Attachment 02 - 20R0004 FWA Custodial PWS Part II Contract Administration.pdf

PERFORMANCE WORK STATEMENT (PWS) PART II – CONTRACT ADMINISTRATION

FOR W912D0-20-R-0004

1.0 Initial Facility Cleanings – Periodic/Deep Cleaning

All facilities shall receive a periodic (deep cleaning) within the first 90 days of award and annually, thereafter to include option years. The initial periodic cleaning will establish a baseline for acceptable performance of custodial services on each facility in accordance with IAW all applicable laws, regulations, Army standards, instructions, and commercial practices. Performance of custodial services shall be IAW all applicable laws, regulations, Army standards, instructions, and commercial practices throughout the base and three (3) option years.

2.0 Hours of Operation [Supplemental Information provided in addition to Hours of Operation in Attachment 01 FWA Custodial PWS para 2.15 Child, Youth and School Services (CYS)]

Hours of Operation. The Contractor is responsible for conducting business Monday thru Sunday, except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. Contractor shall provide services during or after the facility’s hours of operation as identified in TE A1-A3. The Government does not anticipate performance to require any overtime, notwithstanding the service hours indicated in TE A1-A3. Contractor shall coordinate cleaning schedule with the Contracting Officer Representative (COR) and the building Point of Contact (POC). The cleaning schedule shall be provided to the COR NLT the last Monday of each month for the upcoming month, for example June’s cleaning will be provided on the last Monday of May.

2.1 Capabilities Level, Periodic and Special Cleans Cleaning Hours.

a. Basic Services Cleaning Hours. Services shall be performed Monday thru Friday in accordance with TE A3 service hours excluding federal holidays. Education centers services shall not be performed while classes are in session. Classes may be held in the day and evening.

b. Standard Services Cleaning Hours. Services shall be performed Monday thru Sunday in accordance with TE A2 service hours.

c. Enhanced Services Cleaning Hours. Services shall be performed Monday thru Friday in accordance with TE A1 service hours excluding federal holidays.

d. Special and Periodic Cleans Hours. Services shall be performed Monday thru Sunday. Contractor shall coordinate cleaning schedule and times with the COR.

2.2 Work Schedule. The contractor shall submit initial monthly cleaning schedule to the Contracting Officer and COR for approval within ten (10) calendar days after the day of contract award. Schedule shall outline tasks to be performed by specific building and identify the timeline for tasks to be accomplished. Cleaning schedule shall be provided to the Contracting Officer (KO) and COR NLT the last Monday of each month for the

1 | P a g e upcoming month, for example June’s cleaning will be provided on the last Monday of May. Monthly schedules shall be revised in observation of Federal holidays. Services shall be provided on the day after or before the federal holiday providing the frequency schedule allows.

2.3 Federal Observed Holidays. The Contractor’s performance shall not be required on the Federal public holidays listed below. Holidays occurring on weekends will be observed as directed by the Federal calendar (5 U.S.C. 6103).

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

3.0 Contract Administration and Management

3.1 Post Award Conference/Mid-Term Review. The Contractor shall attend a post award conference convened by Regional Contracting Office, Alaska (RCO-AK) in accordance with FAR Subpart 42.5. The KO and COR shall meet monthly with the Contractor to review the Contractor’s performance. At these meetings, the KO will apprise the Contractor of how the Government views the Contractor performance and the Contractor will apprise the Government of problems, if any, being experienced.

Monthly meetings tenured for the first twelve (12) months of performance. Thereafter, mid-term reviews approximately six (6) months into each option year of performance to discuss Contractor’s performance. During the mid-term review, the KO will apprise the Contractor of how the Government views the Contractor’s performance. The Contractor will be given time to address problems, if any, and provide corrective action plans. The Contractor will respond to action items taken from the meeting within the mutually agreed upon timeline. Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and coordination between the Government and the Contractor.

3.2 Contract Management. The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at USAG-AK and the contractor's corporate offices. The Contractor shall manage and be responsible for any employees, as well as any subcontractors. The Government does not have privity to subcontractors and shall not be responsible for subcontractor management.

