Attachment 1 - Performance Work Statement.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Contents Project Title General Information

1.0 Background and Purpose

2.0 Definitions

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Deliverable / Schedule

5.0 Government Furnished

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 - Electronic and Information Technology Standards

11.0 Performance Requirement Measures

Attachment

Project Title PSW Hilo Janitorial Services

General Information

1.0 Background and Purpose

The purpose of this contract is to provide janitorial services in accordance with the specifications and commercial practices in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. The intent of the quote is to provide normal custodial service for the Institute of Pacific Islands Forestry (IPIF) buildings (service area is approximately 18,940 SF) located at PSW-Hilo. There are 4 buildings: Administrative building is approximately 1634 SF; Multi-purpose building is approximately 1855 SF; Research building is approximately 11,357 SF; and the Field Support building is approximately 680 SF (see Attachment 1-floor layout/room numbers).

Location Pacific Southwest Research Station - Hilo Institute of Pacific Islands Forestry 60 Nowelo Street Hilo, HI. 96720

2.0 Definitions

PSW- Pacific Southwest Research Station IPIF- Institute of Pacific Island Forestry CO- Contracting Officer COR- Contracting Officer’s Representative OSHA- Occupational Safety and Health Administration NEC- National Electrical Code UL- Underwriter’s Laboratory

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall provide everything including but not limited to, all equipment, cleaning supplies, transportation, labor, and supervision-necessary to fulfill the janitorial services, except for that which the contract clearly states is to be furnished by the Government. See following Janitorial Services Schedule in section 4.0 for exact tasks.

Contractor Supplies and Materials For Contractor supplies and materials, the Contractor shall comply with the Farm Security and Rural Investment Act of 2002 and the Energy Policy Act of 2005 (7 U.S.C. 8102(c)(3)) as required under the clause - 52.223-1 Bio-based Product Certification and 52.223-2 Affirmative Procurement of Bio-based Products Under Service and Construction Contracts (see Section I).

The use of Bio-based products by prospective offerors will be used in the evaluation criteria (see Section M).

Examples of acceptable Bio-based products can be found at: http://www.biopreferred.gov .

The Contractor shall not use any materials, which would be unsuitable for the purpose, or harmful to the surfaces to which applied, or to any other part of the building, its contents or equipment.

Equipment and tools used in this contract shall meet the following requirements:

1) All equipment shall have bumpers and guards to prevent marking or scratching of fixtures, furnishings, or building surfaces.

2) All electrical equipment used by the Contractor shall meet OSHA safety requirements, the NEC, and be UL approved. This equipment shall operate using existing building circuits. It shall be the responsibility of the Contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits.

3) The Contractor shall use beater bar type vacuums for carpeted floors.

4) Equipment deemed by the COR to be of improper type of design or inadequate for the purpose intended shall be removed from the premises and replaced with approved equipment

Cleaning is to be performed during working hours.

Working hours are Monday through Friday, 6:00 A.M. to 6:00 P.M., except holidays. The facility will be closed on all national holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence

Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. Vacuuming hours are between 6- 8AM and 4-6PM.

HVAC Adjustments: Mechanical equipment controls/thermostats for heating, ventilation, and air-conditioning shall not be adjusted by the workers.

Hazards: Report hazardous conditions/materials and items in need of repair to the COR.

The Contractor shall exercise care in work methods to prevent damage to any office equipment, windows, materials on desks, etc. All work under this contract shall be performed in a skillful and workmanlike manner.

4.0 Deliverable / Schedule

JANITORIAL SERVICES SCHEDULE:

The Contractor is required to perform janitorial services as stated below and any deviation of this will need advanced approval by the Contracting Officer.

A. Monday and Wednesday :

1) Restrooms (4 restrooms - 9 toilets, 10 sinks, 3 urinals, 4 showers):

a. Porcelain fixtures and metal surfaces (wash basins, urinals, toilet seats- bases-tanks and counter tops, etc.) shall be clean and bright. There shall be no dust spots, stains, rust, green mold, encrustation or excess moisture, Germicide cleaner must be used.

b. Restock the paper towels, toilet paper receptacles and soap as needed.

c. Empty all wastepaper receptacles and sanitary napkin receptacles.

2) Kitchen or Lunchroom:

a. Clean counter tops and scrub sink.

b. Clean lunchroom table and wipe surface of refrigerator, oven, and microwave.

c. Clean glass on the doors leading outside both inside and out.

B. Fridays only:

1) Trash Receptacles:

a. Empty trash receptacles and replace plastic liners as needed to keep receptacles clean (if the plastic liner is not dirty it can be reused, just empty the waste in the can) and remove trash to the outdoor dumpster.

b. Empty recycling containers in the kitchen to the outdoor recycling bin in the green house.

c. Empty paper recycling containers (located throughout the building) and the entry area, including the shredded paper from the paper shredder to the outdoor recycling bin in the greenhouse.

2) Carpeted Surfaces:

a. Vacuum all carpeted surfaces each time and ensure free from obvious dirt, hair, dust and other debris

(Approximately 11,247 SF).

b. Extend the vacuum to remove obvious dirt from around, behind and under furniture.

3) Non-Carpeted Surfaces:

a. Vacuum, sweep, or dust mop and wet mop all hard surfaces with cleaning agent. Use a clean/new mop head each visit; clean and sanitize mop head between each room/hallway. (Approximately

7,694 SF).

b. The floors shall be clean and free of dirt, water streaks, mop marks, string, gum, grease, tar, etc. and present an overall appearance of cleanliness.

c. All surfaces shall be dry and the corners clean.

d. Sweep stairs and wipe down handrails with disinfectant cleaner.

4) Restrooms (4 restrooms - 9 toilets, 10 sinks, 3 urinals, 4 showers):

a. Porcelain fixtures and metal surfaces (washbasins, urinals, toilet seats-bases-tanks, counter tops, etc.)

shall be clean and bright. There shall be no dust spots, stains, rust, green mold, encrustation or excess moisture, Germicide cleaner must be used.

b. Damp wipe all light fixtures in the bathroom including mirror, metal and chrome.

c. Restock the paper towel, toilet paper, (only change the roll if it is 25% or less) receptacles and soap.

d. Empty all wastepaper receptacles and sanitary napkin receptacles.

e. Damp wipe the full surface areas of all stall partitions, light switches, doors and wastepaper receptacles utilizing a disinfectant. All dirt, dust, water stains, spots; streak smudges shall be removed from the surfaces and wastepaper receptacles.

f. Clean tile walls with disinfectant cleaner, mop floors, scrub sink behind faucets and remove residue.

5) Lunchroom/Kitchen:

a. Clean counter tops and scrub sink.

b. Clean lunchroom tables and wipe surfaces of refrigerator and microwave.

c. Damp mop floor with cleaning agent. Use a clean mop head each visit, and clean and sanitize mop head between mops.

6) Dusting:

a. Do not dust desks or computer areas.

b. Dust chairs, furniture and windowsills.

c. Remove all cobwebs from ceilings, windowsills and corner of walls up to 10 feet in height.

d. Dust all high moldings, door frames, venetian blinds, and beams, top of wood doors, heat grills, and vents.

e. Dust surfaces within 10 feet of the ground and spot clean surfaces.

C. The following work listed below should be accomplished on top of the regular scheduled work on

Wednesdays and Fridays.

1) Two times a year (May and November)

a. Dust high moldings, door frames, beams, top of wood doors, AC grills and vents.

b. Clean the glass on the doors leading outside both inside and out.

D. Emergency or Special Event Cleaning Services

Upon notification of the COR, the contractor shall perform emergency or special event cleaning required in any building, area, or room covered under this contract or as area as designated by the COR. These services will be based on a daily rate and will be billed separately to the COR with a copy to the CO. Should services not be required for an entire day, the contractor will be guaranteed a prorated payment of a minimum of 3 hours (unless the work was not performed in a satisfactory manner). The contracting officer shall order cleaning services through the issuance of a statement of required services per the line item on the contract at which time the contractor will provide a total price for that service which efficiently uses the bid price per day on the original contract for the appropriate and required work task(s). Most services will not require more than 1 day of additional work. The contracting officer or designated representative will notify the contractor as soon as a special event requirement is known. For emergency services, the contractor shall begin emergency work, at such time as determined by the COR (but no later than 24 hours after notification). Notification may be verbal. A completion schedule shall be determined for each requested special or emergency work. Should the contractor be unable to provide the service, he must notify the COR immediately and may refuse the work. In addition, this line item does not guarantee the work to the contractor and does not preclude Government from seeking the same service from another contractor.

E. Verification of Work If the contractor performs work other than at the scheduled time, the COR must be notified upon completion in order to inspect work and secure payment. Work performed at times other than that posted on the work schedule and not coordinated with the COR will be considered not completed. After the cleaning matrix is approved, a copy of the matrix will be posted in various places where the contractor will be working. The contractor shall initial this work schedule each day to show the specific items of work accomplished.

F. Storage Room The Contractor is responsible for the neat and clean appearance of the janitorial storage area and slop sink. Spare toilet paper and paper towels should be kept in janitor closet. All cleaning equipment will be cleaned and dried before being placed in storage. Mop heads being left at the facility (one at a time) should be cleaned and wrung out before being stored, making sure there is no dripping moisture in them. All others should be removed from the facility and laundered. All cleaning supply bottles should be stored with the tops securely tightened and no residue on the outside of the bottles. There should be no odors coming from the cleaning supply storage areas.

G. Inspection and Acceptance:

Contractor's performance will be inspected for compliance against the specifications before payment is processed.

The Contractor will be required to correct any work found to be unacceptable at no cost to the Government. A written notice or letter of Non-Compliance will be issued describing each infraction and the form will be signed by the contactor then returned to the Contracting Officer. Failure to comply with the specifications may be grounds for termination or withholding of payment.

5.0 Government Furnished

The Government will provide power and water necessary to accomplish the work described in the contract. Outside garbage dumpsters or recycling bins will be located adjacent to the premises as indicated by Contracting Officer's Representative or Government Technical Monitor.

Removal of garbage from these dumpsters or bins will be the responsibility of the Government. The following Government furnished property will be available at the Hilo Site:

1) Toilet paper

2) Paper towels

3) Soap for restrooms and kitchens

4) Toilet seat covers

5) Various sized trash liners

6) Keys

These items will be supplied at job site on an as-needed basis; please notify the COR when supplies are running low.

Supplies shall be accounted for by the Contractor and used in the performance of the job. Keys shall be signed for and returned upon completion or termination of contract.

6.0 Travel

N/A

7.0 Contractor’s Personnel

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity, and shall be responsible for taking such disciplinary action with respect to their employees as may be necessary.

The Contractor shall prohibit their employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones and office equipment provided for official Government use.

The Contracting Officer may, in writing, require the Contractor to remove from work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable for theft, possession and/or removal of materials, supplies, equipment, or any Government-owned property, or for unsatisfactory performance.

8.0 Security Requirements

A. Security Procedures:

1) The Contractor will be required to have a background investigation on all employees working in the facility. The U.S. Government conducts background investigations and periodic reinvestigations to determine whether applicants or incumbents either employed by the Government or working for the Government under contract. The Homeland Security Presidential Directive (HSPD) 12 staff of the Forest

Service Human Capital Management (HCM) organization is responsible for collecting and reviewing all security clearance forms for accuracy.

2) Forest Service managers, supervisors, and human resources personnel are responsible for determining the sensitivity of the Agency's positions and for ensuring that employees and contractors who work for the government have the appropriate background investigation commensurate with the position and subsequent periodic reinvestigations.

3) The Contractor shall provide names of workers that are assigned to expedite cleaning services at this facility. All workers shall be US citizens or have proper documentation to work in the U.S. Before commencing work the Contractor shall provide picture identification (such as a California driver's license, social security card, or green card), for all employees who will be performing work at the PSW- Hilo site (No work can be done after hours without all clearances by personnel in place from the Contractor and processed through Government security)

4) PSW-Hilo has an alarm system which will require the issuance of keys and security code for the entrance of the building.

5) No animals (dogs, cats, birds etc.) are to be in the building during the contractor’s performance of services.

6) Only the contractor’s employees that are performing the service listed above are allowed in the building, no friends or family can wait inside while service is to be performed.

7) The Contractor must be registered in the SAM (System for Award Management) database. If not registered, you may register at https://uscontractorregistration.com/ . Please submit your DUNS number and Federal Tax ID number with your quotation.

B. Building Security:

1) Close doors and lock rooms/building as required after cleaning

2) Do NOT unlock any rooms to clean if they are locked.

3) Set building alarm as directed by Contracting Officer’s Representative (COR)

9.0 Data Rights

N/A

10.0 Section 508 - Electronic and Information Technology Standards If information technology is to be acquired, include language describing Section 508 requirements.

Insert Section 508 Here

11.0 Performance Requirement Measures

This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in this contract. This plan sets forth the procedures and guidelines that the Pacific Southwest Research Station will use in ensuring the required performance standards or services levels are achieved by the contractor. The Contracting Officer Representative (COR) may make revisions or changes to the QASP procedures and surveillance methods or increase or decrease the degree of surveillance methods at any time during the contract performance period. A copy of the QASP is provided to the contractor to enable the contractor to enhance their Quality Control (QC) program to perform in accordance with its Quality Control Plan (QCP).

1.1 Performance Standards and Acceptable Quality Levels (AQLs) A performance standard is the expected level of contractor performance. An AQL defines the level of performance that is satisfactory. Depending on the service evaluated and the evaluation method selected, performance standards and AQLs may be stated as a number of occurrences or as a percentage. Performance standards and AQLs for random sampling and 100 percent inspection are generally stated as percentages.

The contract requires the Contractor to perform all work as specified. Any inaccuracies or omissions in services or products are referred to as “defects” on the part of the Contractor. The Contractor shall be responsible for all identified defects and may be required to perform the work at no cost to the government. The AQLs take into account that in some instances an allowable level of deficiencies (deviations) is possible while overall performance continues to meet the government’s desired level of service.

A. Allowable Deviation. The AQLs define the level or number of performance deficiencies the Contractor is permitted to reach under this contract. AQLs take into account the difference between an occasional defect and a gross number of defects. AQLs can be expressed as a percentage of or as an absolute number (e.g., three per month). There may be instances where 100 percent compliance is required, and no deviation is acceptable.

B. Non-Performance. Non-performance occurs when the contractor’s performance does not meet the AQL for a given requirement. Requirements may contain multiple performance elements, and therefore, deficiencies may occur in one or more aspects of performance (e.g., timeliness, accuracy, completeness, etc.) or subject areas of effort. When surveillance indicates that the contractor's service output is not in compliance with the contract requirements, the Contracting Officer’s Representative (COR) must determine whether the Contractor or the Government caused the deficiency. If the cause of the defect rests with the Government, corrective action must be taken through Government channels. If the cause of the defect is due to action or inaction by the contractor, the contractor is responsible for correction of the problem at no additional expense to the Government.

C. Documentation. Documentation of work non-performed or unacceptable work is essential for tracking

Contractor performance. The COR will document deficient work by compiling facts describing the inspection methods and results and to substantiate nonconformance with the contract. Appendix B, D, and C are examples of documentation reports. The documentation, with any recommendations, will be forwarded to the CO. In the case of the Contractor, the COR will decide whether to elevate the problem to the CO for corrective action.

D. Remedial Actions. The Federal Acquisition Regulation allows for penalties in the event that the

Contractor fails to perform the required services. Penalties are defined as those actions taken under the direction of the CO against the contractor as listed in Appendix A and in the Statement of Work.

Appendix A: Performance Requirement Summary

Required Service

Performance

Standard

Maximum Allowable Degree of Deviation from standard Requirement

Method of

Surveillance

Deduction for not Meeting the

AQL

Provide timely Service

Contractor must show up for work as specified on the cleaning schedule

0% without prior notification; allowed rescheduling with reason

Sign in Sheet

1% for that day's work

Weekly items as listed in the statement of work

Each area must be cleaned in accordance with specifications

5% with no more Than 1 complaint per month

Visual Inspection and Complaints

5% per day per item

Semi-Annual Services

Cleaned in accordance with specifications in statement of work

5% with no more than 1 complaint per month

Visual Inspections and Complaints

5% per day per item

Additionally, the Contractor shall exercise care in work methods to prevent damage to any office equipment, windows, materials on desks, etc. All work under this contract shall be performed in a skillful and workmanlike manner.

Attachment Attachment 1-floor layout/room numbers