Attachment 1 - 16th AF Custodial PWS 27 Apr 20.pdf

CUSTODIAL SERVICES

PERFORMANCE WORK STATEMENT (PWS)

16th AIR FORCE, JOINT BASE SAN ANTONIO (JBSA) LACKLAND

27 April 2020

JBSA LACKLAND

Table of Contents

1. DESCRIPTION OF SERVICES

1.1 Facility Cleaning Services

1.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.)

1.1.2 Carpeted Floors

1.1.3 Stairways/Elevators/Handicap Lifts

1.1.4 Clean Floor (Walk-Off) Mats

1.1.5 Trash Collection/Removal

1.2 Restrooms/Locker Rooms Cleaning Services:

1.2.1 Clean and Disinfect

1.2.2 Restroom Floor Care

1.2.3 Stock Restroom Supplies

1.2.3.1. Sanitary toilet seat covers……………………………………………………………6

1.2.4 Drinking Fountains

1.2.5 Restroom Trash Removal

1.2.6. Maintain waterless urinals……………………………………………………………..7

1.3. Periodic cleaning services……………………………………………………………….7

1.3 Periodic Cleaning Services

1.3.1 Periodic Hard Floor Maintenance

1.3.2 Periodic Carpet Restorative Cleaning

1.4 Contractor Provided Equipment and Supplies. .7

1.4.1 Contractor-Furnished Equipment/Vehicles

1.4.1.1 Equipment Condition

1.4.1.2 Equipment Quantities………………………………………………………………………………………………………8

1.4.2 Contractor Furnished Restroom Supplies……………………………………………………………………….8

1.5 Miscellaneous Requirements

1.6 Perform Temporary Facility Cleaning. ……………………………………………………………………………………..8

1.7 Unscheduled Requirements. …………………………………………………………………………………………………..8 2 Service Summary (SS):

2.1 Quality Control. ……………………………………………………………………………………………………………..………10

2.1.1. Quality Control Plan (QCP)..…………………………………………………………………………………………..………10

2.2 Quality Assurance. ……………………………………………………………………………………………………………….10

2.3 Performance Assessment………………………………………………………………………………………………………10

2.3.1. Periodic Inspections………………………………………………………………………………………………………………….10

2.3.2. Customers Complaints…………………………………………………………………………………………………………….10

2.3.3. Remedy for Exceeding Performance Threshold……………………………………………………………………..10

2.4. Periodic Progress Meetings………………………………………………………………………………………………………10

2.5. Government Remedies…………………………………………………………………………………………………………….10 3 Government furnished property and services

3.1 Government Furnished Facilities

3.1.1. Janitorial Closets……………………………………………………………………………………………………………………11

3.2 Government Furnished Supplies and Equipment

3.3 Government Furnished Utilities

3.4 Telephone Service

3.5 Security, Fire and Medical Services

3.6 Solid Waste Collection and Disposal

3.7 Mail Service

4 General Information

4.1 Hours of Operation

4.1.1 Normal Base Hours

4.1.2. Base Wide Facilities, Hours of Operation……………………………………………………………………….12

4.2 Federal Holidays

4.3 Base Closures

4.4 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes

4.5 Cleaning and Restroom Supplies

4.5.1 Hazardous Material Identification

4.6 HAZMART

4.6.1 Spill Response

4.7 Hazardous Material/ Waste Management

4.8 Hazardous Material Handling

4.9 Training

4.10 Traffic Laws

4.11 Weapons, Firearms, and Ammunition

4.12 For Official Use Only (FOUO)

4.13 Reporting Requirements

4.14 Physical Security

4.15 Contract Manager

4.16 Personnel

4.16.1 Security Requirements…………………………………………………………………………………………………………..16

4.17 Key Control

4.17.1 Lock Combination………………………………………………………………………………………………………………….16

4.18 Schedules

4.19 Contract Modifications

4.19.1 Existing Facility Floor Plan Changes

4.19.2 Modification Unit Pricing

4.20 Contracting Officer (CO) and Contracting Officer Representative (COR) (Quality Assurance Personnel)

4.21 Safety Requirements and Reports

4.22. Contractor Full Time Equivalent Reporting……………………………………………………………………………… 17

5 APPENDICES

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at 16th Air Force, Joint Base San Antonio (JBSA) Lackland, including Lackland Training Annex, Chapman Annex, and Kelly Annex, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The contractor shall accomplish all cleaning tasks and be required to provide and replenish soap and paper products in all restrooms identified in Appendices

A and B, in order to meet the requirements of this Performance Work Statement (PWS) and the

Service Summary (SS). Maximum cleaning frequencies are established in Appendix A, Common

Levels of Service Standards. Facility cleaning levels and estimated square footages are established in Appendix B, Estimated Square Footages and Cleaning Level. Facility drawings of areas cleaned are established in Appendix C, Floor Plans and Maps. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, Headquarters Air Force (HAF) standards, instructions, and commercial practices.

