Attachment_1_Performance_Work_Statement.pdf

Solicitation: 140R4022Q00027

Attachment 1: Performance Work Statement

Bureau of Reclamation

Performance Work Statement (PWS)

Alamosa Field Division Main Office and Warehouse

Janitorial Service Contract

1.0 SCOPE OF WORK

The objective of this contract is to acquire contractor services for janitorial cleaning for the

Alamosa Field Division Main Office and Warehouse, located at 10900 Hwy 160 East, Alamosa, CO 81101.

The Contractor shall provide all labor, supplies and materials, tools, supervision, and other items or services necessary for custodial duties, except as specified in Section 5.2 Government

Provided Supplies and Materials. The two buildings that will be serviced are the Office/Lab that are approximately 7,082 square feet and the Warehouse with approximately 800 square feet.

2.0 DEFINITIONS

Contractor’s Representative - An individual assigned by the Contractor who shall have full authority to act for the Contractor on all contract matters that relate to the daily operations of the contract. The contract representative shall be a single point of contact for all functional, technical, and contract related services.

Quality Assurance - Quality Assurance (QA) is the management of the output quality and responsiveness of a facility support contractor and starts with the early stages of quality development and runs through every phase to contract close-out.

findings.

Contracting Officers Representative -A person who will represent the Contracting Officer but does not have the authority to make changes to the contract.

Contracting Officer –A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

Quality Control Plan – A Quality Control Plan (QCP) is a document detailing the Contractor's process for delivering the level of construction quality required by the contract.

3.0 DELIVERY OR PERFORMANCE SCHEDULES

3.1 Work Hours - The Contractor may occupy the office building five days per week, Monday through Friday, from the hour of 3:30 p.m. until services are completed and weekends any hour for performance of the contract.

The Warehouse and Computer Room are locked at 4:30 PM. Cleaning of these areas are to be Tuesday and Thursday. The Contractor shall allow enough time to have the warehouse shop, warehouse offices, warehouse restroom and computer room completed by 4:30 pm. Keys to these areas are not issued to Janitorial Staff.

Once these areas are cleaned, the Contractor may continue in the main building and clean areas that will not disturb staff. In the event of meetings or main building is busy with staff, Contractor will return at 5:00 pm to compete cleaning. Contractor will continue until tasks are completed. If for any reason, the Contractor cannot make it in to clean on the scheduled day, they shall return the following day to accomplish this task.

3.2 Holiday Schedule - The Contractor is not required to provide services on the following observed federal holidays: New Year’s Day, Martin Luther King’s Birthday, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving

Day, Christmas Day and any additional Holiday as deemed by the President.

4.0 PERSONNEL QUALIFICATIONS

Contractors under this Service are subject to background investigation as stated in WBR

1452.237-80 Security Requirements-Bureau of Reclamation. The Contractor will not be allowed in the building unescorted until they have been satisfactorily adjudicated based on suitability requirements. Contractors may need to travel to registered USAccess PIV Credentialing Centers outside of the local commuting area. Travel expenses may be incurred by the Contractor for PIV

Cards.

The Contractor shall designate a supervisor who has authority to act in his/her behalf for correcting any complaints, discussing work performance, or coordinating any day to day work activities, i.e., washing exterior windows etc. that may occur from time to time. Complaints shall be coordinated with the Contractor’s Officer Representative (COR) and resolved in a timely manner, no later than 10 working days following notification.

4.1 TRAINING

The Contractor is responsible for all training for its employees except when training can only be provided by Reclamation. Requests for training by exception must be provided to and approved by the CO prior to the Government conducting training.

5.0 GOVERNMENT-FURNISHED EQUIPMENT (GFE) AND MATERIALS

5.1 Government Furnished Equipment: Water, Electric, Mop Bucket

5.2 The following materials will be provided by the Government and meet all Government requirements for recycled or bio-based content or formula.

▪ Trash bags/liners of various sizes for trash cans, wastebaskets and bathroom receptacles.

▪ Hand soap for bathroom dispensers.

▪ Paper towels for all dispensers.

▪ Toilet paper.

▪ Janitor’s closet with access to running water.

▪ The Contractor shall be responsible for stocking enough quantities of the above- mentioned supplies in the designated storage area. The Contractor shall give a minimum of 24-hour notice to the COR when requesting additional supplies.

5.3 The Contractor shall provide the following supplies and items and shall meet

Government requirements for recycled and/or bio-based content or formula.

Cleaning supplies to include and not be limited to glass cleaner; flooring cleaners, and disinfectant for restrooms.

