Attach 2 Janitorial Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

COMANCHE NATIONAL GRASSLAND OFFICE

Part A General Information and Instruction

A.1. Description of Work The contractor shall provide janitorial services to include management, supervision, personnel, transportation, labor, equipment, and supplies (except as otherwise specified). Comanche National Grassland Office located at 27204 US-287, Springfield, CO 81073. The building has approximately 5,610 sq ft. of area to be cleaned, approximately 93% is carpeted.

Such services include, but are not strictly limited to the following types of effort.

1. Cleaning of carpeted hallways, offices, and common areas.

2. Cleaning, buffing, stripping, and applying floor finish to non-carpeted floors.

3. Cleaning/sanitizing of restrooms, to include sinks, toilets, mirrors, fixtures, exposed pipe, floors, walls, counters, and cabinets.

4. Cleaning of kitchen area to include sink, countertops, and cabinets.

5. Cleanup of non-hazardous spills and litter (natural or man-made).

6. Storage and stocking of standard commercial restroom supplies, cleaning supplies, and janitorial equipment.

7. Clean glass doors and windows.

8. Collect and remove all refuse, trash and garbage.

9. Dusting of horizontal surfaces, chairs, tables, bookcases, modular furniture, cabinets, blinds, and windowsills.

A.2 Performance Requirements The contractor’s employees and representatives shall maintain professional conduct/appearance, and follow safety requirements.

A2.1 Work Schedule:

• One weekday cleaning; between 8:00am Monday and 4:30pm Friday.

A2.2 No work is required on federally observed holidays. Smoking is prohibited in the building. Children or other adults not employed by the contractor are not permitted in office while cleaning.

In the event services are not provided or required because the facility is closed due to inclement weather, unanticipated holidays declared by the President, failure of the Congress to appropriate funds, etc., the CO shall either:

a) Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown, or

b) Forego the work and reduce payment due to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the “per month” fixed price divided by 22 days per month and then multiplied by the number of days services were not provided. Appropriate adjustments will be made by the CO in the event services are provided for portions of days, or

c) Reschedule the work on day(s) satisfactory to both parties. Except as noted in the schedule of work, work shall not be required on the following holidays:

New Year’s Day Martin Luther King, Jr. Birthday Presidents’ Day Memorial Day Juneteenth Day Independence Day Labor Day

Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

2. Supervisory Personnel. The Contractor shall designate an on-site supervisor who shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for performance of work. An equally qualified alternate supervisor shall be provided to act on behalf of the supervisor during his/her absence.

The supervisor and alternate shall be designated as key personnel and be able to read, write, speak, and understand English, and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the supervisor and alternate to the CO within ten calendar days after award of the contract. The Contractor shall immediately notify the Contracting Officer’s Representative (COR) and CO in writing when a decision to terminate an employee has been made. The Contracting Officer may, in writing, require the Contractor to remove from the worksite any employee who the Contracting Officer deems incompetent, careless or otherwise objectionable, or for theft, possession and/or removal of materials, supplies, equipment or Government owned property. No one under 18 years of age will be allowed on the premises during the performance of duties. The Forest Service Office is a non-smoking building. The Contractor shall ensure his/her employees do not smoke inside the building.

Performance Standard: The supervisor or alternate shall be on-site when any contractor employee is on site and must be accessible anytime during the working hours.

Performance Measurement: The Government will document, in writing, those instances where the supervisor or alternate have not responded to calls or are not available to meet.

A2.3 The contractor shall designate to the Contracting Officer’s Representative (COR) a full-time point of contact who shall be available by telephone or in person from 7:30 am to 4:30 pm, M-F, excluding holidays. This individual shall be responsible for the overall management and coordination of work required under this contract and act as a central point of contact with the Government.

A3 Other Performance Requirements: Perform only such work or expend effort as required by the contract, or as directed in writing by the Contracting Officer (CO) or by the direction of the COR of specifically delegated task or work (such as emergency cleaning or re-accomplishment of unacceptable work). Abide by the facility security requirements regarding entry and exit of the facility, dangerous or hazardous materials, and protection of government property, and follow the instruction of security, fire, and other emergency officials performing duties within the facility.

Supervision and Qualifications: A background check may be required on Contractor and any employee(s) prior to award. Upon request, a social security number shall be provided to the Contracting Officer. The Contractor must provide security sufficient to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter.

Quality Control Program: The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are met. It shall be submitted to the CO as part of the quote package prior to award of the contract. Any amendments shall be submitted to the CO for approval at least ten days prior to their proposed implementation. The quality control program shall, at a minimum, include:

a) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

b) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c) A method for ensuring all keys and security access codes issued to the Contractor by the Government are not lost, misplaced, and are not used by unauthorized persons.

d) A file of all inspections conducted by the Contractor and the corrective actions taken. This documentation shall be made available to the Contracting Officer Representative for review upon request.