1.1. FACILITY CLEANING SERVICES

1.1.1. NON-CARPETED FLOORS (HARD FLOORS: VINYL, TILE, CERAMIC TILE,

WOOD, CONCRETE, ETC.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning.

Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces, to include grout, shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.2. CARPETED FLOORS. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. The contractor shall use efficient vacuum cleaners that have high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills (2’x 2’or less) shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the facility manager.

Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.3. STAIRWAY/ELEVATORS/HANDICAP LIFTS. All floor surfaces shall be cleaned in accordance with paragraph 1.1.1 or 1.1.2, as appropriate. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime. The contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 72 inches height from stair tread level, to provide or maintain a clean, uniform appearance.

1.1.4. CLEAN FLOOR (WALK-OFF) MATS. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.1.5. TRASH COLLECTION/REMOVAL. The contractor shall collect and dispose of all trash from desk-side locations, breakrooms, conference rooms, classrooms etc. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners.

1.2. RESTROOM/LOCKER ROOM CLEANING SERVICES

1.2.1. CLEAN AND DISINFECT. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, stalls, stall doors, entry doors (including handle, push/kick plates, ventilation grates, metal guards), and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup. Occupied restrooms shall not be cause for no service. Post appropriate signage alerting occupants that the restroom is “closed for cleaning.” Do not close all facility restrooms simultaneously unless the facility contains only one restroom

1.2.2. RESTROOM FLOOR CARE. All floor surfaces shall be maintained in accordance with paragraph 1.1.1 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.2.3. STOCK RESTROOM SUPPLIES. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, sanitary seat covers and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification without additional costs to the government.

1.2.3.1. SANITARY TOILET SEAT COVERS. Stock sanitary toilet seat covers in buildings that have dispensers when other supplies are replenished.

1.2.4. DRINKING FOUNTAINS. Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected.

Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

1.2.5. RESTROOM TRASH REMOVAL. All trash containers in restrooms and locker rooms shall be emptied, trash disposed, and containers returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

1.2.6. MAINTAIN WATERLESS URINALS. Contractor shall provide and maintain the required chemicals and replace eco-traps for the Waterless brand urinals.

1.3. PERIODIC CLEANING SERVICES.

1.3.1. PERIODIC HARD FLOOR MAINTENANCE. Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, buffing floors and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Buffing of hard floors shall be performed on a required basis via a work order submitted by the COR IAW Appendix A.

1.3.2. PERIODIC CARPET RESTORATIVE CLEANING. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction, shampooing and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

1.4. CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES.

1.4.1. CONTRACTOR-FURNISHED EQUIPMENT/VEHICLES. The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

1.4.1.1. EQUIPMENT CONDITION. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The Contracting Officer (CO) or Contracting Officer’s Representative (COR) may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

1.4.1.2. EQUIPMENT QUANTITIES. The contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from performing any requirement contained in this contract.

1.4.2. CONTRACTOR FURNISHED RESTROOM SUPPLIES.

- Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle

- Toilet Tissue: Two-ply

- Paper Towels: Bi-Fold, Tri-Fold, Dispenser type

- Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial soap when installed dispensers are non-operational

- Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials

- Sanitary Toilet Seat Covers for Installed Dispensers

1.5. MISCELLANEOUS REQUIREMENTS

- Turn off unnecessary lights

- Report fire hazards, conditions, and items in need of repair to the COR

- Turn in lost and found articles to the COR

- Notify COR when unauthorized or suspicious persons are seen on the premises

- Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

- The contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

1.6. PERFORM TEMPORARY FACILITY CLEANING. Perform custodial services to facilities on a temporary basis as requested in writing by the CO (e-mail is sufficient). This is to allow for the temporary, month-by-month cleaning of facilities due to installation exercise, natural disasters or real world situations. Temporary cleaning shall be performed for a period not to exceed 30 days, unless authorized by the CO. Perform cleaning IAW standards described in paragraphs 1.1 – 1.4.6 and Appendix A. Frequency shall be based on the mission of each organization and pricing shall be in conjunction with the negotiated prices for Levels of Service

1-4.