3.3 Contract Administration. The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion, no more

2 | P a g e than one (1) hour during work hours. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement

3.4 Government Key Personnel. The following provides the roles and their respective authority during the performance of the contract:

3.4.1 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be effected by the KO.

Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract i.e. (Special Cleanings), executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.

3.4.2 Contracting Officer’s Representative (COR). The KO shall appoint a Contracting Officer Representative (COR) and an Alternate Contracting Officer Representative (ACOR) and/or additional Government personnel assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions, at the start of this contract. The COR/ACOR shall be trained and appointed IAW DoDI 5000.72 the DoD Standard for COR Certification and DFARS 201.602-2, assigned to monitor all technical aspects of the contract and assist in contract administration. A letter of designation will be issued to the COR/ACOR by the KO. The letter of designation states the responsibilities and limitations of the COR/ACOR. A copy of the letter will be sent to the Contractor. The COR/ACOR is not authorized to change requirements of the contract and any of the terms and conditions with regard to cost, quantity, or schedule.

The ACOR will serve on behalf of the COR only if the COR is not available.

3.4.3 COR/ACOR Functions. The COR/ACOR monitors all technical aspects of the contract and assists in contract administrations. The COR/ACOR are authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements(without increasing or decreasing contract scope), including Government drawings, designs, and specifications; monitor Contractor’s performance and notify both the KO and Contractor of deficiencies; provide site entry of Contractor personnel.

3.4.4 Quality Assurance (QA). The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). The QASP shall define how the performance standards will be applied, 3 | P a g e the frequency of surveillance, and the minimum acceptable quality level(s) (AQL). The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition at any time. The KO or the COR shall have the right to require the Contractor to re-perform deficiencies at no additional cost to the Government. Re-performance shall be required for services not in compliance with the PWS. Upon notification by the COR, Contractor must re-perform missed or unacceptable services within two (2) hours during normal business hours.

3.5 Contractor Key Personnel. The following personnel are considered key personnel by the Government:

3.5.1 Contract Manager. The Contractor shall provide an onsite, full time Contract Manager with a minimum of three (3) year’s Team Management skills within the last seven (7) years whose sole responsibility is the performance of the work required in this PWS. The Contractor shall provide local telephone numbers of Contract Manager and alternate for normal and other than normal duty hours to respond. The Contract Manager or alternate shall have full authority to act on behalf of the Contractor regarding all contract matters relating to daily operation of this contract. The name of this person and an alternate who shall act for the Contractor when the manager is absent, shall be designated in writing to the KO and COR. The Contract Manager or alternate shall be available in person between normal duty hours (07:30 am to 4:30 pm) Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. The Contract Manager and designated alternate manager shall read, write, speak and understand English well enough to effectively communicate with all personnel and facility POC’s at the native capability. The Contract Manager or alternate shall be available to respond to emergency service requests twenty four (24) hours a day, to include weekends and federal Holidays.

3.5.2 Quality Control Representative. The Contractor shall provide an onsite, full time Quality Control Representative to ensure the quality standards and the performance work standards within the PWS are adhered to. Quality Control Representative will be available between the hours of 7:30 am to 4:30 pm Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons.

The Quality Control Representative shall implement and maintain full compliance with the Quality Control Plan (QCP) though out the contract period. Quality Control Representative shall have a minimum of two (2) years relevant experience. Quality Control Representative shall read, write, speak and understand English well enough to effectively communicate with all personnel and facility POCs at the native capability.

3.5.3 Contractor’s Contact Information. The Contractor shall provide local telephone numbers for Contract Manager and Quality Control Representative for normal hours.

The Contractor shall provide a phone number for which the Contract Manager can be notified outside the normal business hours. Phone calls shall be returned within one (1)

4 | P a g e hour for voice messages received during normal business hours. Phone calls shall be returned within four (4) hours for voice messages received outside of normal business hours.

