Attachment 1- PWS Office Facilities.pdf

12444123Q0030 Attachment 1- PWS Office Facilities

PERFORMANCE WORK STATEMENT (PWS) and SPECIFICATIONS

CROATAN NATIONAL FOREST JANITORIAL SERVICES - ADMINISTRATIVE FACILITIES

A. DESCRIPTION

The Contractor shall provide all labor, transportation, supplies, and management necessary to provide

Janitorial services two times per week at the Croatan National Forest Office Building, Work Center, Work

Center Trailer, and the Annex. These facilities are located at 141 E. Fisher Ave., New Bern, NC 28560.

B. FACILITY SPECIFICATIONS

Office Bldg. 1,970 SF Office Annex 1,000 SF Work Center 3,500 SF Work Center Trailer 1,200 SF

Main Office 2 Restrooms

1 Small Kitchen Area 1 Printer Room/Break area 8 offices 1 reception Area 1 File Storage Area

Annex 1 Restroom 1 Conference Room 4 Offices

Work Center 2 Restrooms

1 Kitchen/Break Area 1 Large Cubical Area w/ 10 cubicles 1 Helicopter Observation Area 1 Helicopter Manager Office 1 Pilots Lounge

Work Center Trailer 1 Restroom

1 Break Room 1 Open Area with 10 cubical desks 1 Office for Hurricane Project Manager

Total Carpeted Areas 2,520 SF Total Tiled Areas 5,150 SF

Windows:

Office 10 large windows, 3 glass doors.

Annex 12 aluminum sliding windows Work Center 2 glass doors w/glass sidelites, and small 4’ X 3’ window Work Center Trailer 10 aluminum sliding windows.

Trash cans:

Office - 14 small cans, 3 recycle containers Annex - 6 small cans Work Center - 22 small cans, 1 medium can Work Center Trailer – 10 small cans

C. WORKING HOURS

All work shall be performed during the Government's regular working hours, except for federal Holidays.

However - during any week containing a Holiday, the standard of two cleanings per week shall remain and should be planned to be completed on a day other than the Holiday.

All work should be completed by 4:30pm EST.

Federal holidays:

New Year’s Day Martin Luther King Day Washington’s Birthday Memorial Day Juneteenth National Independence Day

Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

D. GENERAL REQUIREMENTS

Trash Collection - A list of trash cans is included in the statement of work/specifications section. Cans shall be emptied, sanitized, outside of cans cleaned, liners replaced, litter around cans removed. Recycle containers shall be free of non-recyclable materials and emptied when full. Recycled materials shall be transported to the local convenience site and placed in the appropriate container at no additional cost to the government. Additional cans may be added at the Government’s discretion. The cost for service shall be at the current contract rates. All items placed at the back of the office and marked "TRASH" or "WASTE" shall be removed and properly disposed of.

Low Dusting - The top of all surfaces less than 6 feet above the floor level including furniture, equipment, and windowsills shall be dusted. Walls and doors shall be wiped clean of any visible dirt.

Personal items on desks, shelves, or windowsills shall not be moved by the Contractor to perform dusting.

General Cleaning and Floor Care - Clean both sides of all glass doors free of all cleaner, dirt, lint, and streaks. Sweeping/Mopping/Vacuuming - all floors and outside entrance ways shall be swept free of dirt, mopped and/or vacuumed with an appropriate cleaner to remove all dirt, dust, and debris.

Cleaning Restrooms- Restroom fixtures, including commode(s), urinals, lavatories, and sinks shall be washed utilizing a disinfecting cleaner and shall be free of stains and odors. Doorknobs and handles shall be cleaned and disinfected. Scouring pads, scrubbers, and an approved toilet bowl cleaner shall be used to remove stains from urinals and toilets.

