Attachment 001 Performance Work Statement and QASP.pdf

US Department of Agriculture (USDA)

Performance Work Statement and QASP

FLOOR MAINTENANCE SERVICE

USDA LUBBOCK TEXAS

General Information

1. Background and Scope

1.1. Background: The mission of the Cropping Systems Research Laboratory is to develop fundamental, long-range research programs in Plant Stress and Germplasm Development, Wind Erosion and Water Conservation, Cotton Production and Processing, and Livestock Issues. The overall mission is subdivided among four multidisciplinary research units. All major crops and soil types, and significant animal production exist within a 50-mile radius of the Laboratory. This diversity of cropping systems, soil types, and livestock industries allow Laboratory scientists the opportunity to relay their fundamental information directly to their applied counterparts in State Agricultural Experiment Stations, private industry, commodity organizations, and other user groups.

1.2. Scope: The Prime Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to perform floor maintenance services for the USDA-ARS-CSRL as defined in this Performance Work Statement (PWS). This is a performance-based contract, the labor mix of employees to perform this contract remains the discretion of the Contractor for all services. All performance times referred to in this PWS are calendar days, unless otherwise specified.

2. General:

2.1. The floor service shall be performed at 3810 4th Street Lubbock Texas 70415, buildings 22 and 24.

2.2. The approximate square footage for this requirement is 17,500 square feet.

2.3. The contractor enters the location through the main entrance at the front of the building for sign in.

2.4. The COR will provide the contractor with access inside the gated perimeter to bring equipment into the building through the receiving area.

2.5. The facilities team will remove tables, chairs, trashcans, and floormats from specified areas prior to each service.

2.6. Hours of operation are Monday through Friday from 8am to 5pm. Business Days – Standard business days with holiday exceptions as noted:

Listed below are official Government holidays:

New Year’s Day January 1*

Martin L. King Birthday Third Monday in January

President's Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth As Indicated

Independence Day July 4*

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11*

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25*

*In accordance with Federal regulations, if these holidays fall on a Saturday, the holiday will be observed on Friday, if Sunday, holiday will be observed on Monday.

2.7. Invoicing and Payment

2.7.1. The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP). All invoices shall be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury. More information is available at https://www.ipp.gov.

The Department of Treasury is the point of contact for all IPP Collector account inquiries.

2.7.2. Payment is in arrears pursuant to the clause at FAR 52.212-4. Note FAR 52.212-4 (i)(1) Items accepted.

Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

2.7.3. Payment will not be made for service in advance of delivery.

2.7.4. Invoicing for the period shall occur only after the first service visit for the CLIN period is completed.

2.8. Insurance Under Fixed-Price Contracts

2.8.1. Workers Compensation and Employer's Liability. The Contractor is required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they must be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 must be required, except in States with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers.

2.8.2. 2. General Liability. The Contractor must have bodily injury liability insurance coverage written on a comprehensive form of policy of at least $500,000 per occurrence.

2.8.3. 3. Automobile Liability. The Contractor must have automobile liability insurance written on a comprehensive form of policy. The policy must provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States must provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage or loss.

2.8.4. 4. Aircraft Public and Passenger Liability. When aircraft are used in connection with performing the contract, the Contractor must have aircraft public and passenger liability insurance. Coverage must be at least $200,000 per person and $500,000 per occurrence for bodily injury, other than passenger injury. Coverage for passenger injury must be at least $200,000 multiplied by the number of seats or passengers, whichever is greater.

Contractor Requirements

3. Technical Requirements / Tasks:

3.1. Monthly/Annual service general requirements:

3.1.1. All service shall be performed after 4:00 p.m. Central on the first Thursday or Friday of every calendar month except if those days fall on a Federal Holiday. If services dates fall on a Federal Holiday, service shall be completed the following week after the holiday has passed.

3.1.2. The contractor shall contact the COR in writing at least five business days prior to service to confirm service date and time.

3.2. Monthly Floor Cleaning Service Areas include:

3.2.1. All Corridors-Hallways floors highlighted in Appendix A in yellow.

3.2.2. 8 Public Restrooms highlighted in Appendix A in yellow.