1.7. UNSCHEDULED REQUIREMENTS. Unscheduled services may be required. Allowable reasons include, but are not limited to, unexpected accidents or occurrences which create health or safety issues, inconveniences, or disruption of work which justify supplemental non-scheduled service. The CO will advise the contractor of the buildings and specific work required to meet immediate need. Upon notification of an unscheduled requirement, the contract manager will respond within one (1) hour to meet with the CO or COR to initiate services. Work should not be requested for more services than needed to integrate with regular schedule services. The contractor shall provide an estimate of work needed and a proposed work schedule to the COR, and the

CO. Unscheduled services shall be approved by the CO prior to starting work. When the requirement for this service is established, the contractor shall provide to the COR, and CO the name and phone number of a team lead who will be responsible for accomplishing the service. The contractor shall proceed when provided notice to proceed from the CO, or COR citing CO approval. The square foot price will be in accordance with Level 2 line items for corresponding services.

2.0. SERVICE SUMMARY (SS). The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement.

TABLE 1: SERVICE SUMMARY (SS), provides information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

TABLE 1: SERVICE SUMMARY

Performance Objective (PO)

PWS

Para

Performance Threshold (per month)

Method of

Surveillance

PO-1 - Facility Cleaning

Service.

1.1 inclusive No more than 5 valid defects

Periodic

Inspection &

Customer

Complaint

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways / Elevators /

Handicap Lifts

d. Walk-off Mats

e. Trash Removal

PO-2 - Restrooms/Locker

Rooms Cleaning Services

1.2 inclusive

No more than 5 valid defects

Periodic

Inspection &

Customer

Complaint

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

e. Trash Removal

PO-3 - Periodic Cleaning

Services 1.3 inclusive No more than 1 valid defect

Periodic

Inspection &

Customer

Complaint

a. Hard Floor Maintenance

b. Carpet Restorative Cleaning

PO-4 - Quality Control

2.1 inclusive No more than 1 valid defect

Periodic

Inspection &

Customer

Complaint

Inspection procedures are followed and documented in accordance with Contractor’s

Quality Control Plan

(incorporated into contract after award).

NOTE: VALID DEFECT – A service that does not meet the requirements of the PWS, which may be found during a government inspection or reported on a valid customer complaint form or a combination of the tow for each category. Multiple defects may be found during one inspection or reported on one valid complaint.

2.1. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure custodial services are performed IAW commonly accepted commercial practices and services identified in this PWS. Develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. Contractor shall develop quality control procedures addressing the areas identified in Table 1.

2.1.1. QUALITY CONTROL PLAN (QCP). A written QCP shall be submitted as part of the contractor’s proposal package. The QCP shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. Any changes after initial QCP submission need to be accepted by the CO prior to implementation.

2.2. QUALITY ASSURANCE. The COR shall inspect and evaluate the contractor’s performance to ensure services are IAW requirements set forth in this contract. The COR will use a locally developed inspection report to record validation results. Results of the validation then become the official Air Force record of the contractor’s performance. The COR shall be responsible for initially receiving, validating and recording customer complaints. When the contractor performance has not been acceptable, the COR will annotate the inspection report and notify the contractor’s Quality Control Inspector (QCI). The service shall be re-performed by the contractor within two hours of notification and re-inspected by the COR. The contractor QCI shall sign the inspection report, annotate corrective action and return to the COR within 24 hours.

2.3. PERFORMANCE ASSESSMENT.

2.3.1. PERIODIC INSPECTIONS. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS)

IAW PWS paragraph 4.19. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

The CFS shall be used as the basis for the COR to schedule inspections. Any unsatisfactory inspection (defect) result shall be recorded on a locally developed inspection report, and the contractor shall re-perform the service after notification within two hours.

2.3.2. CUSTOMER COMPLAINTS. The COR will receive and investigate complaints. The

COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement between the COR and the contractor. Validated customer complaints shall be re-performed within two hours of notification.

