Attachment 1 - Performance Work Statement and QASP.pdf

United States Department of Agriculture Agricultural Research Service

Dale Bumpers National Rice Research Center 2890 Hwy 130 East Stuttgart, AR 72160

PERFORMANCE WORK STATEMENT (PWS)

FOR

JANITORIAL

SUPPORT SERVICES

AT THE

Stuttgart, AR

1. BACKGROUND

The Dale Bumpers National Rice Research Center (DBNRRC) is a location within the United States Department of Agriculture (USDA), Agricultural Research Service, Southeast Area.

DBNRRC is located at 2890 Hwy 130 East, Stuttgart, AR and houses approximately 20-25 employees. The Research Center is comprised of numerous buildings and outbuildings, however, for the purpose of this contract, this Performance Work Statement is only for the main building.

The DBNRRC is open five days a week, Monday – Friday from 7:00 a.m. to 4:00 p.m., except all federal holidays. The facility is closed on federal holidays, and may be closed all or portions of Christmas Eve, New Year’s Eve or other times not scheduled. The facility is closed all other hours and weekends. Occasionally, employees come in on holidays, weekends, and after hours to check on research and special projects.

2. GENERAL SCOPE OF WORK

The Contractor shall provide all managerial, administrative, and direct labor and employee training as necessary to ensure custodial (basic cleaning, restroom cleaning, and trash removal) services are performed. Paper towel, toilet paper, trash bags, and hand soap will be supplied by DBNRRC. Contractor must notify Location Site Manager (LSM) with an itemized list of supplies for replacement. All supplies and equipment needed for cleaning will be provided by DBNRRC.

Performance shall be in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance at all times. All work shall be in accordance with commercial standards, requirements of the PWS, and all federal, state, and local laws.

Performance will be based on the government’s evaluation of results, not the frequency or method of performance. The evaluation of results will be based on customer satisfaction, inspections, best trade practices, etc. Final results will be the determining factor for the success or failure of this contract. Drawings of areas to be cleaned are listed in Appendix 1, highlighted in yellow and green. Performance period for this contract will be a base year plus four additional option years.

The Contractor shall maintain the following:

Building #1 consists of approximately 40,000 SF of area that needs cleaning. Contractor must verify exact area square footage.

3. PLACE OF PERFORMANCE

DBNRRC is located at 2890 Hwy 130 East, Stuttgart, AR in Building #1.

4. SERVICE WORK AND HOURS OF OPERATION

Services will be performed during the days and hours of operation of DBNRRC (as stated in Section 1 (Background)).

5. FEDERALLY OBSERVED HOLIDAYS

The DBNRRC is open Monday through Friday. The facility buildings are closed on New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

6. QUALITY CONTROL

The Contractor shall perform the requirements of the PWS in accordance with a Quality Assurance Surveillance Plan (QASP) that identifies how the Performance Work Statement and standards in the Services Summary will be maintained.

7. QUALITY ASSURRANCE

The LSM will monitor the quality of the services provided in accordance with the Quality Assurance Surveillance Plan (QASP). If work does not meet the standards the first recourse is to have the work re-performed by the Contractor. If the Contractor is unable to re-perform the work, other consideration will be requested and agreed to between the contracting officer and Contractor with LSM input.

8. PERFORMANCE REQUIREMENTS (TASKS)

Prior to the start of work under this contract, the contractor shall submit a cleaning frequency schedule to the LSM and the Contracting Officer. This schedule identifies cleaning frequencies for the requirements listed below. Cleaning will be for five (5) days per week, with a minimum of six (6) hours per day, maximum of eight (8) hours per day.

8.1 Trash Collection, Recycling and Removal.

8.1.1 Empty and return all trash receptacles daily to their original location in common areas, hallways, lobby areas, office areas, bathroom facilities, storage areas, lunch room, conference room and throughout the DBNRRC or other locations to be identified by the LSM. This includes removing empty boxes, and paper that is either marked as “trash” or known to be trash. All trash shall be emptied daily.

8.1.2 Ensure all receptacle containers are clean and have a trash receptacle liner. Soiled or torn trash receptacle liners shall be replaced with new liners.

8.1.3 Trash shall be deposited in the government exterior trash collection located near the southeast corner of Building #1.

8.2 Non-Carpet Floor Maintenance.

8.2.1 Clean all non-carpet floors and keep them free of any dirt, litter, or grime to ensure a clean appearance. Non-carpeted areas shall be swept, dust mopped, and damp mopped to ensure they are free from dirt, debris, dust, scuff marks, heel marks and any other foreign matter. All accessible areas shall be mopped. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue or any evidence of soil, stains, film debris, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area. Baseboards, corners, wall, and floor edges shall also be clean.