Brushes, sponges, and cloths that have been used to clean any other part of the restroom (including toilets, urinals, walls, floors, partitions) shall not be used to clean lavatories or sinks. Floors shall be swept free of dirt and mopped with a disinfectant cleaner. Restroom interiors, ceilings, light fixtures, should be free of dirt, trash, spider webs, and insects. Floor drains shall be cleaned and flushed with a disinfectant. Bathroom walls, partitions, walls, and doors shall be cleaned free of dirt, and stains and disinfected. Mirrors shall be cleaned and polished. All metal fixtures and hardware shall be cleaned.

Waste containers shall be emptied, disinfected, and plastic liners replaced.

Cleaning Light Fixtures and Replacing Light Bulbs – when needed or at least once per year, light covers will be taken down and cleaned and replaced. If bulbs are not functioning, then they will be replaced from government stock of bulbs.

Servicing Restrooms - Servicing restrooms shall include inspecting, replenishing, and cleaning dispensers.

Restroom supplies, include, but are not limited to, paper towels, toilet tissue, disposal seat covers and soap. All supplies shall meet the requirements of the dispenser or holder. The restrooms shall be stocked with sufficient supplies to ensure that the supplies will last until the next scheduled service.

Cleaning and Servicing Kitchen Area -Servicing kitchen area shall include wiping all surfaces and cleaning the Microwave and the Refrigerator every Friday and disinfected as needed.

E. SPECIFIC TASKS

E.1. GENERAL CLEANING

• Empty all waste containers and change liners as needed. Waste containers shall be cleaned and disinfected as needed.

• All recycled material will be collected and transported to the local convenience site, South to 7240 US-

70, New Bern, NC 28562 or North to 4001 Old Cherry Point Rd, New Bern, NC 28560, located less than 5 miles from our location.

• All waste shall be placed in outside dumpster containers.

• Dust all areas including furniture, chairs and legs, display cabinets, windowsills, tops of bathroom partitions, ledges, door jambs, pictures, blinds, and all other surfaces with a treated dust cloth or feather duster. Contractor shall not clean computer screens or keyboards but will dust around them with feather duster or cloth. Tops of printers, copiers and other obvious pieces may be gently dusted. Gently dust around personal articles and plants. Contractor shall not move items or papers on desks or other surfaces.

• Clean both sides of all glass doors. Doors shall be free of all cleaner, dirt, lint, and streaks.

• Sweep (or dust mop) and damp mop all uncarpeted areas. Hardwood floors shall be damp mopped with manufacturer-approved cleaners for hardwood flooring.

• Clean and disinfect all drinking fountains. (A separate container and materials shall be used for this purpose).

• Vacuum all carpeted areas twice weekly to remove dust, dirt, and litter. Spot clean carpets as needed to remove stains.

• Fill paper towel dispensers, toilet paper dispensers, and replenish soap supplies as needed.

• Sweep off front entrance, back entrance, and lower entrance.

E.2. RESTROOM CLEANING

• Wash and sanitize all toilets and urinals. All surfaces shall be free of stains, rust or encrustation.

• Wash and disinfect all sinks, bowls and fixtures. All surfaces shall be free of stains, dirt, and streaks.

• Floors will be swept, mopped, and disinfected with appropriate cleaner to remove all dirt, debris, and stains from tile surface and grouted areas. Cleaners used will not be abrasive to ensure floors are not damaged.

• All tile surfaces (baseboards and walls) will be cleaned with appropriate cleaner to remove all dirt and stains from surfaces and grouted areas.

• Mirrors, shelving, dispensers, and chromium fixtures shall be damp-wiped and polished.

• Replenish paper towel and toilet paper dispensers, and soap as needed.

• Wash partitions as needed, but no less than once a month.

CLEANING MATERIALS/SOLUTIONS USED IN RESTROOMS WILL NOT BE USED IN ANY OTHER AREA.

E.3. FLOOR CARE

• Uncarpeted areas shall be swept then damp mopped.

• Hardwood floors shall be swept then damp mopped with a manufacturer approved cleaner.

• Carpeted areas shall be vacuumed to removed dust, dirt, and litter. Carpets are to be spot cleaned as needed to remove stains.

E.4. BLINDS CLEANING

• All blinds shall be dusted once annually. Blinds shall be free of dust, dirt and streaks.

E.5. MAIN OFFICE PRINTER/FILE SOTRAGE ROOM

• Empty all waste containers.

• Floors shall be dust mopped, followed by damp mopping.

E.6. Cleaning Light Fixtures and Replacing Light Bulbs

• When needed or at least once per year light covers will be taken down and cleaned and replaced. If bulbs are not functioning, then they will be replaced from government stock of bulbs.

E.7. Cleaning Kitchen Area

• Floors will be swept, mopped, and disinfected with appropriate cleaner to remove all dirt, debris, and stains from tile surface and grouted areas. Cleaners used will not be abrasive to ensure floors are not damaged.

• Wipe all surfaces including the Microwave and the Refrigerator every Friday and disinfected as needed

DO NOT WAX, BUFF, OR POLISH!

BUCKETS OF WATER ARE NOT TO BE TAKEN INTO THE COMPUTER/TELEPHONE EQUIPMENT ROOM!

F. CONTRACTOR FURNISHED MATERIALS AND SUPPLIES

The Contractor shall supply all materials and supplies required under this scope of work. Materials and supplies include, but are not limited to: cleaning products, toilet paper, C-fold paper towels, soap in provided dispensers, and trash can liners.

Contractor shall purchase and use Bio-Based Products in accordance with 7U.S.C.8102(c)(3) and FAR 52.223-1 Biobased Product Certification. Contractor shall purchase supplies in accordance with 48 CFR 52.208-9 and FAR 52.208-9 Contractor Use of Mandatory Sources of Supply or Services. Materials and equipment shall be of the type and quality used in large scale commercial cleaning operations and shall be approved by the Contracting Officer’s Representative (COR) before use.

G. GOVERNMENT FURNISHED EQUIPMENT/ ITEMS (GFE)

The Government will furnish a Vacuum cleaner, Mops, and Brooms to perform the requirements of this contract. Contractor is responsible for repair or replacement of GFE that is broken while they use it.

H. GOVERNMENT FURNISHED UTILITIES

The Government will furnish utilities (electricity, potable water) at no cost to the Contractor. The

Contractor shall not change or modify utility systems or components without prior written approval of the CO.

I. CONSERVATION OF UTILITIES

The Contractor shall ensure that employees practice utility conservation. The Contractor is responsible for operating under conditions that prevent the waste of utilities, not limited to:

Lights must be used only in areas where work is actually being performed.

Employees must not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

Water faucets or valves must be turned off when not in use.

Failure to do so may result in charges to the Contractor for electricity or forced efficiency measures.

J. MAINTENANCE/JANITORIAL AREAS

Areas shall be kept clean, neat, safe, stocked, and organized.

K. WORKMANSHIP

All services covered under this PWS shall be done in such a manner so that all items covered shall be kept in a safe, neat, clean, healthy, and aesthetically pleasing way on a schedule that compliments each facility’s and facility event’s use.

L. MINOR REPAIRS

Contractor is to check during cleaning and notify COR of any of the following items if broken or leaking:

light bulbs, flush valves, levers, ballcocks, loose and broken commode seats and mounts, faucets, showers, drains, piping, water heater, and mop sinks.

M. PROTECTION OF THE BUILDING AND EQUIPMENT

For the protection of the building, its equipment and the facilitation of the business conducted therein, first quality cleaning shall be required. Careless performance of work will not be tolerated.

Unsatisfactory work will be documented and the Contractor will be required to reworked the deficiencies and improve the overall work results. If rework cannot be performed, then deductions will occur. The Contractor is responsible for performing quality control measures on the work being performed to ensure that the requirements of the specification and the terms and conditions of this contract are being met. The Contractor shall provide as many trained employees as necessary to perform the services herein specified.

RESPONSIBILITIES

• Contractor shall be responsible for one office key and/or security door code issued to them and shall be responsible for any costs incurred as a result of loss or misuse.

• All doors and other openings permitting access to the building shall be kept locked.

• Only designated employees shall be permitted in the building during the working period specified. A list of employees shall be provided 5 days prior to contract start date.

• After completion of work each day, if the Contractor is the last people in the building, the Contractor shall secure the building, checking to make sure each door is locked, all windows are closed, and all lights are turned off, except the 24-hour security lights.

• In the interest of energy conservation, lights shall be turned on only in those areas where work is being performed and shall immediately be turned off upon completion of the work. Security lights shall be left on at all times.

• Contractor employees are only to use Government telephones in the building for emergencies only.

• Care shall be taken not to damage any equipment located in the building. Repair of any damage which occurs during cleaning shall be the Contractor’s responsibility. To protect the Contractor, all equipment shall be inspected jointly at the beginning of the contract period by the Contractor and the Contracting

Officers Representative or his designated representative.

Interference with Government Business. The Contractor shall schedule and arrange work to limit interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference, inconvenience, customer discomfort, etc.

Protection of Government Property. During execution of the work, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces from materials/cleaners not intended to be used on that surface.

Accidental splashes shall be removed immediately. The Contractor shall repair and return areas damaged, as a result of work under this contract, to their original condition, to include painting, refinishing, or replacement, if necessary, at no cost to the Government. The Contractor is prohibited from using Government telephones, facilities, or office equipment provided for official Government use.

Smoking is not permitted in the building at any time.

Security. The Contractor shall provide the Contracting Officer with a list of names, addresses, driver's licenses, and telephone numbers of all the Contractor's employees that will be working at this facility.

The list shall be submitted prior to the first workday of the contract period, and any changes to the list shall be provided within twenty-four (24) hours of such change. The Contractor and all employees shall wear badges, monogram clothing or provide ready identification. Employees shall be required to dress neatly, commensurate with the tasks being performed. At no time will anyone visiting the janitorial staff be permitted in the building unless they are providing contractual services and the COR is notified.

N. Surveillance Methods and Analysis for Quality Assurance

PERFORMANCE REQUIREMENTS SUMMARY

REQUIRED

SERVICES STANDARD

ACCEPTABLE

QUALITY LEVEL

METHOD OF

SURVEILLANCE DEDUCTS

Trash collection

Perform in accordance with the PWS 97%

Random Sampling

If re-work cannot be performed in 24 hours. 5% per month Per Occurrence

Light Dusting

Perform in accordance with the PWS 90%

Random Sampling

If re-work cannot be performed in 24 hours. 5% per month Per Occurrence

Floor Care

Perform in accordance with the PWS 90%

Random Sampling

If re-work cannot be performed in 24 hours. 5% per month Per Occurrence

Restroom Cleaning and Servicing

Perform in accordance with the PWS 90%

Random Sampling

If re-work cannot be performed in 24 hours. 5% per month Per Occurrence

Cleaning Light Fixtures and Replacing Light Bulbs

Perform in accordance with the PWS 85%

Random Sampling

If re-work cannot be performed in 24 hours. 5% per month Per Occurrence

Cleaning and Servicing Kitchen Area

Perform in accordance with the PWS 90%

Random Sampling

If re-work cannot be performed in 24 hours. 5% per month Per Occurrence

Provide Quality Customer Service

Perform in accordance with the PWS, T. Workforce appearance and conduct

No more than 1 valid customer complaints per month against employees

Random Sampling and

Customer Input/Feedback $100 per complaint past 1

O. WAREHOUSING/OFFLOADING SUPPORT

Contractor is responsible for labor & equipment to accept and offload any freight shipments of supplies.

It is the responsibility of the contractor to communicate delivery of freight goods to appropriate personnel within 24 hours of delivery via email or phone call.

P. PROTECTION OF LAND AREAS

The facilities, structures, programs, activities and areas outside the limits of work performed under this contract shall be preserved in the condition at contract award, minus fair wear and tear. The Contractor shall confine activity to areas defined for work or specifically assigned for Contractor use.

Q. GENERAL CLEAN UP

Contractor-generated debris and rubbish shall be removed from the work site daily. The Contractor may utilize dumpsters located at the Maintenance Complex, with prior permission provided by the CO.

Debris shall be removed and transported in a manner to prevent spillage on the roads, parking areas, and adjacent areas. The Contractor shall notify the CO and COR within 2 hours of any spills or leaks caused by the Contractor’s (employees or subcontractors) actions. The Contractor is solely responsible for any and all spills or leaks and subsequent clean ups that may be required during the performance of this contract which occur as a result of or are contributed to by the actions of its agents, employees, or subcontractors. The Contractor shall clean up such spills or leaks to the satisfaction of the Government.

R. CONTRACTOR’S MANAGER

The Contractor shall have a Project Manager who shall be responsible for ensuring the requirements of this Performance Work Statement (PWS) are met. This person, and an alternate who shall act for the

Contractor when the Project Manager is absent, shall be designated in writing to the Contracting Officer

Representative (COR) within 7 calendar days prior to the contract start date. The Project Manager and the alternate shall be given authority to make decisions on contract matters on behalf of the Contractor and shall be the central point of contact for the Government. The Contractor shall notify the CO and

CORs of the name of the current designated Project Manager to be contacted, and a contact phone number. This information shall be provided via e-mail as changes occur. The Project Manager or an alternate shall be available during normal business hours and shall be available within two hours of notification by the Government to discuss matters related to the contract. The Project Manager and alternate shall be able to communicate effectively in English, both orally and in writing.

S. CONTRACTOR’S WORK FORCE

The Contractor shall furnish all personnel required for efficient operation of all phases of work required under this PWS, including those performing the services. A list of employees shall be provided 5 days prior to contract start date The Contractor shall provide any required uniforms and personal protective equipment and apparel (i.e., safety glasses, shoes, headwear, etc.) required for use by Contractor personnel performing work under this PWS.

The Contractor shall ensure that a background investigation is conducted on all Contractor employees.

The CO can request a copy of the background check for prime and subcontractor on the facility. The

Contractor shall ensure employees who have dealings or contact with Government employees or any member of the public speak and understand English. The Contractor shall submit a list of personnel names, job titles, and work locations to the CO within 15 calendar days of contract award and as changes occur.

T. CONTRACTOR’S WORK FORCE APPEARANCE AND CONDUCT

Minimum uniforms required under this contract shall consist of a shirt with the company name/logo. If the Contractor chooses to issue caps, the cap shall also contain the company name/logo. The name of the employee shall be prominently displayed on the shirt, either by a badge, nametag, or sewn on, unless this causes a safety issue. The employees shall dress appropriately and shall present a neat and clean appearance.

The Contractor shall be responsible for the conduct of all Contractor employees. The Government reserves the right to require the Contractor to remove any employee(s) for misconduct, for security reasons, or for otherwise endangering the physical security of persons or property. Removal of employees for such causes does not relieve the Contractor of the requirement to provide sufficient personnel to adequately perform tasks and services required under this contract.

U. PHASE-IN

During the 30-day period immediately prior to the contract start date, the Contractor and the

Contractor’s key personnel shall be allowed to observe the incumbent Contractor’s operations in order to become familiar with contract operations. All labor during this period is at the Contractor’s expense and shall not be reimbursed by the Government. The Contractor shall fully cooperate with the incumbent Contractor so as to not interfere with contract operations. The Contractor shall notify the CO in writing if they intend to utilize the phase-in option.

V. PHASE-OUT

During the 30-day period immediately prior to the expiration or termination of this contract, the

Contractor shall permit the successor Contractor and the successor’s key personnel to observe and become familiar with contract operations. The Contractor shall remain responsible and liable for the completion of all requirements of this contract that begin on or before the final day of this contract. The

Contractor shall not defer any requirements for the purpose of avoiding responsibility and transferring such responsibility to the successor Contractor or to the Government. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with work or duties.