The Contractor shall use green cleaning products, processes, and shall demonstrate such capability by submitting a green cleaning plan, in accordance with Submittals Chart for

Contract Deliverables in this specification, to the CO or his/her designee that describes methods, materials, and equipment used under the contract. Green cleaning is a planned, organized approach to cleaning that is designed to protect the occupants and worker’s health.

Also reduce the impact on human health and the environment. Unlike traditional cleaning programs; a green custodial program takes a holistic approach to building cleaning and goes beyond simple appearances to focus on health and the environmental impacts.

A list of green cleaning product attributes and an analysis of their availability is found in

Exhibits 1, 2 and 3.

Green cleaning products and processes include, but are not limited to products containing recycled content, environmentally preferable products and services, bio-based products, and products and services that minimize the use of energy, water, and other resources. Chemical concentrates that require dilutions are preferable compared to ready-to-use products and should be used whenever possible. Dilution control equipment should be employed to ensure correct dilutions of concentrates and to protect workers from exposure to concentrated chemicals. In addition to compliance with these requirements, the Contractor shall follow all applicable standard industry practices including, but not limited to those published by the National Institute of Building Sciences (NIBS), American Society of

Testing Materials (ASTM), Carpet and Rug Institute (CRI), and applicable standards of the

Environmental Protection Agency (EPA).

The Contractor shall use safe and environmentally preferable products that are United States

Department of Agriculture (USDA) designated bio-based products, Comprehensive

Procurement Guidelines (CPG), Green Seal™ certified, http://www.greenseal.org/FindGreenSealProductsAndServices.aspx, and/or Design for the

Environment and compliant with applicable Executive Orders. The Contractor shall use only Green Seal certified products for the following categories of products: floor strippers, hand soaps, odor control/neutralizers, paper towels and upholstery and rug cleaners. For those categories not covered by the Green Seal Standard’s preference will be given to those products meeting the California Code of Regulations maximum allowable VOC levels for the appropriate cleaning product category (California Air Resource Board/California Code of

Regulations (CCR), Tile 17 CCR Section 94509 – (Topic cited; Standards for consumer products at www.calregs.com).

If cleaning products that meet these criteria are not available only then can the cleaning

Contractor use other type products. In such cases the Contractor shall continue to use to the extent possible the safest and most environmentally friendly products.

The Contractor shall provide a list of environmental product and equipment to the CO or his/her designee in accordance with the Submittals Chart Contract Deliverables in this specification.

6.0 GOVERNMENT VEHICLES

N/A

7.0 SECURITY

The office and warehouse building are equipped with burglar alarm systems which must be activated, and the front and back exterior entrance doors are locked by the Janitorial Contractor, provided they are the last to leave the building.

Operation instructions and code will be given to the Contractor at the time of award.

The Contractor shall appoint one designated individual who will be given the code and instructions to ensure building security. The Contractor shall be required to supply legal names and other personal information of employees who will be working under contract. The

Contractor shall notify the Contracting Officer's authorized representative in writing of the designee receiving the code in the event of a change in staff.

It shall be the Contractor's responsibility to inform the Contracting Officer or authorized representative of any changes in personnel, so the code can be changed for security purposes.

8.0 GENERAL

8.1 Conservation of Utilities - The Contractor shall instruct employees in utility conservation practices and be responsible for operating under conditions which preclude the waste of utilities which shall include the following.

▪ Lighting - Lights shall be used only in areas where and when work is performed.

▪ Mechanical Equipment - Mechanical equipment controls for heating, ventilation, and air-conditioning systems shall not be adjusted by the

Contractor employees.

▪ Water Usage - Water faucets or valves shall be turned off after the required usage has been accomplished.

8.2 Protection of Government Buildings and Equipment

The Contractor shall use reasonable care to avoid damaging existing building and equipment on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the

Government as the Contracting Officer directs.

9.0 QUALITY CONTROL

Within two weeks after award of contract, the Contractor shall submit, for the Contracting

Officer’s (CO) review, a Quality Control Plan (QCP) that shall be used to document that the requirements and intent of the contract are being met. Following approval, the QCP shall be used by the Contractor to evaluate and record successful performance of the janitorial maintenance activities. The checklist shall be completed and signed by the Contractor or

Contractor’s Representative and submitted to the CO monthly.

10.0 DESCRIPTION/SPECIFICATION/WORK STATEMENT

Floors - Carpet, Laminate Flooring, Tile, and Walk Off Mats

• Carpets shall be clean - stain free, free of dirt and soil. Laminate flooring shall be clean, debris free, and free of scuff marks. Laminate flooring shall be waxed bi-annually and buffed monthly, removing as much furniture as possible. Tile floors shall be clean, stain free, and free of dirt and debris.