3.2.3. 1 Break Room highlighted in Appendix A in yellow.

3.2.4. 2 Shower Rooms highlighted in Appendix A in yellow.

3.2.5. 1 Greenhouse Laboratory highlighted in Appendix A in yellow.

3.2.6. 2 Glass Wash-Sterilization Rooms (Room #140 and 240) highlighted in Appendix A in yellow.

3.2.7. 2 Walk-in Cold Rooms (Room #130 and 230) highlighted in Appendix A in yellow.

3.3. Monthly service shall include:

3.3.1. Dust mopping of all areas must be accomplished first prior to buffing to avoid tripping of the buildings fire alarm system.

3.3.2. A clean buffing pad shall be utilized for each monthly service.

3.3.3. To avoid setting off the buildings fire alarm system all equipment and buffing pads must be cleaned outside of the facility.

3.3.4. Use of brooms, dustpans, and a dust mop shall be used to remove all dirt from areas specified in Section.

3.3.5. Use of an Auto scrub machine is required to rinse and clean floors thoroughly. The Contractor shall avoid hitting edges of wall areas and doorways. (pay special attention to corners and edges).

3.3.6. Remove all black heel marks, etc. prior to application of restorer or wax.

3.3.7. Restore shine by using a mop on restorer or wax to maintain a high luster.

3.3.8. High speed burnish and buffing of all specified areas.

3.3.9. Buffing: Floor surfaces shall be free of dust and dirt before buffing operations. Buffing shall bring the surface to a uniform luster with a uniform appearance over the entire area.

3.3.10. Floor surfaces shall be clean and free of any soil and removable stains and have a uniform appearance with no streaks, swirl marks, detergent or dirt residue. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop streaks remaining in the area.

3.3.11. After buffing is complete for specified areas contractor must follow up with dust mopping a second time.

3.3.12. The contractor is responsible for providing necessary equipment and hand tools to complete the service. This includes an Auto Scrubbing Machine, Buffing Machine, Dust Mops, Brooms, Dust Pans, and a Mop & Bucket.

3.4. Annual Strip and Waxing of floors shall include:

3.4.1. All Corridors and hallway floors highlighted in yellow on Appendix A shall be stripped and waxed once annually.

3.4.2. Annual is defined as one time within the base period of performance and one time within any option period.

3.4.3. The annual service shall be performed in conjunction with monthly service and identified as occuring when requesting section 3.1.2 scheduling confirmation.

4. Contractor’s Key Personnel

4.1. On Site Employees:

4.1.1. On Site Employees must be skilled at operating floor scrubbers and buffing machines.

4.1.2. On Site Employees must understand the proper use of chemicals such as floor strippers, wax and sealers to prevent damage by improper use of products.

4.1.3. Within 10 calendar days of contract award the Prime Contractor shall furnish the COR an emailed list of employees who will work on-site performing services.

4.1.4. The contractor shall provide written notice to the COR and the Contracting Officer of any change to the list of employees within 15 days of the next scheduled service.

4.2. The Prime Contractor Representative:

4.2.1. The Prime Contractor shall designate a Prime Contractor Representative responsible for supervision and accountability of On-Site Employees.

4.2.2. The Prime Contractor Representative is not required to be on site but is required to be available via phone or email when service is being provided. The Prime Contractor Representative can be one of the On-Site Employees.

4.2.3. The Prime Contractor Representative shall be responsible for scheduling service with the COR.

4.2.4. Within 10 calendar days of contract award the Prime Contractor shall furnish the COR and Contracting Officer the name, email, and phone contact information for the Prime Contractor Representative.

4.2.5. The contractor is required to give written notice to the COR and the Contracting Officer of any change to the Prime Contractor Representative within 15 days of the next scheduled service.

5. Security Requirements

5.1. Only authorized USDA, Agricultural Research Service employees, the Contractor and Contractor’s named employees shall be allowed at the worksite during performance of this contract.

