Attachment 1 Statement of Work with Appendices 5_18_23.pdf

STATEMENT OF WORK

FOR

HOUSEKEEPING SERVICES

AT

THE JOHN F. KENNEDY CENTER FOR THE PERFORMING ARTS

05/18/2023

TABLE OF CONTENTS

Section Page

1 Background 6

2 Purpose 6

3 Scope 7

3.1 Place of Performance 7

3.2 Work Hours 7

3.3 Federal Holiday and Inclement Weather or Other Delays 8

4 Cleaning Requirements 8

4.1 Cleanliness Standards 9

4.2 Pandemic Cleaning and Disinfecting 10

4.3 Blood Borne Pathogen and Biohazard Exposure Control 10

4.4 Window and Curtain Wall Cleaning 11

4.5 Non-Performance of Work 13

4.6 Excluded Services 13

4.7 Reduced Level of Services 13

4.8 Supplemental Services 14

4.9 3rd Shift Post-Performance Theater Cleaning (Optional CLIN) 15

5 Documentation and Reporting 16

5.1 On-site Records 16

5.2 Contractor’s Daily Report 16

5.3 Monthly Cleaning Schedule 17

6 Deliverables 17

6.1 Post Award Deliverables 17

6.2 Ongoing Deliverable Submissions 19

7 Personnel Requirements 19

7.0 General 20

7.1 Attire 20

7.2 Supervision and Manpower 20

7.3 Project Manager 21

7.4 On-Site Supervisor 22

7.5 Jobsite Awareness 22

8 General Requirements 22

8.1 Communication and Coordination 22

8.2 Disturbing Papers and Equipment 22

8.3 Green Housekeeping Practices 22

8.4 Delivery of Supplies 23

8.5 Lost and Found Property 23

8.6 Security Requirements 23

8.7 Status Meetings 24

8.8 Accidents / Injuries 24

8.9 Work Area Protection 24

8.10 Winter Storm Procedures 25

8.11 Inoperable Toilets and Urinals 25

8.12 Trash Can Relocation and Deployment 25

8.13 Weekly Inspection 25

8.14 Quality Control Plan 25

9 Contractor Furnished Resources 26

9.1 General Requirements 26

9.2 Equipment 26

10 Training 28

11 Kennedy Center Furnished Resources 28

12 Contract Transition 31

13 Addition/Deletion/Modification of Facilities, Specific Tasks and/or Work Hours

14 Contract Definitions 32

List of Appendices

Appendix A-1: Kennedy Center & REACH Square Footage 42

Appendix A-2: Offices Square Footage 48

Appendix A-3: Flooring Square Footage 50

Appendix A-4: Restroom Quantities 53

Appendix A-5: Conveyance Systems 55

Appendix A-6: Stairs 58

Appendix A-7: Outdoor Spaces 62

Appendix B-1: Tasks and Frequencies, Shift 1 66

Appendix B-2: Tasks and Frequencies, Shift 2 74

Appendix B-3: Tasks and Frequencies, Shift 3 77

Appendix B-4: Tasks and Frequencies, Theaters and Performance Spaces

Appendix B-5: Tasks and Frequencies, Restrooms 87

Appendix B-6: Tasks and Frequencies, Flooring 95

Appendix B-7: Tasks and Frequencies, Special Artwork 100

Appendix B-8: Tasks and Frequencies, Reduced Levels of Services 102

Appendix C-1: Quantities - Windows 109

Appendix C-2: Quantities: Elevators 116

Appendix C-3: Quantities - Kitchens 118

Appendix C-4: Quantities - Restrooms 120

Appendix C-5: Quantities - Chandeliers 131

Appendix C-6: Quantities - Mirrors 135

Appendix C-7: Quantities - Furniture 137

Appendix C-8: Quantities - Trash Cans, Smoking Posts and Cigarette Urns

Appendix C-9: Quantities - Digital Signs 147

Appendix C-10: Quantities - Sheets Cases 149

Appendix C-11: Quantities - Air Vents 151

Appendix C-12: Quantities – Garage Window Ledges 153

Appendix C-13: Quantities - Marble Benches 155

Appendix C-14: Quantities - Janitors Closets 157

Appendix C-15: Quantities – Storage Locations 160

Appendix E-1: I.D. Policy 162

1. BACKGROUND

The John F. Kennedy Center for the Performing Arts (the Center) is an agency of the U.S. Government and a living Presidential memorial. The Center fulfills its obligation as a living memorial to the late president through the presentation of performing arts programming and through education activities in the District of Columbia and around the country. The largest cultural facility of its kind, it consists of 1.5 million square feet of usable floor space on 17 acres of land. The original Edward Durrell Stone (EDS) designed building houses six theaters:

• Concert Hall occupancy 2,460

• Opera House occupancy 2,360

• Eisenhower Theater occupancy 1,169

• Terrace Theater occupancy 450

• Theater Lab occupancy 368

• Family Theater occupancy 320.

In addition, there are also two public restaurants, five public galleries/halls/foyers, and approximately 83,000 square feet of administrative offices. It attracts over two million visitors annually (averaging 5,480 daily) and is open to the public 365 days per year.

There are approximately 365 full-time and 715 part-time staff employed at the Center.

The REACH, opened in September 2019, consists of three above-ground pavilions linked underground by a series of studios, classrooms, meeting rooms, a small auditorium, a covered passenger drop-off area and support spaces. It provides an urban greenspace for families and audiences to visit and attend performances. Included in the new facility is a pedestrian access bridge, linking the Center’s new landscape to the Rock Creek Trail and enabling patrons and visitors to connect with Georgetown and the National Mall. The REACH encompasses 4.6 acres of the overall Center site with approximately 72,000 square feet of interior space on three levels, 9,000 square feet of subgrade parking, 33,000 square feet of garage access roads, and 130,000 square feet of landscaping.

2. PURPOSE

The purpose of this contract is to obtain housekeeping services 24 hours per day, 365 days per year at the Center to ensure a clean and safe environment for patrons, visitors, and employees.

3. SCOPE

The Contractor is required to provide all labor, uniforms, supplies, materials, equipment, supervision and management required to perform the services listed in this Statement of Work. The contractor shall perform cleaning services in all designated spaces including interior and exterior spaces, including but not limited to foyer, halls, bathrooms, work areas, kitchens, social areas, lobbies, storage areas, sidewalks and stairways. Facilities must be cleaned and maintained by the Contractor in a manner that meets all applicable standards and compliance requirements including but not limited to, those by the Centers for Disease Control and Prevention and the Occupational Safety and Health Administration (OSHA).

The Contractor shall provide all management, supervision, labor, administrative support, materials, tools, parts, supplies, and equipment necessary to perform all housekeeping services as described herein. These services shall include but not be limited to trash and recycling collection, dusting, vacuuming, theater cleaning, floor care, window cleaning, documentation and reporting as well as additional supplemental services at the Center.

The tasks and frequencies are listed in the Appendices of this Statement of Work.

The Contractor shall provide the appropriate allocation of staff to maintain the required amount of shift coverages, which shall meet all requirements of the SOW. Contractor's required shift coverage levels shall be maintained at all times even during times of staff vacancies, approved, planned, and/or unexpected leaves of absence due to such events as (but not limited to and/or unexpectedly caused by) illness, vacation, short/long-term medical leave, industrial injury, family emergencies, retirement, jury duty, etc.

3.1 Place of Performance

Work under this contract shall be performed at the Center located at 2700 F Street, NW, Washington DC 20566.

3.2 Work Hours

The Contractor shall perform housekeeping services 24 hours per day and 365 days per year utilizing a seven day weekly schedule as shown in Table 1 below unless otherwise agreed to by the Center. The Center sponsored events may require additional time limitations. The exact working hours proposed by the Contractor shall be coordinated with and approved by the Contracting Officer’s Representative.

Table 1

SHIFT DESIGNATION DUTY TIME

First Shift 6:00 a.m. – 2:30 p.m.

Second Shift 2:00 p.m. – 10:30 p.m.