3.5.3.1 Contract Manager Availability. The Contract Manager shall be available to meet with the COR within one (1) hour, during normal business hours. Upon Contractor notification of non-compliance with cleaning standards, the Contractor must re-perform missed or unacceptable services within two (2) hours of notification during normal business hours.

3.5.3.2 Alternate Contract Manager. The Contractor shall provide an alternate Contract Manager that can assume Contract Manager’s responsibilities in the absence of the Contract Manager. The Contractor shall inform the Government in writing 24 hours prior to alternate assuming the duties of the Contract Manager. The written notification shall contain the alternate’s name, e-mail address, and phone number. The alternate shall meet the same requirements of the Contractor Manager and have the same authorizations.

3.6 Contractor Personnel Conduct. Contractor and/or Sub-Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any Contractor employee providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The Contractor shall ensure no Contractor employees conduct political related activities or events on the installation.

4.0 Quality.

4.1 Quality Control Plan. The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with (IAW) this PWS. The QCP shall be provided with submittal of proposal and within five (5) calendar days after changes are made thereafter. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies.

The Contractor’s QCP is the means by which the Contractor assures that the work complies with the requirement of the contract. The Contractor shall perform and document daily sampling surveillance of the facilities, document deficiencies and corrective action taken. The Contractor shall provide quality control inspection reports, on a daily basis, to the COR. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to

5 | P a g e include procedures for addressing Government discovered non-conformances;

procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis;

procedures for collecting and addressing customer feedback/complaints.

5.0 Performance Requirements.

5.01 Performance Requirements Summary (PRS) Matrix.

5.1 Perform Contract Administration and Management for Supported Area.

Performance Standards

a. Standard: Manage contractual custodial services IAW PWS AQL: 100% Compliance

b. Standard: Provide full time on contract manager.

AQL: 100% Compliance

• To be provided with proposal submission

• Minimum three (3) years custodial team management within last seven (7) years

• Speak, read and write English at native capability

• Responsive within one (1) hour during normal business hours

Deliverables A001 Monthly report A002 Resume

5.1.1 The Contractor shall manage a Quality Control Program for the work identified in the PWS.

Performance Standards

a. Standard: On-site full time Quality Control Representative.

AQL: The QC Representative shall have a minimum of two (2) years relevant experience.

• To be provided with proposal submission

• The QC Representative shall speak, read and write English at native capability.

b. Standard: Develop Quality Control Plan AQL: The QCP, as a minimum, shall address continuous process improvement;

procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints.

A002 Resume

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A004 Quality Control Plan

5.1.1.1 The Contractor shall conduct Quality Control Inspections.

Performance Standards

a. Standard: Conduct quality inspections.

AQL: In accordance with approved Quality Control Plan.

• To be provided with proposal submission

A003 Quality Control Reports

5.2 Perform Cleaning Services

Performance Standards

a. Standard: Capability Level I - Enhanced Services

AQL: In accordance with TE A1 Capability Level Cleaning Standards

b. Standard: Standard: Capability Level II - Standard Services

AQL: In accordance with TE A2 - Capability Level Cleaning Standards

c. Standard: Capability Level III - Basic Services

AQL: In accordance with TE A3 Capability Level Cleaning Standards

d. Standard: Periodic Cleaning Services

AQL: In accordance with TE A1-A3 Capability Level Cleaning Standards Periodic Cleaning of facilities should be performed semi-annually and in accordance with the periodic cleaning schedule.

e. Standard: Special Event Cleaning Services

AQL: In accordance with TE A1-A3 Capability Level Cleaning Standards

Deliverables A005 Cleaning Schedules A006 Contractor Log

5.2.1 The Contractor shall perform Material Management for cleaning supplies.

Performance Standards

a. Standard: Furnish and supply all cleaning materials, equipment and supplies to complete the work described in the PWS.