5.2. All contractor personnel shall always be in the presence of USDA staff escort during service delivery.

5.3. The Contractor shall close any open doors, turn off lights (except those left on for security) and lock designated interior and all exterior doors.

5.4. The contractor shall coordinate with the COR to get permission from the Contracting Officer prior to any deviations in work schedule such as after hours, weekends and holidays in accordance with service proposal.

5.5. Contractor personnel shall not smoke or use vaporizing tobacco products in the building, as this is a non-smoking/non-vaporizing building.

5.6. Contractor personnel shall comply with the installation traffic laws and other regulations and instructions pertaining to conduct of persons on Government facilities.

5.7. Contractor personnel shall in no event, enter any area to which access is restricted, unless such area has been specifically identified as an area in which services are to be rendered.

5.8. Violation of security and conduct directives stated in this section may result in removal from federal property.

5.9. The service provider shall immediately report, to an appropriate federal authority, any information, or circumstances of which they are aware that may pose a threat to the security of USDA or service provider personnel, federal resources, and classified, sensitive, or unclassified information. The service provider shall ensure employees are briefed of security requirements and procedures upon initial assignment and as required thereafter.

5.10. The service provider shall safeguard all Government-furnished property, in their possession or provided for use in daily performance, from theft, loss, or damage.

5.11. The Contractor will be required to sign in at the time of service and sign out when the service is completed.

6. Biobased Products

6.1. The Contractor shall comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C. 8102; the Food, Conservation and Energy Act of 2008 (FECA), 7 U.S.C. 8102; the Federal Acquisition Regulation;

Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance” dated October 5, 2009; Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007 and the Presidential Memorandum, “Driving Innovation and Creating Jobs in Rual America through Biobased and Sustainable Product Procurement” dated February, 2012 to provide biobased products.

6.2. The Contractor shall utilize products and material made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative.

6.3. For the biobased content products evaluation, all non-chemical products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased Products List (DBPL) whenever practicable. Contractors should provide data for their biobased solvents and cleaners to document biobased content, and sources of biobased material (i.e. particular crop or livestock). Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

6.4. Within 15 calendar days of contract award, the Contractor shall submit a list giving the name of the manufacturer, the brand name, and Material Safety Data Sheets with the intended use of each of the materials the Contractor proposes to use in the performance of the work. Contractor shall not use any materials which the COR determines to be unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor's expense.

6.5. The following is an example list of products that may be used in this contract for which biobased products are available. The list is not all-inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting health and environmental specifications.

All-purpose cleaner Degreaser/cleaner

Heavy duty cleaner Deodorizer

Carpet shampoo Floor finish

Gum remover Floor finish restorer

Disinfectant sanitizer Floor sealer

Extraction fluid Furniture polish

Floor stripper Glass cleaner

Neutral cleaner (liquid) Grout sealer

Stain remover Stainless steel polish

Air freshener including dispenser Toilet bowl cleaner

Bathroom cleaner White board cleaner

Brass polish/cleaner Wood floor cleaner

Chrome polish/cleaner Laundry detergent

Liquid hand soap including dispenser Cream cleaner

Lime and scale remover (tub and tile cleaner) Solvent

6.6. Biobased products that are designated for preferred procurement under USDA’s Bio Preferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov.

The Contractor should provide data for their biobased products such as biobased content. In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio Preferred Program, the Contractor is encouraged to use other biobased products. The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification. The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts.

6.7. The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification. The Contractor shall comply with the clause FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

7. Submittal Schedule

7.1. Period of Performance allows for 15 days from the date of award to complete the below submittals.

7.2. Upon COR and CO approval of all submittals, Notice to Proceed will be issued by the Contracting Officer.

7.3. Performance shall start the next monthly cycle immediately after Notice to Proceed. See section 3.1.1.

7.4. If there is a unreasonable delay in Notice to Proceed that extends past an upcoming section 3.1.1 monthly cycle, that service amount will be unilaterally de-obligated via contract amendment.

7.5. Submittal requirements:

Submittal Reference Delivery

Format

Due by

Proof of Insurance Clause at FAR 52.228-5, Insurance

- Work on a Government

Installation and section entitled Insurance Under Fixed-Price

Contracts.

