Attachment 1 Performance Work Statement and QASP.pdf

US Department of Agriculture (USDA)

Performance Work Statement and QASP

Janitorial Services

Temple, TX

General Information

1.0 Background and Purpose: This requirement is to provide Janitorial Services, ensuring health, safety and protection of valuable research conducted at this facility.

2.0 Scope: The Prime Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform janitorial services for the USDA-ARS, Grassland, Soil & Water Research Laboratory as defined in this Performance Work Statement (PWS). All equipment and supplies needed to perform the requirement beyond Government provided in section 3.0 is the responsibility of the Contractor.

The Contractor shall perform to the standards of this PWS. This is a performance-based requirement, the labor mix of employees to perform this contract remains the discretion of the Contractor for all services.

3.0 Government Provided Consumables: Plastic trash bags, toilet tissue, soap, wax, stripper, window cleaner, bowl cleaner, liquid cleaner, mops (wet or dry), brooms, mop buckets, and paper towels.

4.0 Definitions:

4.1 CLIN – Contract Line Item, numbered. Established in the solicitation schedule, will start with “0001.”

4.2 Privity of Contract - Contract service providers shall be accountable solely to the Prime Contractor, who, in turn, is responsible to the Government.

4.3 Government Technical Monitor – USDA Employee Location representative appointed by the Contracting Officer to monitor, evaluate, and communicate to the CO the Contractor’s performance in complying with contract requirements in an efficient and timely manner.

4.4 Program Office Administrative Officer – USDA Employee Location/Program Office administrative representative identified by the Contracting Officer at point of award. The Program Office Administrative Officer may not be physically located at the facility.

4.5 ‘Calendar Days’- Every single day on the calendar (12 AM to 11:59 PM), including weekends, holidays, and non-working days.

4.6 ‘Business Days’ – Standard business days 8AM to 5PM USA Central Time with holiday exceptions as noted:

Listed below are official Government holidays:

New Year’s Day January 1*

Martin L. King Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth As Indicated Independence Day July 4* Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11* Thanksgiving Day Fourth Thursday in November Christmas Day December 25* OR when the USDA-ARS facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings *In accordance with Federal regulations, if these holidays fall on a Saturday, the holiday will be observed on Friday, if Sunday, holiday will be observed on Monday.

5.0 Period of Performance: The period of performance (PoP) shall be for one (1) Base Year of 12 months and four 12-month option years.

6.0 Hours of Service Performance:

6.1 5:00 PM through 9:30 PM Central Time on Business Days, Monday through Friday.

6.2 The only work allowed on weekends shall be major work (stripping and re-waxing halls and labs.)

6.3 Weekend work shall be communicated to the Location Monitor in writing three Business Days in advance of service dates.

7.0 Place of Performance: The work to be performed under this contract will be conducted at the USDA-ARS, Grassland, Soil & Water Research Laboratory located at 808 East Blackland Road, Temple, TX 76502.

8.0 Invoicing and Payment:

8.1 The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP).

8.2 All invoices shall be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury. More information is available at https://www.ipp.gov. The Department of Treasury is the point of contact for all IPP Collector account inquiries.

8.3 Payment is in arrears pursuant to the clause at FAR 52.212-4. Note FAR 52.212-4 (i)(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