AQL: Contractor shall utilize products made from bio-based materials (e.g., bio-based cleaners, degreasers and toilet bowl cleaners) to the maximum extent practical without jeopardizing the intended use or detracting from the overall quality delivered to the end user or potential harm to surfaces. The Contractor shall comply with fragrance free policy in facilities identified as fragrance free. Contractor shall use low noise vacuum cleaners with HEPA filters. The Contractor shall vacuum carpeted floors and rugs with an industrial-type vacuum cleaner that has been certified with a GOLD rating by the Carpet and Rug Institute at http://www.carpet-rug.org/vacuums.html.

b. Standard: Contractor to maintain and supply material and equipment required to perform tasks in accordance with the PWS.

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AQL: When Government furnished storage is not available, Contractor will provide 100% of the time. Contractor to work with COR to identify availability for each location.

Deliverables A007 Safety Data Sheet

6.0 Special Requirements

6.1 Physical Security. The Contractor shall safeguard all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

6.1.1 Key Control. Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and not used by unauthorized persons. No Government issued keys shall be duplicated.

The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan (QCP) such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

6.1.1.1 Lost Keys. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer (KO) or the COR. Lost keys shall be reported within twenty four (24) hours of discovery. In the event keys are lost or duplicated, the Contractor shall notify the KO or the COR within twenty four (24) hours.

The Government, at its option, may replace the affected lock core(s) or perform re-keying. When the replacement of lock cores or re-keying is performed by the Government, the total cost of re-keying or core replacement shall be deducted from the monthly payment due to the Contractor. In the event a master key is lost or duplicated, all locks and keys for that facility shall be replaced by the Government and all cost associated with the replacement of the locks shall be charged to the Contractor. The Government will conduct a semi-annual key inventory per AR 190-11 and logged on DA Form 5513-R Key Control Register and Inventory Form.

6.1.1.2 Limit Key Use. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by employees to permit entrance of person other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO. The Contractor shall ensure all interior and exterior doors and windows are closed and locked after completion of service with the exception of areas occupied by Government personnel. Exterior doors

8 | P a g e shall be left unsecure during the Contractor’s exit from facility for the removal of trash, cleaning supplies or equipment.

6.2 Security Requirements.

6.2.1 Anti-terrorism (AT), iWATCH Operations Security (OPSEC), and Army Training Certification Tracking System (ATCTS).

6.2.1.1 AT Level I Training. This provision/contract text is for Contractor employees with an area of performance within an Army controlled installation, facility, or area. All Contractor employees, to include Sub-Contractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level I awareness training within thirty (30) calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor shall submit certificates of completion for each affected Contractor employee and sub-Contractor employee to the COR or to the KO, if a COR is not assigned within thirty (30) calendar days after completion of training by all employees and Sub- Contractor personnel. AT level I awareness training is available at the following website:

http://jko.jten.mil.

6.2.1.2 iWATCH Training. The Contractor and all associated Sub-Contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within thirty (30) calendar days of contract award with the results reported to the COR NLT thirty (30) calendar days after contract award, and within ten (10) calendar days of new employees commencing performance.

6.2.1.3 Operations Security. Per AR 530-1 Operations Security, the Contractor employees must complete initial Level I OPSEC Awareness Training within thirty (30) calendar days of their reporting for duty and complete annual OPSEC awareness training thereafter. Training is available at the following website:

https://securityawareness.usalearning.gov/opsec/. The Contractor shall maintain certificates of completion (either initial or annual compliance) for each employee.

Contractor shall ensure that all methods for Contractor employee identification and access to the installation are safeguarded from emulation or duplication. All questions and concerns regarding FWA OPSEC may be directed to the USAG-FWA OPSEC Officer at 907-353-9135.

6.2.2 Access and General Protection/Security Policy and Procedures. Contractor and all associated Sub-Contractor’s employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services, or Security Officer.

