Attachment_1_-_PERFORMANCE_WORK_STATEMENT-cleaning.pdf

Attachment 1

PERFORMANCE WORK STATEMENT (PWS)

General Information

1. GENERAL: This is a non-personnel services contract to provide janitorial services for Piedmont Visitor Center (VC), Piedmont NWR Shop Office, and Piedmont Pippin Lake Campground Restroom, all facilities located within Piedmont National Wildlife Refuge (NWR). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/introduction: The contractor shall provide all personnel, equipment, transportation, tools, cleaning materials, supervision, and other items and non-personal services necessary to perform janitorial services for the facilities described, as defined in this Performance Work Statement. Contractor supplies include but is not limited to a vacuum cleaner, brooms, mops, buckets, cleansers, disinfectant, and spot remover. The Contractor will remove and properly dispose of all collected trash. The following items will be supplied by Piedmont NWR: Paper towels, toilet paper, plastic trash bags and soap for dispensers. The contractor must notify Piedmont NWR Managers at least one week in advance of needed supplies. A storage closet is available on site. The contractor will perform the work required at times when it will not interfere with Piedmont NWR operations. Contractor shall perform to the standards in this contract.

All products used are to be environmentally friendly and a Material Safety Data Sheets of these products will be supplied to the Contracting Officer or Government Representative for approval.

1.2 Background: Not Applicable.

1.3 Objectives: The ultimate goal is to use the safest products that are effective for the cleaning tasks. In addition, the Contractor shall utilize products and material made from recovered materials (e.g., recycled paper and paper products) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

1.4 Scope: The Contractor shall perform janitorial services in all designated spaces described below:

Piedmont NWR Visitor Center (approximately 7100 sq/ft): Clean refuge office and exhibit space once a week as described below.

Kitchen-staff break room- sweep and mop vinyl plank floor; vacuum entrance mat;

wipe down table and counter top; and dust window sills and tops of cabinets; empty trash can.

Office space (5 offices) – sweep and mop vinyl plank floor; empty waste baskets dust window sills.

Office common area – sweep hardwood floor; damp mop monthly, dust counter tops, book cases, top of filing cabinets and reception desk; empty waste baskets.

Visitor exhibit space – sweep hardwood floor; damp mop monthly; vacuum entrance rugs; dust with swifter exhibit panels, brochure racks and monitor screens. Dust front counter.

Public entrance way and restrooms – sweep and mop tile floor; clean toilets, urinal, and sinks; empty waste baskets; restock toilet paper, hand towels and hand soap; clean glass store front doors and side panels. (Restrooms setup for women’s is two stalls and double sink and the men’s has one stall, one urinal and double sink.)

Auditorium – vacuum carpet and dust conference table and bookshelves.

Piedmont NWR Shop Office (approximately 500 sq/ft): Clean refuge shop office twice a month. Located at 148 Piedmont Shop Road, one mile from refuge office and visitor center. Sweep and mop vinyl floor in single office space and one single-use restroom.

Dust windowsills and wipe counter. Empty trash cans.

Piedmont NWR Campground Restroom (approximately 800 sq/ft): Clean bath/shower house at Pippin Lake campground during specified dates located at 1306 Jarrell Plantation Road, 5 miles from refuge office. Campground is not open for public camping and is only used during refuge fall deer hunts and spring turkey hunts. All concrete building with steel fixtures and floor drains. Women’s restroom has 3 stalls and two steel sinks. Men’s restroom has two stalls, one urinal and two steel sinks. Four individual shower rooms. Mop floors, clean toilets, sinks and urinal and wipe down all touch surfaces. Empty trash cans.

September/early October campground open 3 weeks low use - clean one day per week for 4 weeks. September 9- Oct 5, 2024

October open 3 days mid- month low use – clean one day week of hunt.

October 18-20, 2024

October open 4 days end month high use – clean daily Wednesday-Saturday October 31-Nov 2, 2024

November open 8 days over two weeks high use – clean daily Wednesday-Saturday November 6-9 and 13-16, 2024

April/ mid- May campground open 3 weeks medium to low use – clean one day per week for 6 weeks

April 1- May 17, 2024

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year - October 1, 2024 - September 30, 2025 Option Year I - October 1, 2025- September 30, 2026 Option Year II - October 1, 2026 - September 30, 2027 Option Year III - October 1, 2027 - September 30, 2028 Option Year IV - October 1, 2028 - September 30, 2029

1.5.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's quality control program is the means by which he/she assures himself/herself that his/her work complies with the requirement of the contract.

The Contractor shall institute a complete quality-control program to ensure that the requirements of this contract are provided, as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR and/or the building-management staff

After acceptance of the quality control plan the contractor shall receive the contracting officer's acceptance in writing of any proposed change to his/her QC system.

1.5.2 Quality Assurance: The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 Recognized Holidays: The Contractor is not required to perform work on recognized holidays.

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

1.5.4 Hours of Operation: The contractor is responsible for conducting business Cleaning will be conducted one day each week during refuge normal business hours. Business hours are 8am to 4pm Monday through Friday except for federal holidays. Work preferred to be conducted on Wednesdays. No cleaning will be needed the week of Thanksgiving and the week of Christmas and New Year holidays. The refuge prefers to establish a set day and time to try to minimize conflicts with large groups using the building. At no time will these services interfere with the refuge operations.