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

8.5 The invoice cycle is monthly.

8.6 Advance invoice approval is not required, as required approval tiers exist in IPP.

Contractor Requirements

9.0 Technical Requirements / Tasks Matrix – See Appendices for Building Details

9.1 Building 4/4A – Office/Laboratory (Approx. 26,000 square feet)

9.1.1 Daily: Entry-Foyer, Halls, Restrooms, Conference Rooms, Offices, Lunchroom, Meeting Room

9.1.1.1 Sweep and dust mop floors – halls and lunchroom

9.1.1.2 Clean disinfect fountains (3)

9.1.1.3 Empty ALL trash containers; install new plastic liners as required

9.1.1.4 Clean and disinfect restrooms -- wash basins, stools, urinals, mirrors, mop floors

9.1.1.5 Service restrooms -- paper towels, toilet paper, and soap

9.1.1.6 All trash will be in plastic bags, tied as to prevent trash from spilling in the process of dumping.

9.1.1.7 Table tops and countertops in lunch room to be washed and wiped down daily.

9.1.2 Twice a Week:

9.1.2.1 Sweep/dust mop floors – laboratories

9.1.2.2 Wet mop floors – halls, lunchroom (more frequently as required to maintain appearance)

9.1.3 Weekly: Conference Rooms, Meeting Room, Offices, Lunchroom

9.1.3.1 Clean all glass

9.1.3.2 Spray buff/polish floors in main corridor hall ways

9.1.3.3 Vacuum walk-in mats -- all carpeted areas

9.1.3.4 Vacuum ALL carpeted floors

9.1.3.5 Dust end table and display cabinet in Lobby

9.1.4 Monthly

9.1.4.1 Dust corners, ceiling to floor in Meeting Room, Conference Rooms, and Lunchroom

9.1.4.2 Machine scrub/wet mop laboratory floors (as required to maintain appearance)

9.1.4.3 Scrub floors and walls of restrooms

9.1.5 Quarterly:

9.1.5.1 Scrub and recoat composite floors – halls, lunchroom

9.1.5.2 Dust/damp wipe all door frames

9.1.6 Semi-Annually: Scrub and recoat as required all composite floors – laboratories (March and September)

9.2 Building 5 – Headhouse

9.2.1 Daily:

9.2.1.1 Restrooms (x3 approx. 400 square feet):

9.2.1.1.1 Sweep and spot wet mop floors

9.2.1.1.2 Clean and disinfect wash basin, stool, urinal, shower stall

9.2.1.1.3 Service paper towels, toilet paper, soap

9.2.1.1.4 Empty all trash containers

9.2.1.2 Labs (approx. 6400 square feet:) Empty all trash in Labs at such time as they become occupied

9.3 Building 12 – Multi-Purpose

9.3.1 Daily: Lower overhead doors and lock all entry doors no later than 5:30 p.m.

9.3.2 Twice a Week:

9.3.2.1 Clean and disinfect restrooms (approx. 500 square feet)-- wash basins, stools, urinals, mirrors

9.3.2.2 Empty restroom trash containers; install plastic liners

9.3.2.3 Service restrooms -- paper towels, toilet paper and soap

10.0 Technical Requirements – Task Details

10.1 Sweeping and Wet Mopping: After sweeping and mopping operations, all floors shall be clean and free of dirt streaks; no dirt in corners, under furniture, and behind doors (under furniture means chairs, desks, or tables having airspace). After being mopped, the floor shall have a uniform appearance with no streaks, swirl, or detergent marks, or any evidence of soil, stains, film, or standing water. There shall not be any splash marks or mop streaks on furniture, walls, baseboards, or mop strands remaining in the area.

10.2 Cleaning Glass (Windows & Mirrors): After glass has been cleaned, all traces of film, dust or dirt, smudges, or other foreign matter shall have been removed from frames and casings.

10.3 Trash Removal: All waste trash containers and other trash containers shall be emptied and returned to their original location. The trash shall be secured (tied) in plastic bags and deposited in the nearest outside trash dumpster to the building, DAILY.

10.4 Vacuuming: After vacuuming, the carpeted floor shall be free of all visible litter and/or soil.

10.5 Drinking Fountains: Disinfect all polished metal surfaces. After cleaning, the fountain shall be free of streaks, stains, spots, smudges, scale, or other obvious soils.

10.6 Cleaning Walk-In Mats: Carpet-type entrance mats shall be vacuumed to remove soil and grit. Soil and moisture underneath the mats shall be removed and mats returned to their normal location.

10.7 Cleaning Toilet Bowls, Wash Basins, Urinals: Cleaning, disinfecting, and descaling the entire surface, inside and outside, shall leave the fixture free from stains, streaks, scum, scale, or rust, DAILY.