Contractor workforce must comply with all personal identity verification requirements (Federal Acquisition Regulation (FAR) clause 52.204-9, Personal Identity Verification of Contract or Personnel) as directed by Department of the Defense (DOD), Headquarters http://jko.jten.mil/ https://securityawareness.usalearning.gov/opsec/

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Department of the Army, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

6.2.2.1 Contractor shall comply with the mandates under the REAL ID Act. Visitors not in compliance will be denied unescorted entry to federal installations. Personnel in possession of a valid Department of Defense issued identification card are not affected by this change. For the most updated information regarding Real ID info for each state, visit Department of Homeland Security (DHS) at: https://www.dhs.gov/real-id-enforcement-brief

6.2.2.2 For Contractors requiring access to a DoD facility or installation. Contractor and all associated employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

6.2.2.3 The Contractor shall follow installation procedures as required by the Provost Marshall’s Office (PMO). To obtain personnel identification cards for installation access, the Contractor must submit a list of permanent employees to the COR no later than (NLT) three (3) calendar days after contract award. Contractor employees shall then report to Directorate of Emergency Services (DES), Physical Security Office, located in building 4056. Contractor permanent employees shall be required to provide a valid driver’s license (if driver’s license does not comply with Real ID Act Public Law 109-13, the employee will be required to provide an additional form of identification), proof of insurance and vehicle registration. This identification shall be surrendered to the PMO upon completion or termination of the contract or twenty four (24) hours upon termination of an individual’s employment. The Contractor and/or Sub-Contractor shall comply with any subsequent similar installation access procedures as required by the DES. The Contractor shall ensure personnel and company vehicles are identifiable with name tags and signs. Contract employees are subject to investigative background check. Results of these checks will be provided to the KO or the COR prior to the employee’s commencement of work.

6.2.3 Identification of Contractor Employees. All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor shall provide each employee with an identification (ID) badge. Personnel shall wear the ID badge at all times when https://www.dhs.gov/real-id-enforcement-brief https://www.dhs.gov/real-id-enforcement-brief

10 | P a g e performing work under this contract. ID badges shall be worn in a conspicuous place except when safety or health reasons prohibit such placement.

6.2.4 Entry and Escort Service. The building facility POC will arrange for entry and escort service, when required into secure locations on the installation. Cameras and wireless communication devices, such as cellular phones, pagers and laptop computers may be prohibited in secure areas.

7.0 Safety.

7.1 The Contractor shall safeguard and maintain all Government and Contractor property, as well as provide for the safety and well-being of personnel employed under this contract. The Contractor shall comply with AR 385-10, The Army Safety Program.

7.2 Safety Plan. The Contractor shall develop and implement a safety program for its employees. The Contractor shall submit the Safety Plan ten (10) days prior to the start of performance and five (5) calendar days after changes are made thereafter.

7.3 Contractor Compliance. The Contractor and its Sub-contractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health (ESOH) (DODD 4715.1E). These requirements shall be incorporated into the Contractor’s safety and health program.

Provide evidence of OSHA compliance within 10 days after award and annually as needed.

7.4 Safety Accident Prevention. In order to provide safety control for protection to the life and health of employees and other persons; for prevention of damage to property, materials, supplies, and equipment; and for avoidance of work interruptions in the performance of this contract, the Contractor shall comply with the following Safety Accident Prevention Standards: 29 CFR 1910, Occupational Safety and Health Standards; 29 CFR 1926, Safety and Health regulations for Construction; Army Corps of Engineers Manual 385-1-1, Safety and Health Requirements Manual. The Contractor shall comply with the above and all other applicable DOD, Army, Federal, State(s) and Local safety and health requirements.

7.5 Reporting of Fire and Safety Hazards. The Contractor shall train personnel to recognize fire and safety hazards and encourage personnel in the performance of their duties to report fire and safety hazards and unsafe conditions to their supervisor. The Contactor shall take corrective action to remedy reported deficiencies IAW the terms of this contract. The COR shall be notified of deficiencies beyond the terms of this contract

7.6 Mishap Notification and Investigation. The Contractor and its Sub-Contractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation. The Contractor shall notify (via telephone) the Contracting Officer, the Contracting Officers Representative, and/or other applicable

11 | P a g e members within four (4) hours of all mishaps or incidents. The Government person notified by the Contractor will in-turn notify the Garrison Safety Office. Contractor notifications made after duty hours shall be reported to the appropriate installation Command Post. The Contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the Contractor and the sub- contractors shall cooperate fully and assist the Government personnel until the investigation is complete.