Third Shift 10:00 p.m. – 6:30 a.m.

The minimum tasks, frequencies and days performed during each shift are listed in Appendices B-1 thru B-7.

Each shift shown in Table 1 shall include a 30 minute lunch break and 30 minutes of overlap time between shifts to ensure continuity of services.

3.3 Federal Holiday and Inclement Weather or Other Delays

The Contractor shall be required to perform all services on the following Federal holidays listed below:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

4 CLEANING REQUIREMENTS

The Contractor shall be responsible for providing housekeeping services as described herein. Note that the area types and square footage values provided in the Appendices are derived from building construction data that is believed to be accurate. In the event that the Contractor believes there are discrepancies between the information provided and the actual building conditions, the Contractor shall notify the Contracting Officer’s Representative (COR) immediately. In the absence of such notification, the Contractor shall be responsible for providing services to the actual square footage, areas, and room types that exist in the spaces at no additional cost to the Center.

The Contractor shall perform all the tasks and frequencies as described in Appendix B utilizing the seven day weekly schedule shown in Section 3.2, Table 1. The frequencies of the required tasks are a minimum requirement and shall not be used by the Contractor as reason for unacceptable housekeeping service or conditions. It will be the Contractor’s responsibility to determine if additional tasks and/or frequencies are required to maintain the Center in accordance with the contract requirements and notify the COR immediately.

If the Contractor fails to meet the minimum task and frequencies at any time during the contract period, or if the COR determines that work is deficient, the Contractor shall be required to correct these deficiencies at no additional cost to the Center.

The Contractor shall be responsible for moving all items such as chairs and trash receptacles as required to accomplish services that are to be performed adjacent to, under, or above such items.

The Contractor shall return all items to their respective location and configuration after completion of the task. In the event that an object cannot be moved without risk of damage to the Center property, the Contractor shall request direction from the COR.

4.1 Cleanliness Standards

The cleanliness standards required at the Center for public spaces, theaters, and theater support spaces shall be in accordance with APPA Level 1 Housekeeping Standards as defined below:

a. Floors and base moldings shine and/or are bright and clean; colors are fresh.

There is no buildup in corners or along walls.

b. All vertical and horizontal surfaces have a freshly cleaned or polished appearance and have no accumulation of dust, dirt, marks, streaks, smudges or fingerprints. Fixtures are clean.

c. Washroom and shower tile and fixtures gleam and are odor free. Supplies are full.

d. Trash containers contain one day’s waste, are clean and odor-free.

The cleanliness standards required at the Center for non-public spaces shall be in accordance with APPA Level 2 Housekeeping Standards: ordinary tidiness, which allow up to two days of dust, dirt, stains, or streaks.

4.2 Pandemic Cleaning and Disinfecting

When a pandemic has been declared by the Centers for Disease Control, local or state, or jurisdictions, the Contractor shall perform pandemic cleaning and disinfecting services throughout the Center as outlined in their pandemic plan that has been approved by the Center. The plan shall, at a minimum, include the following criteria:

a. The latest recommendations for pandemic cleaning and disinfecting as outlined by the Centers for Disease Control, local and state jurisdictions, and the Center's internal pandemic cleaning requirements.

b. A determination of how often high touch surfaces in public and non-public spaces will be disinfected. Such examples include doorknobs, tables, light switches, countertops, handles, etc.

c. A list of Environmental Protection Agency (EPA)-approved disinfectant products that can be used for pandemic disinfecting purposes, , equipment, and personal protective equipment (PPE) appropriate for proposed cleaners and disinfectants.

d. A proposed schedule for disinfecting public and non-public spaces.

e. Proposed procedures for disinfecting public and non-public spaces.

f. Training plans for Contractor employees on the hazards of the cleaning chemicals used in the workplace in accordance with OSHA’s Hazard Communication standard.

g. The Center reserves the right to make changes to the pandemic plan during the course of a pandemic to address the Center’s requirements.

4.3 Blood Borne Pathogen and Biohazard Exposure Control

The Contractor personnel shall comply with all applicable Occupational Safety and Health Administration (OSHA) requirements that govern contact with bodily fluid. OSHA Universal Precautions require the use of a barrier between cleaning personnel and any type of bodily fluid.