Emailed PDF to COR, Contracting

Officer copied

Within 5 calendar days of award.

Key Personnel – Prime Contractor

Representative

PWS and QASP section 4.2.4 Emailed to COR Within 10 calendar days of award

Key Personnel – list of employees who will work on-site performing services.

PWS and QASP section 4.1.3 Emailed to COR Within 10 calendar days of award

Biobased Products PWS and QASP section 6.4 Emailed to COR Within 15 calendar days of award

8. Performance Requirement Measures

8.1. The Government shall establish a Quality Assurance Surveillance Plan (QASP) as a means of evaluating whether the Contractor is meeting the performance standards/quality levels identified in the PWS to ensure that the government pays only for the level of services received.

8.1.1. Surveillance Plan

8.1.1.1. Surveillance Plan for Technical Requirements / Tasks as identified in Section 3

8.1.1.1.1. The COR will complete 100 percent inspection each month within one business day after the service is completed. The COR will walk through all areas where the service is performed as outlined in Section 3

8.1.1.1.2. If no deficiencies are noted the monthly performance level for Section 3 requirements is 100%

8.1.1.1.3. Otherwise, any deficiencies will be documented in writing using the format in Appendix B. A camera or video may be used to visually document any deficiencies.

8.1.1.1.4. In the event there are performance deficiencies, the COR will notify the Prime Contractor Representative by noon central time the next business day following the service inspection in writing including the Appendix B report and any other documentation.

8.1.1.1.5. Upon notification, the Prime Contractor Representative shall be allowed three business days to correct the deficiency.

8.1.1.1.6. If the deficiency is not corrected within three business days or the correction is not accepted by the COR, the COR will document the overall service visit as a percentage performance level less than 100%.

8.1.1.1.7. If a three-month performance level rolling percentage level drops below 85%, the Contracting Officer will be notified to pursue corrective action.

8.1.1.2. Surveillance Plan for Sections 4, 5, 6, and 7:

8.1.1.2.1. Section 4 –Any performance level under 100% will be reported to the Contracting Officer for immediate corrective action.

8.1.1.2.2. Section 5 - Any performance level under 100% will be reported to the Contracting Officer for immediate corrective action.

8.1.1.2.3. Section 6 – Any performance level under 100% will be addressed by the COR. If no corrective action results, the COR will escalate to the Contracting Officer.

8.1.1.2.4. Section 7 – If Notice to Proceed is not issued within 30 days of contract award due to less than 100% submittal performance, the Contracting Officer will pursue corrective action.

8.2. Any QASP related performance standard / quality level corrective action shall be adjudicated by the Contracting Officer pursuant to the contract clause at FAR 52.212-4 and any other related contract terms and conditions.

APPENDIX A AND B ARE LOCATED BELOW

Appendix A Site Maps:

Bldg. 24

Appendix B: Discrepancy Report

DISCREPANCY REPORT 1. DISCREPENCY REPORT NO.

2. TO: (Contractor / Project Manager Name) 3. FROM: (Name of COR)

CONTRACT NUMBER: D ATE:

PREPARED ORAL NOTIFICATION RETURNED BY CONTRACTOR ACTION COMPLETE

4. DISCREPENCY OR PROBLEM (Describe in Detail. Include PWS references. Attach Continuation Sheet if Necessary)

5. SIGNATURE OF COR

6. TO: (Name of COR) 7. FROM: (Contractor / Project Manager)

8. CONTRACTOR RESPONSE AS TO CAUSE, EFFECT, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE (Attach Continuation Sheet if necessary. Cite applicable Contractor QC program procedures or new QC procedures)

9. SIGNATURE OF CONTRACTOR REPRESENTIVE 10. DATE

11. GOVERNMENT EVALUATION (Acceptance, partial acceptance, or rejection. Attach Coordination Sheet if necessary)

12. GOVERNMENT ACTIONS (Cure notice, show cause, other)

CLOSE OUT

KTR NOTIFIED

NAME AND TITLE SIGNATURE DATE

COR