7.7 Personnel Safety. The Contractor shall immediately correct all safety deficiencies upon notification of the deficiencies by the KO, designated representative or COR, and shall notify the KO of the corrective action to be taken. For purposes of this paragraph, the term “personnel” or “employee(s)” refers to any person performing work related to this contract, including but not limited to, the Contractor’s employees, agents, representatives, or Sub-Contractors. The Contractor shall staff this effort with trained, competent and capable employee(s) for the discipline they are assigned to. Contractor personnel shall present a clean, neat and professional appearance. The Contractor shall ensure that employees meet all applicable federal, state, local, and installation certification, licensing, medical requirements, and qualifications to perform all assigned tasks and functions as defined in this contract prior to commencement of work. The Contractor shall not permit any personnel to work under this contract if such person is identified by a Government authorized representative to the Contractor as a potential threat to the health, safety, security, general well-being, or operational mission of the Army and within the Operational Areas of Fort Wainwright as prescribed per award. All Contractors’ personnel shall comply with installation security and access procedures and the Contractor’s Safety Plan.

7.8 Environmental Compliance. The Contractor shall comply with all Federal, State, local, and installation environmental laws, rules, plans, and policies. The Contractor shall use and store all materials, chemicals, and equipment used in the performance of services on the installation IAW with industry standards, local, State and Federal laws, and according to manufactures' recommendations. The Contractor shall be financially responsible for all fines and associated costs for hazardous waste management, transportation, and disposal of waste due to the Contractor's non-compliance. The Contractor shall submit Safety Data Sheets (SDS) for COR/ACOR approval of each product to be used, ten (10) calendar days after award and five (5) calendars days prior to new products used. Once products are approved for use, the Contractor shall provide each facility manager a copy of the SDS that will be located where products are stored prior to start of full contract performance. The Contractor shall provide upon request from the COR/ACOR all required data to meet environmental-mandated reporting requirements (e.g., air emission data, hazardous material storage/usage, 12 | P a g e solid/hazardous waste generation). The Contractor shall provide data to meet reporting deadlines and during compliance inspections upon request from the COR/ACOR.

7.8.1 Disposal. The Contractor shall properly dispose of all cleaning waste, to include floor stripper and wax products in accordance with product disposal standards and environmental regulations.

8.0 Training, Physical Requirements, or other Expertise Required.

8.1 The Contractor shall ensure all Contractor’s employees and associated subcontractors are certified or licensed in the specific areas required by the State of Alaska. The Contractor shall ensure employees are certified or licensed in the appropriate Environmental Protection Agency (EPA) areas required. The Contractor shall provide a training plan ten (10) days prior to the start of performance and five (5) calendar days after changes are made thereafter. Corresponding sign in roster/ certificates/ new employee training to COR with 5 days of training sessions and at the renewal of each option year. The Contractor shall ensure all required documentation of certification or licensure for Contractor personnel are filed with the COR/ACOR within twenty-four (24) hours prior to employees commencing performance.

8.2 The Contractor shall provide mandatory training and a list of all the courses employees are to receive as part of the training plan. Mandatory training must be completed and proof of completion shall be submitted to KO/ COR by the end of the phase in period. The Contractor shall keep records of all employees training, and turn to COR within 5 days of training session at the renewal of each option year. If no certification is available sign-in roster shall be kept on file to meet training officer’s certification requirements. New Employee training shall be given on the first day of work to any new hires. New employee training sign-in sheet shall be submitted to COR within 5 days of training for contract documentation. Example topics to be covered in training sessions (in addition to the mandatory training) can include the following:

• Duties of each employee & techniques for measuring quality of work performance

• Infection control.