Compliance Methods:

Contractor employees shall,

a. Wear gloves when cleaning up any type of bodily fluid.

b. Treat every incident as if the person is infected with infectious blood diseases.

c. Use a soap and water solution to clean the area and then a bleach and water solution to disinfect.

d. Remove gloves in a way that mitigates any further contamination.

e. Properly dispose all materials.

f. Thoroughly wash hands.

4.4 Window and Curtain Wall Cleaning

The Contractor shall clean all the interior and exterior windows (both transparent and opaque) and frames in the Center.

The Contractor shall clean all surfaces of the curtain wall system in conjunction with the scheduled window cleaning as outlined in Appendices B-1 thru B-5.

Window cleaning shall be accomplished from the ground. There is no tie-off system for hanging boson’s chairs or swing stages from the roof. Ladders and/or scaffolding used to accomplish the work shall be provided by the Contractor; all equipment shall have rubber floor protectors to protect flooring at all times.

There is no tie-off system for hanging boson’s chairs or swing stages from the roof.

The Contractor shall provide motorized personnel lifts as required to execute the contract work. The Contractor must utilize the appropriate equipment for the required tasks. As a point of reference, the Center utilizes the following lifts, which are indicative of the type the contractor would need to utilize:

Genie Lift - 25 feet, 11 inches Scissor Lift - 35 feet, 6 inches Scissor Lift - 38 feet Denka lift - 60 feet

All lifts proposed for use at the Center must be approved in writing by the COR at least 30 days prior to the commencement of work. For work inside the Center buildings, only electric lifts are permitted. Gas powered lifts are only permitted outside. Only properly trained and qualified personnel shall operate the approved equipment on the Center property. The Contractor shall submit documentation that demonstrates the qualifications of the operator for approval. The Contractor shall assure that the use, safe operation, and/or servicing of these lifts are in compliance with all applicable requirements including, but not limited to, ANSI/SIA A.92.5-1992 Standard for Supported Elevator Work Platforms, 1994.

In the event of Contractor provided lift failure and/or malfunction, the Contractor shall provide a replacement lift within one working day in order to minimize disruption of the scheduled completion time.

The Contractor shall avoid direct pressure on all windows and panels. Pads shall be used by the Contractor at all times to prevent ladders from marring building surfaces. All ladders will be equipped with rubber “shoes” for the protection of the floors. Masonite plywood shall be placed under the lifts at all times, including moving the lift throughout the interior of the Center.

The Contractor’s work, including the use of any lifts and ladders, shall not adversely impact the Center operations. The Contractor shall provide all barricades, warning signs and other safety and protective gear to isolate or restrict public access to the work site and/or to protect the Center employees and the general public from personal injury due to materials, equipment or operations at the work area.

The Contractor shall notify the Contracting Officer’s Representative of all damaged and/or broken glass, faulty gaskets, missing caulk/glazing and damaged framework.

Windows and curtain walls shall be cleaned with a solution that is specifically manufactured for window and curtain wall cleaning. Cleaning solutions shall not be harmful to the transparent and opaque glass, curtain wall system components including the frames, weather stripping, trim, window and curtain wall gaskets, window glazing compounds or any surrounding surfaces.

During the performance period of work that requires larger lifts, they can be stored outside of the Center under the direction of the COR. Exact location is contingent on Center's activities. Smaller genie lifts can be stored inside in one of the Contractor's storage spaces.

4.5 Non-Performance of Work

In the event of non-performance of work by the Contractor, the Contractor shall correct the deficient service within four hours of being notified of the unsatisfactory work with no additional cost to the Center or disruption of other housekeeping duties.