10.8 Floor Maintenance: ALL tile floor covered under this contract shall receive floor maintenance. This includes dry buffing, spray buffing, stripping, and waxing. Extremely stubborn spots -- gum, rust, burns -- shall be removed by hand.

corners and other areas that floor machines cannot reach shall also be cleaned by hand. After maintenance, the floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains or discolorations. All equipment shall have bumpers and guards to prevent marking or scratching fixtures, furniture, or building surfaces. All equipment used shall have the necessary safety protection and be UL approved. Equipment must operate using existing building circuits.

11.0 Contractor Personnel

11.1 Contractor Key Personnel: The Prime Contractor shall provide a Prime Contractor Representative who shall be responsible for the performance of the work and shall be the central point of contact with the Government.

11.1.1 The name of the Prime Contractor Representative and an alternate who shall act on behalf of the Prime contractor when the Prime Contractor Representative is absent shall be designated in writing with current contact information to the Government Technical Monitor within 10 calendar days of award.

11.1.2 The Prime Contractor Representative or alternate shall have full authority to act for the Prime Contractor on all contract matters relating to the daily operation of this contract.

11.1.3 The Prime Contractor Representative shall be available from 0800 to 1700 Central, Monday through Friday, except Federal holidays or when the USDA-ARS facility is closed for administrative reasons. Since this is a performance-based contract, the labor force of employees to perform this contract remains the discretion of the Contractor for all services.

11.1.4 Rosters: The Contractor shall provide the Government Technical Monitor a list of all employees who will perform work under this contract within 10 calendar days of award.

11.1.5 The list shall include the name and work assignment of each employee.

11.1.6 The Contractor shall maintain revisions and updates to this list and submit them to the Government Technical Monitor.

11.1.7 Within 15 days of award, the documentation required for contractor employee PIV Cards shall be submitted to the Program Office Administrative Officer.

11.2 Privity of Contract:

11.2.1 Contract service providers shall be accountable solely to the Prime Contractor, who, in turn, is responsible to the Government.

11.2.2 The USDA is not responsible for Prime Contractor personnel actions, such as hiring evaluations, position interviews, resume reviews, contacting individual employees, etc.

11.3 Conduct of Contractor Employees:

11.3.1 All contract personnel attending meetings 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 USDA/Government officials. T

11.3.2 All documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

11.3.3 Contractor employees shall comply with the facility traffic regulations and other policies pertaining to the conduct of persons on Government facilities.

11.3.4 Contractor employees shall not disturb papers on desks, open desks or cabinets, or use office equipment.

Extreme care must be exercised while cleaning in laboratories due to sensitivity of delicate instruments located therein.

11.3.5 Use of the telephone is provided only for emergency calls.

11.3.6 Contractor employees shall utilize energy conservation policies by not adjusting heating/cooling devices, and by turning off lights in unoccupied areas, unless, otherwise directed.

11.3.7 Contractor employees shall not enter any area where janitorial services are not rendered.

11.3.8 All outside doors will be secured while janitorial work is being performed in the buildings.

11.3.9 No non-contractor employees or pets will be allowed on site.

11.3.10 Presence of minors accompanying any contractor employee will be cause for immediate removal from the facility and notification to the Prime Contractor Representative.

12.0 Security Requirements

12.1 Personal Identity Verification of Contractor Employees:

12.1.1 The contractor shall comply with the personal identity verification (PIV) policies and procedures established by the United States Department of Agriculture (USDA) Directives 4620-002 series. https://www.usda.gov/directives/dm- 4620-002

12.1.2 Should the USDA Directives 4620-002 require the exclusion of a contractor's employee, the Contracting Officer, Administrative Officer, or Government Technical Monitor will notify the contractor in writing. The prime contractor representative shall manage compliance with the PIV policies established by the USDA Directives 4620-002 and to maintain a list of employees eligible for a USDA PIV card required for performance of the work.