• Cleaning techniques and procedures.

• Techniques and procedures for proper chemical usage.

• Proper care and preventive maintenance of equipment.

• Safety and security procedures.

• Adherence to all work schedules.

• Professional attitude toward Fort Wainwright Staff.

• Special training/ Asbestos Awareness Training

Contract management is also encouraged to attend a personnel class where management topics are covered (i.e. managing personnel, Collective Bargain Agreement CBA, language used at work, approach methods towards other co-workers).

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All training attendance roster/ certification for all custodial employees shall be submitted to COR for contract documentation.

9.0 Transition - Phase In

9.1 Transition Phase In / Phase Out (PIPO). The Contractor shall prepare and submit a Phase In/Phase Out Plan to be implemented by the Contractor within ten (10) day after notification of award. The Contractor shall have key personnel on board, during the 30 day transition period. The plan shall specify a training program and a date for transferring responsibilities for the work and shall be subject to the KO's approval. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency.

9.1.1 Transition (Phase in / Phase out). The Contractor shall work with the incumbent and successor during the phase in/ phase out. The Contractor shall prepare and submit a Phase In/Phase out Plan to be implemented by the Contractor with the proposal submission. The plan shall specify training requirements and date for transferring custodial responsibilities for all work described in the contract PWS. The phase in/ Phase out plan shall be subject to the KO’s approval. The Contractor shall submit the latest building listing with their current cleaning schedules.

9.1.2 Phase In. Contractor shall be fully capable to perform at full performance level at the end of the phase in period.

9.1.3 Phase-Out. Contractor shall continue to perform at full performance level during the phase out period. Contractor will cooperate with incoming contractor as incoming contractor is performing phase in activities.

10.0 Contractor Manpower Reporting Application (CMRA).

10.1 Reporting Labor Hours. The Office of the Assistant Secretary of the Army (Manpower and Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report all Contractor manpower (including subcontractor manpower) required for performance of this contract no later than October 31, or IAW requirements at https://www.ecmra.mil. The Contractor shall completely fill in all the information in the format using the following web address: https://www.ecmra.mil.

The required information includes the following:

a. Names of the KO and COR

b. Contract number, including task and delivery order number

c. Beginning and ending dates covered by reporting period

d. Contractor's name, address, phone number, e-mail address, identity of

Contractor employee entering data

e. Estimated direct labor hours (including subcontractors) https://www.ecmra.mil/ https://www.ecmra.mil/

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f. Estimated direct labor dollars paid this reporting period (including subcontractors)

g. Total payments (including subcontractors)

h. Predominant Federal Service Code (FSC) reflecting services provided by

Contractor (and separate predominant FSC for each subcontractor if different)

i. Estimated data collection cost

j. Organizational title associated with the Unit Identification Code (UIC) for the

Army Requiring Activity (RA) (the Army RA is responsible for providing the Contractor with its UIC for the purposes of reporting this information)

k. Locations where Contractor and subcontractors perform the work (specified by zip code in the U.S. and nearest city, country, when in an overseas location, using standardized nomenclature provided on website)

l. Presence of deployment or contingency contract language

m. Number of Contractor and subcontractor employees deployed in theater this reporting period (by country).

Reporting period shall be the POP not to exceed twelve (12) months ending thirty (30) September of each Government FY and must be reported by 31 October of each calendar year. The Contractor shall use a direct data transfer to the database server or fill in the fields on the website. The direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The Contractor shall report the required information to the CMR system’s secure database.

The COR/ACOR is responsible for verifying that the Contractor has reported the required data.

11.0 Government Property.

11.1 GFP Building. Government property (GP) will be provided to the contractor as “Incidental to place of performance” IAW FAR 45.000 – Scope of part (b)(5). GP provided to the contractor will be retained by the Requiring Activity (RA) Accountable Property System of Record (APSR) IAW DoDI 4161.02/5000.64 & AR 735-5/7 10-2.