All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc.

8.2.2 Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper placement.

8.2.3 Wet mop all non-carpeted floors. Use floor signs to alert building occupants of any slippery and/or wet surfaces during cleaning operations. Signs shall be posted where easily visible to minimize accidents. Mopping will be done on a weekly basis.

8.2.4 Buff all non-carpeted floors throughout the facility to ensure they display a high gloss shine. Submit a buffing schedule to the LSM one work week in advance prior to any buffing being performed in the facility. Buffing will be performed in accordance with the LSM and Contractor agreed to schedule. Buffing will be done every two weeks or as needed.

8.2.5 Ensure that when furniture or equipment must be moved, no chairs, wastepaper baskets, or other similar items are stacked on desks, tables, window sills, laboratory benches, or other stationary equipment. Upon completion of work, all furniture and equipment shall be returned to its original position.

8.2.6 Additional floor requirements:

8.2.6.1 Ceramic tile floor areas located in facilities including corners, under furniture, etc. must be kept clean and free of debris. No heel marks, dust or water streaks should be visible and the floor shall not appear dingy or cloudy. Floors shall be cleaned and finished to display a high glossy shine, but shall be maintained to provide safe anti-slip walking conditions.

8.2.6.2 The floors shall be cleaned in such a manner so that no dust is raised. Debris shall be deposited in receptacle(s) provided for this purpose.

8.2.6.3 Special attention should be given to floors around urinals and commodes for disinfecting and elimination of odors and stains, and to provide a uniformly clean appearance.

8.2.6.4 Floors may be requested by LSM to be stripped, waxed and buffed once during the contract year. Waxing of individual offices and/or laboratories shall be scheduled as to not disrupt scientific research.

8.3 Carpeted Floor Maintenance

8.3.1 Vacuum all carpeted areas including mats throughout the building to ensure they are free of any accumulated dirt and debris. There shall be no spots, smears, stains, dirt streaks, spillage, or foreign material.

8.3.2 Clean with LSM-approved cleaning agents. Any carpeted area that still displays a spill, soiled, stained appearance after twenty-four hours will be re-cleaned to ensure no carpeted area is left discolored or showing excessive wetness.

8.3.3 Notify LSM within forty-eight hours if unable to remove spots or stains. That includes rips, tears or other carpet defects.

8.3.4 Carpet shall be shampooed at least once a year including common areas and offices.

8.3.5 Assure that there shall be no evidence of frizzing caused by harsh rubbing or brushing of carpet fibers.

8.3.6 Assure that debris is deposited in receptacles provided for this purpose.

8.3.7 Use of HEPA vacuums is mandatory for all vacuuming tasks.

8.4 Restroom Maintenance

8.4.1 Restroom maintenance is required twice weekly or as needed and as specified the Contractor shall:

8.4.1.1 Thoroughly clean all restrooms in accordance with the schedule. Provide additional cleaning as necessary during special events (1 to 2 per year). Clean and disinfect all restroom toilets, sinks, urinals, mirrors, stall doors, plumbing fixtures, shower, floors, trash receptacles, soap dispensers, paper towel dispensers, and sanitary dispensers to ensure they are free of foul odors, have a fresh, clean odor and a sanitized appearance that is free of any unsightly trash, dirt, grime, debris, scale deposits, excess water, or foreign matter. This includes:

all wall surfaces, partitions, window frames, sills, floor drains, and shelving areas. Urinal traps shall be free of foul odors. If dispensers are found defective, notify the LSM within twenty-four hours with the location and type of dispenser.

8.4.1.2 Cleaning and disinfecting of all sinks, plumbing fixtures, toilets, and urinals shall be performed as required to keep areas free of scale, soap films, and other deposits. After cleaning, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

8.4.1.3 Periodically, the Contractor may be required to plunge a toilet and clean up spills that happen. If the toilet is beyond plunging or normal janitorial duties, the Contractor shall notify the LSM for building maintenance to repair.

8.4.1.4 Replenish restroom supplies such as paper towels, toilet paper, and hand soap, where required. Restroom supplies will be supplied by the government.

8.4.1.5 Notify the LSM immediately upon discovery or notification of any defective government equipment or property.

8.5 Miscellaneous Cleaning

8.5.1 Windows, Doors and Walls: Clean all interior/exterior glass doors including entry way doors in Building #1 as identified. After cleaning the glass there shall be no traces of film, dirt, smudges, water, or other foreign matter. Also, clean walls to the Lobby area of main building entrance to ensure they are free of any smudges, fingerprints, lint, cleaning marks, cobwebs, stains, marks and streaks; paying particular attention to walls, toilet walls, stalls, and partitions. The doors and walls shall have a clean appearance and be free of cleaning film.