The Refuge Manager will have the final decision on any deviations, except for federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the Piedmont NWR Visitor Center, located at 718 Round Oak Juliette Rd, Round Oak GA 31038, The Piedmont NWR Shop Office, located at 148 Piedmont Shop Rd., and the Piedmont NWR Campground Restrooms, located at Pippin Lake Campground 1306 Jarrell Plantation Road.

1.5.6 Type of Contract: The government will award a Firm Fixed Price Contract.

Payment will be made to contractor every two weeks.

1.5.7 Security Requirements: Contractor personnel performing work under this contract must have within five days of the commencement of the initial (i.e., base) period of performance, submitted by the Contractor to the COR, a legible, properly-completed Statement of Personal History (GSA Form 176) and completed fingerprint card (Form FD-258) to be used to conduct a background check on each of the Contractor's on-site employees to ensure suitability for employment at this site. As new employees are added to the on-site roster, the Contractor will submit these forms within two work days of employment at this site. The two forms described in this paragraph will be supplied to the Contractor by the COR. The U.S. Fish and Wildlife Service will cover the expense for the initial employees that will work under this contract. If any additional background checks are needed due to new employees added during the term of the contract will be at the expense of the Contractor. This requirement must be met for all new employees added during the term of the contract.

1.5.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.5.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards.

No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.5.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.5.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor's employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.5.7.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor's Quality Control Plan.

1.5.8 Special Qualifications: Not applicable.

1.5.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.5.10 Contracting Officer Representative (COR}: The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.5.11 Key Personnel: The follow personnel are considered key personnel by the government: Jacob Tuttle, Refuge Manager and Carolyn Johnson, Assistant Refuge Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. and 4:00 p.m., Monday thru Friday except federal holidays or when the government facility is closed for administrative reasons. When contract work is in progress, supervisory personnel shall be available at all times to receive notices, reports, or requests from the COR or his authorized representative. At no time shall Government representatives direct or supervise the activities of the Contractor's employees.

1.5.12 Identification of Contractor Employees: 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 Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.5.13 Contractor Employees: For security reasons, at the start of this contract the contractor will provide a list of names, addresses and phone numbers of personal that will be assigned to this contract. The contractor shall have a competent on site representative authorized to act on behalf of the contractor, available to the COR to receive instructions or information regarding work under the contract. The on-site representative must be able to read, write, speak, and understand English. The on-site representative shall provide a phone number where he/she can be contacted 24 hours per day 7 days a week.

The contractor shall furnish adequate supervision at the premises to ensure that work is performed in a satisfactory manner. It is the responsibility of the contractor to maintain close surveillance over personnel employed to perform work on the contract.

The contractor shall provide the COR with the names of all personnel performing work on this contract and shall advise the COR immediately of any changes in personnel.

"Immediately" for the purpose of this notification shall mean: The beginning of the next regular business day for the COR.

No person(s) other than those designated in writing and with an approved background check to the COR shall be permitted in this facility.

1.5.14 Conduct of the Contract Employees: The following conduct is expected of the Contractor and his/her employees:

(a) Employees shall perform their duties in such a way that there will be no interruption to, or interference with, the normal operation of Government business on the premises.

(b) No children will accompany the parents while performing work.

(c) None of the office equipment is available for cleaning personnel use. This includes telephones, photocopier, fax machine, computers, and other office equipment.

(d) Janitor closet is to be kept clean, neat, organized, and free from any odor (i.e. stale wet mops, un-emptied trash cans). All cleaning compounds shall be environmentally sound.

(e) If Contractor decides to provide a cleaning product, all cleaning materials should be earth-friendly, any cleaning substances that are to be used on an irregular basis for which there are no green alternatives shall be stored off site. All cleaning material secondary containers must be clearly labeled with their contents and with specific safety warnings.

All cleaning products shall be environmentally friendly and safe.

(f) Janitor personnel vehicles are to be parked in the parking lot, away from the front door of the buildings expect when loading and unloading equipment and supplies.

(g) All janitorial personnel will keep a checklist of completed tasks posted for review by the COR. Each checklist should indicate that the task was completed and the date of completion. All tasks should be completed in compliance with the frequency/cleaning schedule for the area listed.

I. 6.14 Square Foot Figures: It shall be the responsibility of the successful bidder to within 7 days of full execution of the contract, verify and deliver to the CO, in writing, that all square footage (sf) figures listed within this RFQ document are accurate. Failure to comply with this requirement shall release the FWS from any obligation to pay to the Contractor any increased fees that may be requested by the Contractor as the result of completing this task after the required 7-day period.

1.5.15 Callback Response: The Contractor shall, if directed

by the GR, respond to the site within 2 hours of being notified that corrections need to be made. In the case of an emergency, if the contractor does not already have someone on-site, the contractor shall respond within 1 hour to address the issue.

1.5.16 Material Safety Data Sheets: In accordance with the

federal law and as a condition of the contract award, the Contractor shall provide to the Contracting Officer evidence that copies of all MSDS' s (relating to all the chemicals and cleaning agents that are to be used in the performance of this contract) are available to their employees. During the course of the contract, MSDS' s for newly acquired products, not identified at award, shall also be made available.