Government property in the possession of the Contractor shall be maintained and serviced to a fully operational state IAW DA PAM 750-8. The Government will make available office space and communications capability.

The Government will provide building 3401 Santiago Ave. to the Contractor as space for use under this contract. The dimensions of this complete area is approximately 20 feet by 15 feet. The contractor may install any equipment for administrative usage and storage. Prior to any alterations and /or installation of equipment to the facility the Contractor shall submit for review and approval to the COR. Removal of all equipment

15 | P a g e used during the duration of this contract shall be done after the completion of this contract. The property shall be returned to its original condition prior to completion of this contract. Any signage shall conform to standard Army/Installation signs format and must be approved by the KO and the COR in writing prior to placement, and may not be permanently affixed to any Government property or structure. The contractor may be asked to relocate at his own expense to another building space if the space originally granted by the Government is needed by the Government for other purposes.

11.2 Facilities. The Government will provide janitor closet space on a case by case basis (per facility) as available. All janitor closet space used by the Contractor shall be kept clean and free of trash and debris. Custodial Contractor shall be responsible for cleaning janitor’s sinks, mop sinks and proper cleaning of mop buckets i.e. (industry standards) after each use to reduce odors. Contractor shall comply with HAZCOM Program which requires the Contractor’s chemicals and supplies be stored in a locked container and properly identified where Government employees have shared access to the janitor’s closet.

11.3 Utilities. The Government will furnish water and electricity from existing fixtures and outlets at no cost to the Contractor. The Government shall educate the contractor of Installation Energy Conservation Program and Contractor shall instruct employees of these conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning equipment and tools.

No other Government furnished items will be provided for use by the Contractor in the performance of this contract.

12.0 Contractor Furnished Material

12.1 Contractor-Furnished Material (CFM)/Property (CFP)/Equipment (CFE). All Contractor furnished, material, property and equipment shall meet applicable Federal, State, local, DOD and Army laws, codes, and regulations.

12.1.1 Contractor-Furnished Material and Responsibilities. The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract.

12.1.2 Contractor-Furnished Items. The Contractor shall provide all vehicles, equipment, materials, parts, tools, fuel, oil and any other items required to perform all Contract requirements. The Contractor's property shall be operational as intended by the manufacturer, and be safe, clean, and suitable for use at a military installation. All Contractor furnished property and equipment are subject to KO inspection at all times.

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13.0 Deliverables.

The contractor shall refer to TE F for all deliverables associated with this requirement.

Furnish one copy of each deliverable to the KO and COR as prescribed in the Technical Exhibit.

14.0 Definitions and Acronyms

14.1 Definitions:

Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer’s Representative (COR): An employee of the US Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of the authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

Equipment: A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale, and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

Frequency of Service:

• Annual (A). Services performed once during each 12-month period of the contract at intervals of 335 to 395 days.

• Biennial (B). Services performed once during each 24-month period of the contract at intervals of 670 to 790 days.

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• Daily. Services provided once each calendar day, including holidays and weekends, unless otherwise noted herein. Daily services may be defined as 5W, 6W or 7W indicating the numbers of days per week services are required. 5W is defined as Monday through Friday, 6W is defined as Monday through Saturday, and 7W is defined as Monday through Sunday.

• Monthly (M). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

• Quarterly (Q). Services performed four times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

• Semiannual (SA). Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

• Semimonthly (SM). Services performed 24 times during each 12-month period of the contract at intervals of 14 to 16 calendar days.

• Twice weekly (2W). Services performed twice a week, such as Monday and Thursday or Tuesday and Friday.

• Weekly (W). Services performed 52 times during each 12-month period of the contract at intervals of six to eight calendar days.

Government-Furnished Property: Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes Contractor-acquired property if the Contractor-acquired property is deliverable under a cost contract when accepted by the Government for continues use under the contract.

Government Property: All property owned or leased by the Government. Government property includes both Government-furnished property and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. The prime Contractor is responsible for performance of all sub-Contractors.

Loss of Government Property: Unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property.