Tile flooring will not need to be waxed. Walk off mats shall be free of dirt and soil. Stairwell/landings shall be free of dirt and soil. Carpets and walk off mats shall be shampooed every six months.

Ceiling Fans and Window Blinds

• Fans and window blinds shall be dusted monthly and be free of dust accumulation and cobwebs.

Restroom Maintenance

• Restroom toilets, urinals, showers, vanities, fixtures, mirrors and dispensers shall be sanitary and free of dirt, mineral deposits, smudges, and markings. Dispensers shall be full and wastebasket liners shall be free of trash.

• Outward appearance of partitions and other accessories in restrooms shall have a neat, clean sanitary appearance and wiped down monthly.

Kitchen

• Kitchen area shall be sanitary, neat in appearance, clean, and free of debris, utensils, dishes, clutter and odor free. Wastebasket liner shall be free of trash. Towel dispensers shall be full. Kitchen appliances -refrigerator, microwave, and ice machine – shall be clean and free of smudge marks, finger prints, and streaks. Inside refrigerator will be cleaned monthly. Microwave will need to be cleaned inside weekly. Ice

Machine exterior shall be cleaned monthly. Dishes in sink will need to be washed and placed in cabinets. Sinks should be sanitary, scrubbed bi weekly and be free of dirt, mineral deposits, smudges, and grime.

Furniture

• Desks shall be clean. All wood furniture shall be maintained in clean, oiled appearance and free of spots and dust accumulation. Metal furniture shall be free of dust or streaks. Upholstered chairs shall be clean in appearance and free of spots, stains, and dust accumulation. All furniture should be dusted weekly and oiled monthly.

Main Office/Mail Room

• General office areas shall present a clean, dirt and dust free appearance, free of cobwebs; with smudge free walls, doors, blinds, and light switches.

Trash containers shall be empty and clear of debris, trash removed from the building, and clean liners replaced in wastebaskets. Vacant workstations should also be cleaned, free of dust, cobwebs and smudges.

Reception Area/Conference Room/Manager’s Office

• Special cleaning attention shall be given to Entry Way, Conference Room, Reception Area, and Manager’s Office with removal of trash, cleaning stains and/or spots on walls, carpet, desks and office furniture shall be clean and free of dust accumulation and windows and glass cabinets shall be clean and streak-free.

• Reception area and conference room shall be free of dust, cobwebs, trash, spots, stains, and soils.

Water Quality Laboratory

• An exceptionally clean environment is required to eliminate contamination of water samples.

• Floor shall be free of dust, debris, marks, spots and stains. Lab chairs shall be free of dust accumulation smudges, and debris. General lab area shall present a clean, dirt and dust free appearance, free of cobwebs, and with smudge free walls, doors, blinds, and light switches. Trash containers shall be empty and clear of debris, trash removed from the building, and liners shall be replaced in wastebaskets daily for safety reasons.

• Counters and equipment cleaning shall be the responsibility of

Reclamation Lab Personnel

Penthouse Area

• Stairwell, Landing and area underneath shall be free of dirt and debris.

• Floors in entry way shall be swept and mopped. Library shall be vacuumed. Offices shall be swept and mopped, and trashes shall be dumped.

• Ice maker and washer/dryer set shall be clean, dirt and dust free appearance.

Warehouse Shop Office

• Access to these areas will not be granted after Government work hours therefore; the warehouse/Shop Offices and restroom shall be cleaned prior to 4:30 pm.

Shop Offices

• Floor shall be free of dust, debris, marks, spots and stains. Carpets shall be clean - stain free, free of dirt and soil. Desk area and office furniture shall be free of dust accumulation smudges, and debris. General office area shall present a clean, dirt and dust free appearance, free of cobwebs, and with smudge free walls, doors, blinds, and light switches. Trash containers shall be empty and clear of debris, trash removed from the building, and clean liners replaced in wastebaskets.

Shop Restroom

• Restroom toilets, fixtures, mirrors and dispensers shall be sanitary and free of dirt, smudges, and markings. Dispensers shall be full. Sink and floor drains shall be odor free and free of clogs. Shelves shall be stocked with extra toilet paper and paper towels.

Stairwell & Landing

• Stairwell and landing shall be free of dirt and debris.

Doors, Walls, Windows, Screens and Sills

• Interior windows and glass doors will be washed monthly. Windows should be free of spots and debris. Windowsills should be dusted and oiled monthly. Exterior windows will be washed bi-annually. Doors and walls shall be inspected, and spot cleaned monthly and be free from dirt, soil, stains, smudges, liquids, and any other foreign material.