Operating Plan: As part of the quote package prior to award of the contract, and annually thereafter, the Contractor shall submit to the CO an Operating Plan with a schedule of all services to be performed. The Schedule shall indicate the time of day, the type of work to be performed and its frequency of performance (daily, weekly, monthly, quarterly, semi-annually, annually), the areas to be worked, and the estimated time to complete the work in each area. The Operating Plan shall also include a list of all cleaning supplies to be used, subject to the COR approval. The list shall identify which products are USDA-designated biobased products. (See FAR 52.223-2 of this contract.) The Contractor shall notify the COR in writing at least 14 calendar days prior to the intended use of any chemicals which include a Material Safety Data Sheet (MSDS), all of which are subject to the approval by the COR.

The COR will make periodic quality checks to see if above specifications are met.

Part B Technical Requirements Clean all areas as described below in order to maintain a clean and safe working area such that there are no accumulations of dust, dirt, smudges, or other foreign object/ material over ½ inch in size, no more than two visible marks or streaks in excess of ½ inch in size within any glass area, visible rust/encrustation in toilets, and trash receptacles ¼ or more of trash remaining.

The contractor may be required to re-perform the cleaning of any area therein if inspection results in an unacceptable performance.

WEEKLY CLEANING REQUIRMENTS:

B.1 Bathrooms

• Clean/sanitize toilets and urinals (no visible rust or encrustation shall remain)

• Clean sinks

• Clean mirrors shelving, dispensers and chrome fixtures

• Spot clean all other surfaces and dust horizontal surfaces

• Service towel, soap, and toilet paper dispensers

• Clean stall wall partitions

• Empty waste receptacles, remove any visible paper and trash

B.2 Kitchen

• Clean sink and fixtures, counter tops, cabinets, and appliances

• Spot clean all other surfaces and dust horizontal surfaces

• Empty waste receptacles, remove any visible paper and trash

B.3 Drinking fountains

• Clean and sanitize

B.4 Office Area

• Dust horizontal surfaces of chairs, tables, bookcases, modular furniture, cabinets, windowsills, and other furniture.

B.5 Floors

• Sweep and mop Kitchen, restroom, storage closet and hallway floors

• Vacuum all carpeted floors

B.6 Front entrance

• Clean entrance glass in/out

• Clean/polish kick plates and push bars

• Sweep outside entrance area

B.7 Removal of trash

• Empty all waste receptacles when 1/2 or more full and replace trash bag

• Remove any visible paper, trash, or spilling

• Bundle and tie securely trash bags and dispose in dumpster located in staff parking lot

MONTHLY CLEANING REQUIRMENTS:

B.2.1 Monthly

• Dust wall surfaces within 70 inches of the floor, vertical surfaces and under surfaces (knee wells, chair rungs, table legs etc.)

• Spot clean any wall surfaces or carpeted areas.

SEMI-ANNUAL CLEANING REQUIRMENTS:

B.3.1 Semi-annual ( To Be Done In April and September )

• Clean windows inside and out, window sills, dust blinds, and clean hot/cold air vents

• Kitchen and restroom floors strip and apply two coats of floor finish

• Clean doors and door frames

ANNUAL CLEANING REQUIRMENTS:

B.4.1 Annual (To Be Done In April )

• Shampoo carpeted floors (Notify the COR two week prior to carpet cleaning to ensure office staff can move item appropriately. Cleaning company will not be expected to move furniture.)

Part C Equipment/Supplies C.1 Supplies furnished by the Government

1. Toilet paper

2. Paper towels

3. Hand soap/dispenser soap

4. Trashcan liners

5. Trash bags

C.2 Equipment/supplies furnished by Contractor C2.1 All equipment, cleaning supplies, and tools necessary to perform the work shall be furnished by the contractor. It is highly recommended to use Green products. There is limited space available for storage of equipment/supplies.

C2.2 IAW FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts, In the performance of this contract, the contractor shall make maximum use of biobased products that are USDA designated unless the product cannot: be acquired within a time frame providing for compliance for compliance with the contract performance schedule; meet the contract performance requirements; or at a reasonable price. The contractor shall report the product types and dollar value of any USDA-designated biobased products purchased. Information about this requirement and products is available at: http://www.biopreferred.gov.

C2.3 Provide a list of biobased products to be used under this contract with proposal.

Part D Other Performance Requirements and Information D.1 Security D1.1 The Contractor shall prohibit all employees from disturbing papers etc on desks, opening desk drawers or cabinets, using government telephones (unless emergency), or office equipment.

http://www.biopreferred.gov/

D1.2 If no staff are present, assure all exterior doors are shut tight, locked.

D1.3 Assure all lights are turned off (except those to remain on).

D1.4 Contractor shall be responsible for any loss or damage of government property as a result of neglect of the contractor.

D. 2 Contractor Personnel

1.4 The Contractor shall not allow any employee to perform work under the influence of alcohol, drugs, or any other incapacitating agents.

1.5 The Contracting Officer may require the Contractor to remove from the work place any employee deemed incompetent, careless, or otherwise objectionable of for the theft, possession, and/or removal of materials, supplies, equipment of any Government-owned property.

D.3 Access to Facility

1.6 Homeland Security Presidential Directive 12 (HSPD-12) requires a common identification standard for contractor employees. All contractors requiring routine access to Federally controlled facilities or information systems must go through the identity proofing and registration process, and must have been successfully identity proofed, and have a successfully adjudicated NACI or OPM/NS (background investigation, BI) to serve on the contract. A Forest Service- Human Resource Management (FS-HRM) point of contact will contact contractor employees to provide further instruction and request documentation to obtain a background investigation to include fingerprints.

1.7 Contractor ID credentials will be issued after they have been successfully identity proofed and upon a successfully adjudicated NACI or OPM/NS BI. Contractors must, by contract law, renew their credentials after 5 years if they have not reached the end of their period of performance.

1.8 Cost of BI will be provided by the Government.

1.9 Cost of fingerprints will be the responsibility of the contractor for each employee.

1.10 Contractor shall promptly within five days of award of the contract provide the CO with a complete list to include name, address, social security number, date of birth, email address, and phone number of each employee engaged in the performance of this contract. The Government may require additional data to establish the identity of each employee having access to the Government facilities at this location. In the event of change in employees, the Contractor shall inform the CO promptly of the change normally within three days after the new employee is hired or any employee is dismissed.

1.11 The Government retains the right to remove any Contractor’s employee who does not receive an acceptable background investigation.

Performance Standard

Minimum Acceptable Level (MAL)

Disincentive

Method of Surveillance

Incentive

Floors/carpets Clean and free of dirt and debris

No more than 2 visible marks or accumulations of dust, dirt, or other foreign object/ material over ½ in.

in size.

Re work within 2 hours of notification.

1% deduction of monthly invoice if below 90% or below of MAL

Random Sampling and Customer Comments

Full Payment of invoice

Windows/Glass Cleaned and free of dirt, streaks and smudges

No more than 2 visible marks in excess of ½ in. in size

Re work within 2 hours of notification.

1% deduction of monthly

Furniture/wall surfaces Cleaned and free of visible dust, dirt, and debris

No more than 2 visible marks or accumulations of dust, dirt, smudges or other foreign object/material over ½ in.

size.

Re work within 2 hours of notification.

1% deduction of monthly

Bathrooms/Kitchen Clean/Sanitized

No visible rust/encrustation in toilets, No more than 2 marks or accumulations of dust, dirt, smudges or other foreign object/material over ½ in. size.

Re work within 2 hours of notification.

1% deduction of monthly invoice if below 95% or

Removal of trash Emptied and cleaned

No more than 2 trash receptacles with ¼ of trash remaining

Re work within next day of notification.

1% deduction of monthly invoice if below 90% or below of MAL

Front Entrance (outside area)

No visible trash, and kick plates/push bars with no more than 2 visible marks in excess of ½ in. in size

Re work within 2 hours of notification.

1% deduction of monthly

Monthly cleaning of wall surfaces within 70 in.

of the floor

No more than 2 visible marks or accumulations of dust, dirt, smudges or other foreign object/material over ½ in.

size.

Re work within next day of notification.

1% deduction of monthly invoice if below 90% of

MAL

Semi-annual stripping/applying floor finish to kitchen and restroom floors

No more that 2 visible marks or accumulations of dust, dirt, smudges or other foreign object/material over ½ in.

size.

Re work within next day of notification.

1% deduction of monthly

Semi-annual cleaning of outside windows and blinds, No more than 2 visible marks or accumulations of dust, dirt, smudges or other foreign object/material over ½ in.

size.

Re work within next day of notification 1% deduction of monthly

Time Area Performance

Weekly

Floors Windows/glass Furniture/wall surfaces Bathrooms/Kitchen Drinking Fountains Waste Receptacles Outside Entrance Area

Clean floors, vacuum carpet, buff floors, spot clean, clean glass, clean/dust wall surfaces, dust chairs, tables etc., clean/sanitize toilets/urinals, sinks, countertops, cabinets, mirrors, wall partitions, drinking fountains, service dispensers, removal of trash, and replace light bulbs.

Sweep outside entrance area, clean/polish kick plates/push bars, empty ash tray bin.

Monthly Wall surfaces within 70 inches of the floor, vertical surfaces and under surfaces

Dust

Semi Annually

Kitchen and restroom floors Windows outside Blinds

Strip and apply coat of floor finish Clean windows on front side of office Dust blinds

Annually Carpeted Floors Shampoo – ensure COR is notified 2 weeks prior to this being done.