes may elect special meals for graduation or special events. The contractor will be required to provide special diets and meals to accommodate guests’ needs. Meals totals are projections and can be negotiated by the Government at the beginning of each option year.

Tasks.

6.5.1 Hours of Service, Main Dining Room.

6.5.1.1 Continental Breakfast Bar. The contractor will provide and maintain self-serve buffet service, which consists mostly of cold offerings, muffins, bagels, etc., Monday through Friday and working weekends from 6:30AM to 8:30AM, as well as on Saturday, Sunday and nonworking weekends from 7:00AM to 8:30AM.

6.5.1.2 Breakfast. The contractor will provide full table service with several choices of prepared entrees served from the kitchen Monday through Friday and the first weekend of each multi-week Program from 7:00AM to 8:30AM, and Saturday, Sunday and nonworking weekends from 7:30AM to 8:30AM.

6.5.1.3 Lunch. The contractor will provide full table service with several choices of prepared entrees , one of which is a vegetarian dish, served from the kitchen Sunday through Saturday from 12:00 noon to 1:30PM and pre-ordered bag lunches (two choices plus salad bar) available all days.

6.5.1.4 Dinner. The contractor will provide full table service with several choices of prepared entrees served from the kitchen Sunday through Saturday from 5:30PM to 7:00PM. Mealtimes may vary for single-agency custom and multi-agency open enrollment programs and special occasions. Dinner in the main dining room is a la carte, table service with three choices, one of which is a vegetarian dish.

Standard.

1. Contractor provides full table service with several choices served from the kitchen.

2. Contractor offers pre-ordered bag lunches.

3. Contractor provides self-serve buffet service.

4. The dinner meal is served within the one and one-half (1 ½) hour time frame allowed for dinner.

Workload.

The following estimates are served each year:

1. 72,000 meals of which 3,500 are served to staff and faculty.

2. 25,000 breakfast meals.

3. 25,000 lunch meals (12,495 bag lunches)

4. 22,000 dinner meals.

6.5.2 Master Menu Format. The contractor will offer healthy foods and a selection of low calorie, low cholesterol food items at all meals. The contractor will provide a planned 28-day cycle rotating Master Menu developed in conjunction with the FEI Wellness Coordinator and approved by the COR, in accordance with the approved Transition Plan and five working days after execution of each option period. Daily menus will identify menu items that are healthy choices and information relative to nutritional guidelines (refer to sample daily menus at Attachment 7). Menus for a three-day cycle will be posted in advance outside the main dining room and in Gwin Hall with menus designated for single-agency custom and multi-agency open enrollment programs.

Standard.

1. The contractor consistently offers healthy foods and a selection of low calorie and low cholesterol food items at meals.

2. The contractor provides a planned 28-day cycle Master Menu developed in conjunction with the FEI Wellness Coordinator and approved by the COR.

3. Contractor provides weekly “theme” meals as coordinated with the program Community Committee

4. The contractor identifies menu items that are healthy choices and posts information relative to nutritional guidelines for each meal.

5. Menus for a three-day cycle are posted in advance outside the main dining room and in Gwin Hall as customized for single-agency custom and multi-agency open enrollment programs.

1. An estimated 28 different menus per breakfast, lunch and dinner are estimated on a four-week cycle and an estimated 350 different menus are estimated each year.

2. The following are estimated: (1) three main entrees Breakfast; (2) two main entrees for Lunch with a third item prepared at a working station in the dining room three days per week; and (3) three main entrees for Dinner.

6.5.3 Alternate Dining Sites.

6.5.3.1 Dinner Service. The contractor will use alternate rooms as coordinated with the Program Support Staff and approved by the COR as an overflow dining area for the main dining room. The Monticello Room in Gwin Hall will serve as dining space for many COP programs.

The contractor will use the planned 28-day cycle menu used for the main dining room for alternate dinner service, but may vary the menu due to special requests with COR approval. The contractor will serve meals outside the buildings, i.e., on the patio, at the swimming pool, or at the green area in front of the main building. Meal locations will be coordinated with the COR.

6.5.3.2 Room Service. Room service will be provided to participants who are indisposed and unable to attend regular meal sessions.

Standard.

1. Special menu requests are provided with prior COR approval.

2. Alternate meal locations are used with prior COR approval.

3. Room service is provided when needed.

Alternate sites are estimated per year:

1. Commonwealth or other alternate Room -12 times/dinner; 30 times/continental breakfast.

2. Monticello Room - 365 days/dinner.

3. Outside - 30 times/evening meals from March through October.

4. Room service – estimated at 18 per year.

6.5.4 Beverage and Snack Breaks. Beverage and snacks will be displayed using sanitary aesthetically appealing containers and will be maintained throughout the day to allow participants arriving any time, the same appealing presentation and selection. Snacks and beverages will be coordinated with the FEI Wellness Coordinator and approved by the COR prior to being served. Beverage and snack service will include fresh ground regular and decaffeinated coffee, hot water, assorted gourmet teas, hot chocolate, low calorie sugar, regular sugar, sliced lemons and limes, cream, low fat milk, regular milk for drinks, soy or almond milk, fresh fruit, baked goods appropriate to the time of day, a variety of dry snack foods appropriate to the time of day, hot or chilled snacks appropriate to the time of day, assorted fruit juice selection, and a water bar, cups, plasticware, and paper napkins, or as otherwise indicated below. The contractor will provide soft drinks, pastries, cookies, or other baked goods at the COR’s request.

6.5.5 Water Bar. The contract will maintain multiple water bars located in the student break areas. The water bar consists of sparkling, chilled, and ambient water. . The contractor will provide carbon dioxide gas for the carbonated sparkling water. The contract will provide cups, sliced lemons and sliced limes for the water bar. The contractor will clean and maintain the facet and all equipment to allow the water bar to function and remain sanitary.

6.5.6 Regularly Scheduled Classes. The contractor will provide hot/cold beverage and snack service during the morning and afternoon at designated areas when regularly scheduled classes are in session.

6.5.7 Hours.

6.5.7.1 Guest break areas Guest break areas (Student Lounge, Gwin Hall Lobby and other areas designated by the COR) will be set up by 6:45AM through 9:00PM when programs are in session.

Standard.

1. Break presentations are maintained on a regular basis.

2. Break presentations are provided during hours identified.

1. Beverage and Snack service is estimated at 230 days per year for 150 FEI guests and staff per day, and an estimated 45 guests and staff the remaining 50 days.

6.5.7.2 Evening and After Hours Break Service. The contractor will provide each evening in the Student Lounge during scheduled programs hot and cold beverage and snack service consisting of caffeinated and decaffeinated coffee, tea and assorted juices/beverages, healthful snacks, fresh fruits and other items as appropriate. Service will be available from 7:00PM through 9:00PM when class is in session.

The contractor will provide Limited service consisting of individualized self-brew beverages is provided after…