Computer Room

Access to this area will not be granted during non-work hours, therefore cleaning shall be performed prior to 4:30 PM.

• Floor shall be free of dust, debris, marks, spots and stains. Carpets shall be clean - stain free, free of dirt and soil. Desk area and office furniture shall be free of dust accumulation smudges, and debris. General office area shall present a clean, dirt and dust free appearance, free of cobwebs, and with smudge free walls, doors and light switches. Trash containers shall be empty and clear of debris, trash removed from the building, and clean liners replaced in wastebaskets.

Wellness Rooms and Equipment

• Wellness Room and exercise equipment shall be cleaned weekly and be disinfected and free of soil, dirt, smudges, oil, stains, and any foreign material. Floor shall be free of dust, debris, marks, spots, and stains.

TRASH DISPOSAL

• All trash shall be disposed of in the dumpster behind the warehouse in such a way it is unable to spill from the dumpsters. Shredders in mailroom should be checked and bags replaced when full.

Recycle Bins will be checked, and bags replaced when full. Recycle will be placed in recycle building behind the warehouse.

QUALITY ASSURANCE SURVEILLANCE PLAN – REFERENCE §6.0

DESCRIPTION/SPECIFICATION/WORK STATEMENT

TASK PERFOMANCE PERFORMANCE

INDICATOR MONITORING

Vacuum, Sweep, Mop Floors and

Mats

Daily-on site Visual Inspection

Clean Main Office, Lab Daily - on site Visual Inspection

Clean Restrooms Daily - on site Visual Inspection

Clean Kitchen Area, Sink Daily - on site Visual Inspection

Outside Areas – Main Office

Veranda

Daily - on site Visual Inspection

Trash Disposal Daily - on site Visual Inspection

Clean Reception Area / Employee’s

Room /Manager’s Office

Daily - on site Visual Inspection

Clean Shop Offices, Restroom, Shop Stairs, Penthouse Offices and

Stairs

Tuesday/Thursday – on site Visual Inspection

Clean Computer Room, Library Tuesday/Thursday – on site Visual Inspection

Clean Furniture, Inside Microwave Weekly - on site Visual Inspection

Clean Ceiling Fans, Blinds Monthly – on site Visual Inspection

Oil Furniture Monthly – on site Visual Inspection

Clean Refrigerator, Wipe down Ice

Machine

Monthly - on site Visual Inspection

Flooring – Laminate - Buffed, Flooring - Tile

Monthly – on site Visual Inspection

Interior Doors and Interior Windows and window sills

Every Other Month- On site Visual Inspection

Exterior Windows Bi-Annually – On site Visual Inspection

Shampoo Carpets and Walk off mats Bi-Annually – On site Visual Inspection

11.0 STANDARD REPORTS

• A safety plan shall be submitted one week after performance start date.

• Quality Control Plan - A Quality Control Plan shall be submitted to the

COR two weeks after contract award.

• Quality Assurance – The Contractor shall meet with the COR the last working day of each month to assess quality of performance monthly during the contract year.

• The Contractor shall be paid 100% of the monthly contract if all requirements are met. If the requirements are not met during the month, the Contractor will have 10 days to complete work per the

PWS before payment will be submitted.

12.0 CONTRACTOR RESPONSIBILITIES

• It is the responsibility of the Contractor to ensure that all personal or government articles found by the Contractor’s employees are turned in to the COR.

• Cleanup and Disposal of Waste Material - The Contractor shall keep the work area, including storage areas, free from accumulation of waste materials. Before completing the work, the Contractor shall remove from the work area and premises any rubbish, tools, equipment, and material that are not the property of the Government.

13.0 REGULATIONS/POLICIES/SAFETY STANDARDS

• Bureau of Reclamation Safety and Health Standards - The Contractor shall comply with the Safety Standards in R1452.223-81.

• Environmental Safety Standards - The Contractor shall be responsible for usage of Environmentally Safe Products and follow manufacturer’s labels, taking precautionary measures, and using safety standards when using germicidal solutions.

• Employee Safety Standards - The Contractor shall be responsible to provide safety training and any safety equipment which is appropriate for performance of the Contractor, i.e., safety glasses, environment face masks for use in working with strong detergent solutions.

• Safe Work Environment - The Contractor shall provide a safe work environment for employees, site employees, and visitors during the performance of the contract as well as provide for preventive measures to avoid property damage.

• Supply Storage

(1) Supplies shall be stored in designated storage areas and should be arranged and maintained in a neat and orderly manner. All items must be clearly identified on the container as to the content. No unidentified items may be kept in storage areas.