8.5.2 Dusting: Dust all common area walls, furniture, cabinets (exterior surfaces only), window sills, ledges, and blinds to ensure they are free of collected dust, Ensure the visual surface areas are free of oils, residue, spots, or discolored smudges. If necessary, clean window sills with lightly dampened sponge using approved cleaner.

8.5.3 Drinking Fountains and Sinks: Clean and disinfect polished metal surfaces including the orifices and drain as well as exterior surfaces of all drinking fountains to ensure they are kept free of dust, spots, mold, streaks, and stains.

8.5.4 Floormats: Vacuum and clean interior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Rubber or polyester entrance mats shall be swept, vacuumed, or hosed down outside to remove soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to their normal locations.

8.5.5 The Contractor shall restock all dispensers located in the common areas, bathrooms and lunchroom. Materials will be supplied by the USDA.

8.5.6 Perform general spot cleaning in all hallways and common areas as specified. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc. from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

8.5.7 Ceilings: Shall be free of cobwebs.

8.5.8 Outside Entrances: Sweep landings and entrance rugs, polish and clean both sides of entrance glass of main entrances.

8.5.9 Lunch room, kitchen, and small conference room: Clean all tables and chairs, counters, stovetop, cabinets, refrigerator, flat surfaces, walls, window ledges, microwaves, and sink.

8.6 Other Service Requirements

8.6.1 Report within one working day, any termination action to the LSM and the

Contracting Officer. Report a new employee to the LSM and Contracting Officer for coordination to ensure they have access to the facilities.

8.6.2 If appropriate, turn off lights when not in use and make sure that all doors are locked when exiting Building #1.

9. GOVERNMENT FURNISHED SUPPORT, SPACE, SUPPLIES, MATERIALS, UTILITIES AND PROPERTY

The Government shall furnish:

9.1 Electrical power outlets will be available for the Contractor.

9.2 Utilities to perform the requirements of this contract.

9.3 The LSM will provide space in the building for any of the specific uses described below. The LSM and Contracting Officer reserve the right to change the space if needed.

9.3.1 Space for storage of an inventory of supplies and/or equipment needed and not provided by the government. The Contractor will not store any flammable or explosive liquids in the building. The Government will not be responsible in any way for damage to or loss of the Contractor’s stored supplies, materials, or equipment.

9.3.2 Janitor’s closet for storing equipment including mops, brooms, dust cloths, etc.

Contractor shall store all materials and supplies in compliance with applicable fire regulations. These closets and the stored equipment shall be kept clean and in an orderly manner by the Contractor.

9.3.3 All defective government furnished property/equipment shall be reported to the LSM immediately upon discovery or notification. Defective dispensers shall be reported to the LMS by the end of the work day.

9.3.4 The Government will supply the following items: Toilet paper, paper towels, hand soap, and trash bags and the following equipment: vacuums, buffer, brooms, mops, cleaning cloths, cleansers, disinfectants.

10. SUPERVISION OF CONTRACT WORK

The supervisor shall be responsible for ensuring employees receive proper guidance in performing the various tasks under the resultant contract.

11. CONTRACTOR PERSONNEL CONDUCT/ADHERENCE TO USDA POLICIES

11.1 All contractor employees must have adjudicated fingerprint record on file with the

Personnel Security Division of USDA, ARS.

11.2 Employees shall sign “in” and “out” each day scheduled for cleaning.

11.3 In addition, all personnel shall complete emergency procedures and safety training for work areas and comply with, ARS/USDA safety rules, and security regulations, adhere to energy conservation policies and any other instructions pertaining to conduct of personnel while in a Government facility. Employees shall be notified of infractions of any rules, regulations, or prohibitions and that they may be grounds for removal from the Government property. See website below (for copies of bulletins, policies and procedures); for Personnel Bulletin No. 735-1 on Employees Responsibilities and Conduct; and Section(s) 240.3 on Physical Protection, Security and Conduct While on ARS Controlled Property, and 343.3-ARS Smoking Policy under website:

http://www.afm.ars.usda.gov/ppweb/index.htm

12. LABORATORY CLEANING

Contractor employees will be cleaning the floors in twenty-seven laboratories located in Building

#1. Employees will be given proper instruction/training prior to entering the laboratories by the

LSM or technician responsible for the area.

13. ADDITIONAL/OR REDUCTION OF SERVICES

The Contracting Officer will give the contractor a written notice in advance stating the areas to be dropped or added from the contract and when to return to the normal cleaning schedule, as applicable. The contracting officer is the only person authorized to bind the Government

(Money, Time, Quality, etc).

http://www.afm.ars.usda.gov/ppweb/index.htm

14. SERVICE DELIVERY SUMMARY

Performance Objective PWS Para

Performance Threshold

Performance Requirements:

Floors, baseboards, corners and wall edges are free of dirt, dust and debris; trash is empty; plastic liners are in good condition;

trash containers are free of odors and visible dirt; trash is emptied into outdoor trash collection container; glass and mirrors have no traces of film, dirt, smudges, or water; drinking fountains are disinfected and free of streaks, stains, spots, smudges scale and other deposits; carpets are free of dirt, debris, litter and other foreign matter; dust is not visible.

8.1, 8.2, 8.3

Not to exceed 10 customer complaints per month.

Restroom Cleaning Services:

Restrooms are disinfected and free of dirt, deposits, streaks and odors; showers are disinfected and free of soap films, scum and other deposits; toilets and urinals are disinfected and free of scale, stains, scum and other deposits; floors are free of litter, dirt, dust and debris; supplies are adequate until next service;

trash is emptied into outdoor trash collection container

8.4 Net to exceed 10 customer

complaints per month.

Miscellaneous Cleaning:

Items are maintained as required. Restock all restrooms.

8.5 All deficiencies must be

resolved.

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Dale Rumpers National Rice Research Center - Stuttgart, AR

United States Department of Agriculture Agricultural Research Service

2890 Hwy 130 East Stuttgart, AR 72160

QUALITY ASSURANCE SURVEILLANCE PLAN

JANITORIAL SERVICES

AT THE

Stuttgart, AR

QUALITY ASSURANCE SURVEILLANCE PLAN

JANITORIAL SERVICES

INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Performance Requirements Summary (PRS) in the maintenance contract.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

The QASP is based on the premise the Government desires to maintain a quality standard in operating, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective.

The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

In this contract, the quality control program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

Performance Objective

Performance Standard Performance Threshold

Basic Cleaning Floors, baseboards, corners and wall edges are free 90% of all duties Services of dirt, dust and debris. Trash is empty; plastic liners are without are in good condition. Trash containers are free of customer odors and visible dirt. Trash is emptied into outdoor complaints for the trash collection container. Ash containers are month.

emptied and free of ashes, odors and stains.

Windows, glass and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Stairways are free of dirt, debris, marks smudges, scuffs and other foreign matter. Carpets are free of dirt, debris litter and other foreign matter. Dust is not visible.

Basic Restrooms are disinfected and free of dirt, deposits, 90% of all duties Restrooms streaks and odors. Showers are disinfected and free with restrooms Cleaning of soap films, scum and other deposits. Toilets and are without Services urinals are disinfected and free of scale, stains, scum customer and other deposits. Floors are free of litter, dirt, dust complaints for the and debris. Supplies are adequate until next service. month.

Periodic Floors have a glossy uniform appearance free of 90% of all duties Cleaning scuffmarks, heel marks, wax buildup and other stains receiving periodic Services and discoloration. Windows are free of film, dirt, services are smudges, water, and other foreign matter. Carpets without customer are free of stains and discoloration. complaints for the reporting period.

SURVEILLANCE: The Locations Site Manager (LSM) will receive complaints from Government personnel and pass them to the contractor for correction.

STANDARD: 90% of all duties are without customer complaints for the month or service period.

The LSM shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items (February 2007) or the appropriate Inspection of Services clause, if any of the above service areas exceed 10 customer complaints.

PROCEDURES: Any Government employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the LSM and the LSM will complete appropriate documentation to record the complaint. The LSM will consider the customer complaint valid upon receipt from the customer.

The LSM should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the LSM if not corrected. The LSM will consider customer complaints to be resolved unless notified otherwise by the customer. The LSM shall verbally notify the Contractor of the customer complaint. The Contractor will be given twenty-four hours after verbal notification to correct the unacceptable performance. If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the LSM. The LSM will conduct an investigation to determine the validity of the complaint. If the LSM determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The LSM will retain the annotated copy of the written complaint for his/her files. If after investigation the LSM determines the complaint as valid, the LSM will inform the Contractor and the Contractor will be given an additional twelve hours to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the LSM should contact the Contracting Officer for appropriate action.

SURVEILLANCE: The Government LSM will evaluate the services required by each delivery order to ensure compliance.

STANDARD: The Contractor shall perform all work required by the task or delivery order in a satisfactory manner in accordance with the PWS. The LSM shall not consider the task or delivery order complete until all deficiencies have been corrected.

PROCEDURES: The Government LSM will inspect all work tasks required by the task or delivery order to ensure Contractor compliance with the PWS each time the service(s) is performed and record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, notify the contractor of the deficiencies for correction. The Contractor shall be given twenty-four hours after notification to correct the unacceptable performance.