2.3.3. REMEDY FOR EXCEEDING PERFORMANCE THRESHOLD. When a performance threshold has not been met, the contractor will be issued a Contract Discrepancy Report (CDR).

The contractor shall respond to the CDR in accordance with instruction provided and return in to the CO within 10 calendar days of receipt. Exceeding the performance threshold of these performance objectives shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be IAW the FAR 52.212-4 (a), Contract Terms and Conditions

- Commercial Items, Inspection/Acceptance. When services are re-performed by the contractor it allows the contractor to be paid for the service, however, it does not invalidate the customer complaint or inspection/surveillance by the COR.

2.4. PERIODIC PROGRESS MEETINGS. The CO, COR, other Government personnel as appropriate, and the contractor shall meet periodically to discuss the contractor’s performance.

The following issues shall be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed, and steps taken by the contractor to prevent occurrences in the future. The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be prepared by the Contract Administrator, signed by the CO with appropriate coordination, distributed to the Functional Director, COR and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the CO within 2 calendar days of receipt identifying areas of non-concurrence for resolution.

2.5. GOVERNMENT REMEDIES. The contracting officer will act IAW with terms and conditions established in the resultant contract for contractor’s failure to perform satisfactory services or to correct non-conforming services.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED FACILITIES. The Government will provide office and storage space in building 2000. The Government reserves the right to re-locate the Contractor if necessary. No alterations to the office space shall be made without the specific written permission from the CO as coordinated and approved via the Civil Engineer work order, AF Form 332. In case of alterations necessary for compliance with OSHA, such permission shall not be reasonably withheld. The Contractor shall return the office space to the Government in the same condition as received, fair wear and tear and approved modifications.

3.1.1. JANITORIAL CLOSETS. Janitorial closets will be available for use by the contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials.

The contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. The government will not be responsible for contractor’s stored supplies or equipment kept in the building or janitor’s closets or for the contractor’s employees’ personal belongings.

3.2. GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT. The Government shall be responsible for furnishing all trash containers for individual use, common areas and restrooms at each facility.

3.3. GOVERNMENT FURNISHED UTILITIES. The Government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

3.3.1. UTILITY CONSERVATION. The contractor shall adhere to all base level utility conservation practices or requirements. The contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.4. TELEPHONE SERVICE. The contractor shall not use the government telephones for personal reasons or for any toll or long distance calls.

3.5. SECURITY, FIRE AND MEDICAL SERVICES. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.6. SOLID WASTE COLLECTION AND DISPOSAL. The contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS. The contractor shall adhere to all base level recycling programs.

3.7. MAIL SERVICE. The Contractor shall be responsible for coordinating with the US Postal

Service for the delivery of mail to the Contractor's facility or post office box.

4.0. GENERAL INFORMATION

4.1. HOURS OF OPERATION. The contractor shall perform the services required under this contract during the below listed hours. The contractor is not required to perform services on

Federal Holidays, refer to paragraph 4.1.1, 4.1.2, and 4.2.

4.1.1. NORMAL BASE HOURS. Base hours of operation are 7:30 a.m. through 4:30 p.m. The contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

4.1.2. BASE WIDE FACILITIES, HOURS OF OPERATION. Perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services under this contract during the following shift hours. Under periodic cleaning services, buffing floors, floor maintenance and shampooing carpets shall be accomplished during the Day Shift, Night Shift, or Late Night Shift.

Day Shift - Monday-Friday, if applicable Saturday and Sunday 7:30 am through 4:30 pm

Night Shift - Monday-Friday, if applicable Saturday and Sunday 4:30 pm through 12:30 am

Late Night Shift - Monday-Friday, if applicable Saturday and Sunday 12:30 am through 7:30 am

4.2. FEDERAL HOLIDAYS.

New Year’s Day - 1 January

Martin Luther King Jr. Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on

Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.3. BASE CLOSURES. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.4. CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL

CLEARANCES AND VEHICLE PASSES. The contractor shall comply with all requirements and procedures IAW AFFARS 5352.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

4.5. CLEANING AND RESTROOM SUPPLIES. The contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the CO not later than the pre-performance conference for acceptance by the CO. After award, any new cleaning supplies added to the contract will need acceptance before being used on the installation. The cleaning inventory supply list shall contain the following information:

- Product name

- Manufacturer

- Item use

- Disposal procedures if material remains after usage

- Storage of item

The contractor shall be responsible for the proper disposal of all their cleaning supplies. A safety data sheet (SDS) shall also be provided for each cleaning and restroom supply item and employees will be trained, by the contractor, on the proper use and disposal of each item. All cleaning supplies shall be non-flammable. NOTE: Products containing chlorofluorocarbons (CFC’s) or ozone depleting substances shall not be allowed or approved for use.

4.5.1 HAZARDOUS MATERIAL IDENTIFICATION. Safety Data Sheets (SDS) are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the contractor upon contract award. Failure to provide SDSs or certificate when requested could result in the contractor being considered non-responsive and result in termination of the contract.

4.6. HAZMART. The government (HAZMART personnel) will inventory all chemicals that the contractor brings on to JBSA Lackland or any property under the control of JBSA Lackland. Any products that meet the criteria of “Hazardous Waste” must be bar coded and tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40

CFR, Part 261.

4.6.1. SPILL RESPONSE. The contractor will be briefed on JBSA Lackland spill response procedures at the pre-performance conference. The contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a contractor caused spill, the contractor shall be required to reimburse the government for all associated costs.

4.7. HAZARDOUS MATERIAL/WASTE MANAGEMENT. The contractor will be briefed on JBSA Lackland Hazardous Material / Waste Management Plan at the pre-performance conference.

4.8. HAZARDOUS MATERIAL HANDLING. The contractor shall have approval from the base Bio-Environmental (BEE) and HAZMART sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require SDSs. The Contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material

Authorization Request, Process Identification Form, and Shop Disposal Form. The Contractor shall provide one copy of the SDSs for each item to BEE and HAZMART sections for review prior to any chemicals being brought onto JBSA Lackland. The contractor shall maintain one copy of the SDSs for each hazardous material line item used within the work center. The contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals. Any Hazardous Material (HM) containing one of these banned substances will not be allowed on base.

4.9. TRAINING. The contractor shall ensure all employees complete the local Air Force

Hazardous Communication, HAZMART, and hazardous waste training. The contractor shall appoint a primary and alternate HAZMART and Hazardous Waste monitor. Monitors are responsible for training all contractor personnel regarding hazardous material containers maintained within JBSA Lackland and complete MSDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit MSDSs to HAZMART as required.

4.10. TRAFFIC LAWS. The contractor and its employees shall comply with base traffic regulations.

4.11. WEAPONS, FIREARMS AND AMMUNITION. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned or privately owned vehicle while on JBSA Lackland.

4.12. FOR OFFICIAL USE ONLY (FOUO). The contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.13. REPORTING REQUIREMENTS. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

4.14. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.15. CONTRACT MANAGER. The contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within

1 hour with the government personnel designated by the CO to discuss problem areas. The contractor shall provide the CO telephone number(s) where validation results and complaints can be reported. The contractor shall also provide to the CO the names and phone/pager numbers of contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.16. PERSONNEL. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

4.16.1. SECURITY REQUIREMENTS. Contractor is required to have a current Top Secret

(TS)/Sensitive Compartmented Information (SCI) eligible, issued by Defense Security Service

(DSS) office. Personnel must have a final U.S. Government issued TS/SCI Eligible security clearance and be Director of Central Intelligence Directive (DCID) 6/4 eligible with a current

Single Scope Background Investigation (SSBI). Contractor must follow the security requirements outlined in the contract DD Form 254, Department of Defense Security

Classification Specification.

4.17. KEY CONTROL. The contractor shall establish and implement methods of making sure all keys/combinations issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government. The Contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the contractor.

4.17.1. LOCK COMBINATION. The contractor shall establish procedures ensuring lock combinations are not revealed to unauthorized persons and ensure the procedures are implemented.

4.18. SCHEDULES. The contractor shall submit an annual schedule for services described in

PWS, Appendices A and B to the CO for acceptance at the pre-performance conference, identifying facilities by building number in numerical order, and day/approximate time cleaning will occur. The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic, minimum frequencies listed in Appendix A and with facility managers as appropriate.

This second work schedule shall be submitted to the CO for acceptance within 10 days after the first contract month period and shall be known as the Cleaning Frequency Schedule (CFS). The contractor shall not deviate from the accepted schedule without prior approval from the CO or

COR. Any permanent changes to the CFS must be submitted 10 days before implementation and receive CO acceptance before the Government will allow the proposed changes. The CFS may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software. One time (non-permanent) schedule changes due to customer requests or base exercises shall be submitted to the COR and do not require CO approval.

4.19. CONTRACT MODIFICATIONS

4.19.1. EXISTING FACILITY FLOOR PLAN CHANGES. Modifications for increases or decreases to the contract shall only be made when the overall identified “cleaning area” square footage, as identified in Appendix B, of a facility increases or decreases or a frequency of cleaning service changes. Modification unit pricing shall be implemented as identified in paragraph 4.19.2, below.

4.19.2. MODIFICATION UNIT PRICING. Modification for adding a facility or additional square footage shall be based on the negotiated unit price for the respective CLIN and level of service being requested (CLIN X001 for prestige level facility cleaning; CLIN X002 for prestige level restroom cleaning, etc.).

4.20. CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER

REPRESENTATIVE (COR). The CO will appoint a primary and alternate representative for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.21. SAFETY REQUIREMENTS AND REPORTS. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the

CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

4.22. CONTRACTOR FULL TIME EQUIVALENT REPORTING. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Custodial Service Contract via a secure data collection site. The contractor is required to completely fill in all required data field at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance for each

Government Fiscal Year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the CMRA help desk.

*Reporting Period: Contractors are required to input data by 31 October of each year.*

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the

ARMY CMRA link at http://www.ecmra.mil (Contracting Information).

5.0. APPENDICES. The government will make all publications, forms, references and report formats listed available. Publications can be accessed on-line at http://www.e-publishing.af.mil/.

Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract. The contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR

52.212-4, Contract Terms and Conditions - Commercial Items clause. Failure of the contractor to submit a price proposal within 15 calendar days from the date of receipt of any change, shall entitle the government to performance in accordance with such change, at no increase in contract price.

http://www.ecmra.mil/ http://www.ecmra.mil/

APPENDIX A –COMMON LEVELS OF SERVICE STANDARDS

-Level 1 Cleaning (Prestige)

-Level 2 Cleaning (Basic)

APPENDIX B - ESTIMATED SQUARE FOOTAGES AND CLEANING LEVEL

APPENDIX C - FLOOR PLANS AND MAPS (TO BE PROVIDED TO CONTRACTOR

UPON AWARD)

APPENDIX D - REQUIRED REPORTS/FORMS.

APPENDIX A –COMMON LEVELS OF SERVICE STANDARDS

Level 1 Cleaning (Prestige)

SERVICE STANDARDS: Level 1 Cleaning (Prestige)

TASK / SERVICE

Level 1 Cleaning - Prestige General Officer, Wing/Base CC, MAJCOM Commander Suites: -

Offices, Lobbies, Conference Rooms. Facility

Waiting Areas, Base Operations, Library, Education

Centers, Passenger Terminals, Recreation/

Community Centers, Chapels, Officer/Enlisted

Clubs, Bath Houses (Remote and Isolated)

SWEEP FLOORS 3x a week

MOP FLOORS 3x a week

BUFF FLOORS As required by the COR via work order

MAINTAIN/STRIP FLOORS Annually

VACUUM CARPET 3x a week

SHAMPOO CARPET Annually

CLEAN WALK-OFF MATS 3x a week

TRASH COLLECTION REMOVAL 3x a week

REST ROOMS (All tasks/services) 5x a week

RESUPPLY REST ROOMS

CLEAN DRINKING FOUNTAIN

CLEAN WALLS/PARTITIONS

SWEEP/DAMP MOP FLOORS

CLEAN/DISINFECT REST ROOM

DESCALE TOILETS & URINALS

REMOVE TRASH

APPENDIX A: COMMON LEVELS OF SERVICE STANDARDS (continuation)

Level 2 Cleaning (Basic)

SERVICE STANDARDS: Level 2 Cleaning (Basic)

TASK / SERVICE Level 2 Cleaning - Basic

General Administrative and industrial Areas -Wing Staff agencies, Admin Facilities/Offices, PME schools, Sq. Command Sections, Hangars, Laboratories, Shops, Warehouses, Computer Rooms, Auditoriums, Break Rooms, Lobbies, Conference Rooms, etc.

SWEEP FLOORS 1x a week

MOP FLOORS 1x a week

BUFF FLOORS As required by the COR via work order

MAINTAIN/STRIP FLOORS Annually

VACUUM CARPET 1x a week

SHAMPOO CARPET Annually

CLEAN WALK-OFF MATS 1x a week

TRASH COLLECTION REMOVAL

1x a week

REST ROOMS (All tasks/services) 3x a week

RESUPPLY REST ROOMS

CLEAN DRINKING FOUNTAIN

CLEAN WALLS/PARTITIONS

SWEEP/DAMP MOP FLOORS

CLEAN/DISINFECT REST ROOM

DESCALE TOILETS & URINALS

REMOVE TRASH

APPENDIX B - ESTIMATED SQUARE FOOTAGE AND CLEANING

16 AF CUSTODIAL APPENDIX B BASIC YEAR

Cleaning Level 1 – Prestige – Kelly Annex

10/01/2020-9/30/2021

Facility No. User/Agency/

Description

Restroom

SF

Restroom

Fixture

Count

Carpet

SF

Hard

Floor SF

Total

Cleaned

SF per

Facility

2000 room 311, 313, 316

16 AF Command

Suite

442 6 4,517 150 5,109

2007 rooms

116, 201, 216, 16th AF Command

Suite

204 8 5,448 130 5,782

2028 rooms

124, 126 A, B

& C

CCSD Command

Suite

0 0 1650 56 1,706

2167 2nd floor

(no room #)

24th AF Command

Suite

428 6 2,897 0 3,325

Sub Total: 1,074 20 14,512 336 15,922

Cleaning Level 2 – Basic – Kelly Annex

10/01/2020-9/30/2021

Facility No. Description Restroom

SF

Restroom

Fixture

Count

Carpet

SF

Hard

Floor SF

Total

Cleaned

SF per

Facility

2000 16th AF/688th

IOC/CC

Admin/Office

3,285 172 231,263 15,607 250,155

2001 16th AF Entry

Control Point

128 9 1,840 0 1,968

2005 16th AF

Office/Warehouse

72 4 288 0 360

2007 16th AF 2,322 72 56,575 3,312 62,209

2012 A1 Admin 962 42 19,468 202 20,632

2017 0 0 1,482 2,381 3,863

2019 224 13 6,063 0 6,287

2028 (Incl

104H)

CCSD

Admin/Office

1,485 106 24,072 17,605 43,162

2049 CCSD

Office/Warehouse

468 13 1,226 17,850 19,544

2058 CCSD

Admin/Office

1,640 77 30,637 24,056 56,333

2061 CCSD

Admin/Office

442 18 9,515 2,282 12,239

2072 ISR Office 272 4 7,318 953 8,543

2081 CCSD

Admin/Office

466 14 11,468 2,586 14,520

2088 24th AF Covered

Entry/

Balcony/Offices

323 11 6,439 630 7,392

2167 24th AF Covered

Entry/Balcony/

Offices

700 22 14,224 4,554 19,478

2169 24th AF Offices 750 21 17,430 90 18,270

Sub Total: 13,539 598 439,308 92,108 544.955

Cleaning Level 2 – Basic – Chapman Annex

2/01/2021 – 9/30/2021

Facility No. User/Agency/

Description

Restroom

SF

Restroom

Fixture

Count

Carpet

SF

Hard

Floor SF

Total

Cleaned

SF per

Facility

300 Guard Shak

120 2 0 475 595

302 AFMC 46 TS Det

2/DOS

180 6 1,259 0 1,439

307 USAF AFSPC 390

COS/DOA

266 7 3,064 24 3,354

311 AFOSI 60 3 1,960 0 2,020

313 688th/834th 523 27 38,064 0 38,587

315 AFOSI 1,188 42 14,567 1,838 17,593

321 AFRC 960th 288 15 9,170 368 9,826

322 960th 352 6 7,003 0 7,355

326 346 TS 225 12 1,823 367 2,415

331 Strategic

Expeditionary

Group

1,256 38 23,417 8,436 33,109

390 833rd COS & 836th

COS

232 8 6,029 229 6,490

Sub Total: 4,690 166 106,356 11,737 122,783

16 AF CUSTODIAL APPENDIX B OUT YEARS

Cleaning Level 1 - Prestige

10/01/2021 - 9/30/2022

Facility No. User/Agency/

Description

Restroom

SF

Restroom

Fixture

Count

Carpet

SF

Hard

Floor SF

Total

Cleaned SF per Facility

2000 room 311, 313, 316

16 AF Command

Suite

442 6 4,517 150 5,109

2007 rooms

116, 201, 216, 16th AF Command

Suite

204 8 5,448 130 5,782

2028 rooms

124, 126 A, B

& C

CCSD Command

Suite

0 0 1,650 56 1,706

2167 2nd floor

(no room #)

24th AF Command

Suite

428 6 2,897 0 3,325

Sub Total: 1,074 20 14,512 336 15,922

Cleaning Level 2 - Basic

Facility

No.

Description Restroom

SF

Restroom

Fixture

Count

Carpet

SF

Hard

Floor SF

Total

Cleaned

SF per

Facility

300 Guard Shack 120 2 0 475 595

302 AFMC 46 TS Det

2/DOS

180 6 1,259 0 1,439

307 USAF AFSPC 390

COS/DOA

266 7 3,064 24 3,354

311 AFOSI 60 3 1,960 0 2,020

313 688th/834th 523 27 38,064 0 38,587

315 AFOSI 1188 42 14567 1,838 17,593

321 AFRC 960th 288 15 9170 368 9,826

322 960th 352 6 7003 0 7,355

326 346 TS 225 12 1823 367 2,415

331 Strategic

Expeditionary Group

1256 38 23417 8,436 33,109

390 833rd COS & 836th

COS

232 8 6,029 229 6,490

2000 16th AF/688th

IOC/CC

Admin/Office

3285 172 231,263 15607 250,155

2001 16th AF Entry Control

Point

128 9 1,840 0 1,968

2005 16th AF

Office/Warehouse

72 4 288 0 360

2007 16th AF 2,322 72 56,575 3,312 62,209

2012 A1 Admin 962 42 19,468 202 20,632

2017 0 0 1482 2381 3,863

2019 224 13 6,063 0 6,287

2028 (Incl

104H)

CCSD Admin/Office 1485 106 24,072 17,605 43,162

2049 CCSD

Office/Warehouse

468 13 1,226 17,850 19,544

2058 CCSD Admin/Office 1,640 77 30,637 24,056 56,333

2061 CCSD Admin/Office 442 18 9,515 2,282 12,239

2072 ISR Office 272 4 7318 953 8,543

2081 CCSD Admin/Office 466 14 11,468 2,586 14,520

2088 Admin/Offices/

Gazebo

323 11 6,439 630 7,392

2167 24th AF Covered

Entry/

Balcony/Offices

700 22 14,224 4554 19,478

2169 24th AF Offices 750 21 17,430 90 18,270

Sub Total:

18,229

545,664

103,845

667,738

Levels 1 & 2 Total of

Service:

19,303 784 560,176 104,181 683,660

APPENDIX C - Floor Plans – Hard copy to contractor upon contract award

APPENDIX D - REQUIRED REPORTS/FORMS

Required Due Date

Proof of TS/SCI SSBI Pre-Performance Conference

Contractor’s QCP Shall be submitted as part of the contractor’s proposal.

Cleaning Frequency Schedules Pre-Performance Conference

Primary/Alternate POCs Upon Contract Award

AF Form 332 – Civil Engineer Work Order As Needed

AF Form 3952 - Chemical/Hazardous Material Authorization

As Needed

Customer Complaint Form As Needed

ABREVIATIONS AND ACRONYMS

AF – (U.S) Air Force

AFI – Air Force Instruction

CDC- Child Development Center

CLIN- Contract Line Item Number

CO – Contracting Officer

COR – Contracting Officer’s Representative

PWS – Performance Work Statement

SS – Service Summary

HAF – Headquarters Airforce

QPC – Quality Control Plan

CFS – Cleaning Frequency Schedule

MSDS – Material Safety Data Sheet

CDR – Contract Discrepancy Report

BEE – Bio Environmental

EHS – Extremely Hazardous Substances

ODS – Ozone Depleting Substance

PBT – Persistent Bio accumulative & Toxic

HM – Hazardous Material

FOUO – For Official Use Only

FOIA – Freedom of Information Act