(2) All cleaning materials, scouring powders, etc., shall be stored below eye level to prevent the material from accidental spilling into the eyes or face. Heavy items shall be stored on the lower shelves and lighter items stored up above.

(3) Area shall be kept clean and in a neat appearance.

(4) Equipment shall not be left unattended in hallways, landings, or any location used as a passageway.

• Equipment Damage Precaution

(1) Lack of care when performing janitorial service work may cause serious outage damage from disturbing wires or equipment. Even a slight bump or jar against certain types of equipment may cause service interruptions. Minute particles of dust or lint in certain places can also result in loss of service.

(2) Basic rules when working around office machines including and not limited to copiers, facsimiles, printers and computers.

• Avoid using any metal objects such as tapes, metal mop handles, etc.

• Always remove outer garments such as jackets, raincoats, etc., and leave them outside equipment areas prior to entering.

• Avoid using tools or machines that create dust.

• Never climb or step up on equipment - if the equipment is in the position that it must be moved prior to accomplishing any required task, caution will be taken to prevent damage to equipment.

• Do not use steel wool or any materials that could cause fine shavings or dust to enter the equipment.

14.0 PRE-WORK CONFERENCE

14.1 This contract will be administered by the CO. The CO shall designate a COR to ensure compliance with the specifications and provisions of this contract.

14.2 Prior to commencement of work, the COR will arrange a pre-work conference with the Contractor to discuss the contract rems and work performance requirements.

14.3 The pre-work conference will include a tour of the facility with an emphasis on safety features in the facility including, but not limited to eye wash stations, showers and first aid kits.

14.4 Before work starts, preferably at the pre-work conference, the Contractor shall designate in writing a person to act for him in his absences. In the absence of the

Contractor, his authorized representative will take such action as is required to keep the job in process under terms of contract. The presence of the Contractor’s Representative on the job will, in no case, relieve the Contractor of any responsibility for satisfactory performance.

15.0 IDENTIFICATION OF CONTRACTOR EMPLOYEE

All contract personnel are required to identify themselves as contractors. Whether attending meetings, answering Government telephones, or working in other situations where their contractor status in not obvious to third parties, they must make their status known to avoid creating an impression that they are Government employees.

16.0 PERIOD OF PERFORMANCE

Base Year: 5/1/2022-4/30/2023

Option Year 1: 5/1/2023-4/30/2024

Option Year 2: 5/1/2024-4/30/2025

Option Year 3: 5/1/2025-4/30/2026

Option Year 4: 5/1/2026-4/30/2027

17.0 POINTS OF CONTACTS (POC)

Contracting Officer’s Representative (COR)

Sylvia Wingert-Garcia

Bureau of Reclamation

Upper Colorado Regional Office

Alamosa Field Division

10900 Hwy 160 E

Alamosa, CO 81101

Phone: (719) 589-1803

Email: SWingertGarcia@usbr.gov

Contractor Point of Contact Information

Contracting Officer (CO)

Tyler Spencer

Bureau of Reclamation

Upper Colorado Regional Office

Phone: (801) 524-3653

Email: tspencer@usbr.gov mailto:SWingertGarcia@usbr.gov

EXHIBIT 1 - GREEN Purchase Report

Note: This list is not all inclusive, the Contractor shall expand lists as appropriate to reflect biobased items purchased and used under this contract

Note: US Department of Agriculture (USDA) Bio- based products http://www.biopreferred.gov/ProductCategories.aspx http://www.biopreferred.gov/FARReporting/FARReporting.xhtml

The Contractor shall submit the report to PBSbiobasedreporting@gsa.gov.

Note: This list is not all inclusive, the Contractor shall expand lists as appropriate to reflect biobased items purchased and used under this contract http://www.biopreferred.gov/FARReporting/FARReporting.xhtml mailto:PBSbiobasedreporting@gsa.gov

Note: See EPA-CPG http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm

EXHIBIT 2 - GSA Green Purchase Product Criteria

General Resources/Websites www.greenseal.org www.ecologo.org/ www.all-greenjanitorialproducts.com/ www.buygreen.com/janitorial.aspx http://www.biopreferred.gov/ProductCategories.aspx http://www.greenseal.org/ http://www.ecologo.org/ http://www.all-greenjanitorialproducts.com/ http://www.buygreen.com/janitorial.aspx www.eartheasy.com/ www.greenguard.org www.responsiblepurchasing.org/purchasing_guides/cleaners/standards/

EXHIBIT 3 - Summary of Environmentally Preferable Product Attributes http://www.eartheasy.com/ http://www.greenguard.org/ http://www.responsiblepurchasing.org/purchasing_guides/cleaners/standards/