12.1.3 The responsibility for maintaining a sufficient workforce remains with the contractor. Contractor employees may be barred by the Government from performance of work should they be found ineligible or to have lost eligibility for a USDA PIV ID card. Failure to maintain a sufficient workforce of employees eligible for a USDA PIV ID card may be grounds for termination of the contract.

12.1.4 The PIV Sponsor for this contract is the USDA Program Office Administrative Officer. Background Investigation data will only be submitted to the PIV Sponsor. No other parties will be included in Background Investigation submittal communications from the contractor to the PIV Sponsor.

12.1.5 Upon compliance with the established USDA Directives 4620-002 series, the Government is responsible for the cost of PIV ID Card upon submittal of background investigation information to the PIV Sponsor.

12.1.6 Contractor employees that have not been issued a PIV ID Card will not be allowed to perform work for this requirement without a USDA employee escort present at all times.

12.2 Physical Keys:

12.2.1 The Contractor shall establish and implement methods of insuring that all keys issued to the Contractor by the U.S. Government are not lost, misplaced, or used by unauthorized personnel.

12.2.2 NO KEYS SHALL BE DUPLICATED, and such action would be cause for immediate termination of the contract by the U.S. Government.

12.2.3 If a building key or a master key is lost, all locks and keys for that system will be replaced by the Government and the total cost is the responsibility of the Contractor. Estimated cost is in excess of $12,000.00.

13.0 Insurance Requirements

13.1 Workers’ Compensation and Employer's Liability. The Contractor is required to comply with applicable

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

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

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

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

13.5 Proof of insurance shall be submitted to the Contracting Officer pursuant to the clause at FAR 52.228-5 within 5 calendar days of award.

14.0 Submittal Schedule:

Submittal Reference Delivery

Format

Due by

Proof of Insurance Clause at FAR 52.228-5, Insurance - Work on a

Government Installation and section entitled Insurance Under

Fixed-Price Contracts.

Emailed PDF to Government

Technical Monitor and CO

Within 5 calendar days of award.

Key Personnel – Prime Contractor

Representative

Section 11 Emailed PDF to Government

Technical Monitor and CO

Within 10 calendar days of award

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

Section 11 Emailed PDF to Government

Technical Monitor and CO

Within 10 calendar days of award

PIV Card BI Submittal information for on-site employees

Section 12.1 Emailed to PIV Sponsor

Within 15 days of award

Quality Assurance Surveillance Plan

15.0 Performance Requirement Measures/QASP:

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

15.2 Surveillance Requirements for Section 9 and 10:

15.2.1 The Government Technical Monitor will complete random, unannounced inspections at minimum weekly of the areas identified in Section 9 to the detail established in Section 10.

15.2.2 If no deficiencies are noted, the monthly performance level for Section 9 and 10 requirements is 100%

15.2.3 Otherwise, any deficiencies will be documented in writing via email to the contractor. A camera or video may be used to visually document any deficiencies.

15.3 Corrective Action Requirements for Section 9 and 10:

15.3.1 In the event there are performance deficiencies, the Government Technical Monitor will notify the Prime Contractor Representative by noon central time the next business day following the service inspection in writing indicating the section of the PWS by number where the deficiencies occurred.

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

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

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

15.4 Surveillance and Corrective Action Requirements for Sections 11, 12, 13 and 14:

15.4.1 Section 11 –Any performance level under 100% will be reported to the Contracting Officer for immediate corrective action.

15.4.2 Section 12 - Any performance level under 100% will be reported to the Contracting Officer for immediate corrective action.

15.4.3 Section 13 – Any performance level under 100% will be reported to the Contracting Officer for immediate corrective action.

15.4.4 Section 14 – If Notice to Proceed is not issued within 30 days of contract award due to less than 100% submittal performance, the Contracting Officer will pursue corrective action.

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

Appendices

16.0 Appendices

16.1 Appendix 1 Aerial Map of Facility:

16.2 Appendix 2 Floor Plan Building 4/4A: