Attachment 1 PWS.pdf

Last Updated 10/15/2024

Agricultural Research Service

U.S. DEPARTMENT OF AGRICULTURE

Southeast Area Harry K. Dupree

Stuttgart National Aquaculture Research Center 2955 Hwy 130 East

Stuttgart, AR 72160

Janitorial Services

PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

1.1 The mission of the Harry K. Dupree Stuttgart National Aquaculture Research Center

(SNARC) is to conduct aquaculture research to address the highest priority needs of the U.S. aquaculture industry. The SNARC research program is composed of in-house research projects in Stuttgart, AR. The SNARC provides facilities for approximately 30-35 employees and is comprised of numerous buildings and outbuildings.

1.2 The SNARC requires janitorial services for two (2) main buildings located at the site:

The Main Building #1 (11,300 SF) with extension #1A (3,300 SF) and Building #2 (2,800 SF). The listed square footage is an estimate for informational purposes only, the Contractor must verify exact area square footage.

2.0 SCOPE

2.1 The Contractor must complete reoccurring janitorial services for the Main Building, with extension #1A, and Building #2 in accordance with the Performance Work Statement (PWS), all laws, regulations, and industry standard practices.

2.2 Performance must be in a manner that will maintain a hygienically satisfactory facility condition and present a clean, neat, and professional appearance at all times.

2.3 Prior to the start of janitorial services, the Contractor must submit a cleaning frequency schedule meeting all tasks listed in Section 3 the Contracting Officer’s Representative (COR). Services are expected to be five (5) days per week, with a minimum of six (6) hours per day and maximum of eight (8) hours per day.

2.4 Drawings of areas requiring services are listed in Appendix 1; highlighted in yellow and green; all windows and lobby glass are included.

2.5 Services are required in seven (7) laboratories located in Building #1 and one (1) in extension #1A. The Government will provide specific instructions/training prior to entering the laboratories.

2.6 All services of individual offices and laboratories must not disrupt scientific research.

2.7 When appropriate, ensure lights are turned off when not in use that all doors are locked when exiting Building #2.

3.0 PERFORMANCE REQUIREMENTS/SPECIFIC TASKS

3.1 Daily Services. The Contractor must perform the following services on a daily basis:

• Empty all trash receptacles and return to their original location throughout the

SNARC.

• Ensure all trash receptacles are clean and have a trash receptacle liner. Soiled or torn trash receptacle liners must be replaced with new liners.

• Remove empty boxes, and paper that is either marked as “trash” or known to be trash.

• Sweep and/or dust mop all accessible non-carpet floors (including baseboards, corners, under furniture, wall edges, and floor edges).

• Vacuum all carpeted areas including all interior floormats. Use of HEPA vacuums is mandatory.

• Clean any spots, spillage, etc. with Government provided cleaners. Any carpeted areas with spots, spillage, etc. after twenty-four (24) hours must be cleaned again;

the Contractor must notify the COR within forty-eight (48) hours if unable to remove spots or stains.

• Dust all common area walls, furniture, cabinets (exterior surfaces only) window sills, ledges, and blinds.

• Clean and disinfect polished metal surfaces including all drinking fountains.

• Sweep outdoor landings and entrance rugs.

• Clean and polish both sides of entrance glass of main entrances.

• Clean all tables and chairs, counters, stovetop, cabinets, outside of refrigerator, flat surfaces, walls, window ledges, microwaves, and sink in the lunchroom, kitchen, and small conference room.

STANDARD. The Contractor must successfully perform all tasks with no more than three (3) complaints per month.

3.2 Weekly. The Contractor must perform the following services on a weekly basis:

• Wet mop all non-carpeted floors. Use floor signs to alert building occupants of any slippery and/or wet surfaces during cleaning operations. Signs must be posted where easily visible to minimize accidents.

3.3 Bi-Weekly. The Contractor must perform the following services twice per week:

• 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. Special attention must be given to floors around urinals and commodes for disinfecting and elimination of odors and stains.

• Clean all wall surfaces, partitions, window frames, sills, floor drains, and shelving areas.

• Plunge toilets when necessary and clean and sanitize spillovers as a result of toilet clogging. If the toilet is beyond plunging or industry standard janitorial duties, the Contractor must notify the COR for building maintenance to repair.

• Replenish restroom supplies (provided by the Government) such as paper towels, toilet paper, and hand soap.

3.4 Bi-Monthly Services. The contractor must perform the following services every two

(2) weeks:

• Buff all non-carpeted floors throughout the SNARC. Floors must be cleaned and finished to display a high glossy shine but must be maintained to provide safe anti-slip walking conditions.

3.5 Annual Services. The contractor must perform the services listed below.

Performance will be scheduled with the COR.

• Strip, wax, and buff non-carpeted floors.

• Shampoo all carpeted areas.

STANDARD. The Contractor must successfully perform the task timely 100% of the time.

4.0 PERIOD AND PLACE OF PERFORMANCE

4.1 The term of the purchase order is anticipated to be 12-months from award and include four (4) additional 12-month option periods. The Government maintains the right to exercise option years at its discretion.

4.2 HOURS OF OPERATION: Work hours are 7:00a.m. to 4:00p.m., Monday through Friday; excluding federal holidays (see https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025). The facility may be closed all or portions of Christmas Eve, New Year’s Eve, or other times not scheduled.

4.2.1 Work under this contract has been determined NOT TO BE an Excepted

Activity in the absence of an appropriation or CR. Activities under this contract do not support the preservation and protection of life and property and do not support law enforcement, health and safety functions. In the event of shutdown, you will be notified by the cognizant contracting officer (CO) of the Government status and directed to suspend performance/stop work under this contract.

4.3 The work is located at 2955 Hwy 130 East, Stuttgart, Arkansas; approximately 7 miles east of Stuttgart city limits; see location map below.

5.0 GOVERNMENT FURNISHED PROPERTY, MATERIALS, AND INFORMATION

5.1 The Government will provide electrical power outlets and utilities required to perform the work required.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025 https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025

5.2 The Government will provide adequate space for storage of inventory of supplies and equipment (mops, brooms, dust cloths, etc.) needed to perform the work required. The Government reserves the right to change the storage space if needed.

The Contractor must not store any flammable or explosive liquids in the building.

The Government will not be responsible for damage to, or loss of, the Contractor’s stored supplies, materials, or equipment. Contractor shall store all materials and supplies in compliance with applicable fire regulations. These closets and the stored equipment must be kept clean and in an orderly manner by the Contractor.

5.3 All defective government furnished property/equipment must be reported to the

COR immediately upon discovery or notification. Defective dispensers must be reported to the COR by the end of the work day.

5.4 The Government will supply the following: toilet paper, paper towels, hand soap, trash bags, vacuums, buffer, brooms, mops, cleaning cloths, cleansers, and disinfectants. The Contractor must provide an itemized list of needed supplies to the

COR.

5.5 The Government will provide the specific instructions and/or training regarding laboratories and their cleaning requirements prior to the Contractor entering the laboratories.

6.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

6.1 The Contractor must provide and pay for all labor, materials, equipment, maintenance of that equipment, tools, employee training, travel, supervision, and all other items to successfully complete the work required. The Contractor is responsible for all licenses and certifications required to successfully perform the services required.

6.2 The Contractor must notify the COR within (48) hours of any rips, tears, frizzing, or other carpet defects.

6.3 The Contractor must notify the COR within (24) hours of any defective equipment or property, with the location and type of dispenser.

7.0 CONTRACTOR PERSONNEL

7.1 Contractor employees must sign “in” and “out” each day scheduled for cleaning.

7.2 All Contractor employees must complete emergency procedures and safety training for work areas and comply with, USDA/ARS safety rules, and security regulations, adhere to energy conservation policies and any other instructions pertaining to conduct of personnel while in a Government facility. The Contractor must notify employees 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.

7.3 The Contractor must report any termination, resignation, or addition of personnel performing work under this contract to the COR within one (1) day of discovery.

7.4 The Contractor must comply with the personal identity verification (PIV) policies and procedures established by the USDA Directives 4620-002 series. Should the results of the PIV process require the exclusion of a Contractor's employee; the CO will notify the contractor in writing. All Contractor employees must have a successfully adjudicated fingerprint record/background investigation on file with the Personnel Security Division of USDA, ARS.

7.5 The Contractor must appoint a representative to manage compliance with the PIV policies established by the USDA Directives 4620-002 series and to maintain a list of employees eligible for a USDA LincPass required for performance of the work. The responsibility of 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 LincPass. Failure to maintain a sufficient workforce of employees eligible for a USDA LincPass may be grounds for termination of the contract.

8.0 PERFORMANCE REQUIREMENTS SUMMARY TABLE (PRST)

The following table summarizes the tasks, the performance standard, monitoring method, and incentives/disincentive for not meeting performance standards.

Task Description

Performance Standard Method of Monitoring

Incentive/Disincentive

3.1 Daily Perform all tasks with no

more than three (3) complaints per month.

Periodic 1) Favorable Past Performance Recording for Exceptional Performance.

2) Missed tasks completed at Contractor’s expense.

3) Payment deductions as specified in Section 11.

3.2 Weekly Perform all tasks with no

more than three (3) complaints per month.

Periodic

3.3 Bi-Weekly Perform all tasks with no

more than three (3) complaints per month.

Periodic

3.4 Bi-Monthly Perform all tasks with no

more than three (3) complaints per month.

Periodic

3.5 Annual Perform all tasks timely

100% of the time.

100% Inspection

9.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

9.1 The COR will be identified by a separate letter. The COR monitors all technical aspects of the purchase order and assists in contract administration. A letter of designation issued to the COR, a copy of which will be provided to the Contractor, states the responsibilities and limitations of the COR, especially regarding 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 purchase order.

10.0 QUALITY ASSURANCE AND QUALITY CONTROL

10.1 The Contractor is responsible for the management and quality control necessary to meet or exceed industry standards for cleanliness and appearance. These standards of quality control include, but or not limited to:

• Recently cleaned surfaces are free of any debris, lint, litter, dirt, scuff marks, or any other foreign matter

• Moveable items (chairs, trash receptacles, etc.) must be moved to service floors underneath these items. Any moved items must be returned to their original and proper placement.

• Deposit trash in the government exterior trash collection located near Building #6B.

• The resulting mopped appearance must have a uniform appearance with no streaks, residue, or standing water to ensure cleanliness that meets or exceeds industry standards.

• No splash marks, mop streaks, or solution on furniture, walls, baseboards, trash receptacles or mop strands remaining in the area..

• Restrooms are free of foul odors, have a fresh, clean odor and a sanitized appearance free of any unsightly trash, dirt, grime, debris, scale deposits, excess water, or foreign matter. Urinal traps must be free of foul odors.

• Ceilings, wall, corners, etc. must be free of cobwebs.

• After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

11.0 GOVERNMENT REMEDIES

11.1 All work will be subject to inspection, approval, and acceptance by the Government. The Government will compare the Contractor's performance to industry standards and will not exclude common sense considerations as applied by the COR. The Government will consider work incomplete when any one of the following conditions exits:

• The Contractor did not perform any or all of the tasks successfully and timely.

• The contractor did not use the appropriate equipment, tools, and chemicals or the equipment was not in good operational condition for completing the requirement in a timely, satisfactory manner.

11.2 If the performance of any required service is unsatisfactory, and poor performance is clearly the fault of the Contractor, the Government may reduce the purchase order price to reflect the reduced value of defective services if the Government gives the Contractor a written Purchase Order Discrepancy Report prior to executing such payment deductions.

11.3 The CO will determine the payment deduction amount by calculating the percentage of acceptable services performed by the Contractor. The Government will use the total number of deficiencies found to determine the percentage found unacceptable. The percentage found unacceptable subtracted from 100 percent will determine the percentage acceptable.

11.4 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, and industry standards and practices. Final results will be the determining factor for the success or failure of the Contractor.

11.5 Continued unsatisfactory performance may result in termination of the contract.

12.0 POINTS OF CONTACT

Contracting Officer’s Representative Contract Specialist

TBD TBD