4.6 Excluded Services

All surfaces, items, finishes, components, etc. identified within the space drawings are covered by this contract with the following exclusions:

a. Kitchens and dining spaces operated by the restaurant contractor.

b. Mechanical/Electrical rooms and associated storage spaces.

c. The exterior walls of the buildings.

d. Snow and ice removal is excluded from this Statement of Work.

e. Indoor / outdoor landscaping and ground maintenance

f. Pest control (except for disposing of traps and dead rodents if requested by

COR).

g. Policing the grass areas for litter.

h. Piano cleaning

i. Mat replacement

j. Escalator steps

k. Parking garages (excluding garage window ledges listed in Appendix B-1, Tasks 1-11 and 1-28).

4.7 Reduced Level of Services

The Center reserves the right to implement the reduced level of services as outlined in Appendix B-8 at the direction of the COR. The reduced level of services will result in a 40% reduction in services and therefore will be reflected on the Contractor’s monthly invoice.

4.8 Supplemental Services

The Center may, during the course of this contract, request that the Contractor perform the Supplemental Services listed below. This will be a CLIN under Section B for the base and four option periods. The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment and transportation necessary to perform these services. Such work shall be compensated at the rates listed in the contract price schedule.

The Center shall be allowed to change the frequency and/or date of Supplemental Services described herein as deemed necessary Notice shall be provided to the Contractor in writing by the CO within one week of the original frequency and/or date.

Signature Events

There are six Center signature events that may occur on weekends or holidays as listed below. The time of the shift for Contractor employees for housekeeping services shall be determined by the COR and provided in writing by the CO.

a. Independence Day July Roof Terrace

b. NSO Ball September Concert Hall

c. Honors Gala December Opera House

d. New Year’s Eve December Grand Foyer

e. Mark Twain Prize Gala April Concert Hall

f. Washington National Opera Gala May Opera House

Water Clean-Up Responses

Upon the request of the Center, the Contractor shall immediately respond to all water clean-up incidents with all labor, tools, equipment and supplies necessary to clean up the incident. If personnel are utilized for special/unforeseen water clean-up incident requests, the Contractor will not be held accountable for the tasks that were not performed during the requested change in schedule.

All standing water shall be removed utilizing commercial extraction equipment.

A sufficient amount of commercial-grade air movers shall be utilized to hasten the drying process. All non-porous furniture and equipment shall be wiped down, dried and cleaned by the Contractor.

After the clean-up procedures have been completed, the Contractor shall, upon the approval of the Center, treat the affected area with an EPA registered antimicrobial solution to aid in the protection against odor, germs, mold, mildew, bacteria and germs.

4.9 3rd Shift Post-Performance Theater Cleaning (Optional CLIN)

The 3rd shift (See Appendix B-3) has an Optional CLIN for post-performance theater cleaning.

This will be included or excluded from the Contractor's responsibilities at the direction of the CO. The contractor should estimate an annual price for this service to be consistent with other items on the Pricing Sheet.

For reference, the FY22 theater season (10/01/21 - 09/30/22) had 1,088 performances:

• October, 2021 63

• November, 2021 51

• December, 2021 100

• January, 2022 54

• February, 2022 60

• March, 2022 113

• April, 2022 149

• May, 2022 114

• June, 2022 135

• July, 2022 105

• August, 2022 46

• September, 2022 98

• In addition, there were 113 Millennium Stage performances in this period.

As of July 2022, the FY23 theater season (October 1, 2022 thru September 30, 2023) has 1,081 scheduled evening performances. Note that this is subject to change:

• October, 2022 116

• November, 2022 66

• December, 2022 94

• January, 2023 61

• February, 2023 123

• March, 2023 118

• April, 2023 99

• May, 2023 100

• June, 2023 102

• July, 2022 84

• August, 2022 68

• September, 2022 50

• In addition, there are 208 Millennium Stage performances scheduled for this period (Wednesday thru Saturday) in the Grand Foyer and 52 films scheduled (Sundays) in the Justice Forum.

5 DOCUMENTATION AND REPORTING

5.1 On-site Records

The Contractor shall maintain within the primary office and shall make available to the COR upon request digital file copies of all payroll records, training records, invoices for materials, and other relevant records pertinent to this contract for the purpose of inspection and audit of such records. If hard copies of files are requested by the Contracting Officer Representative, original hardcopies must be delivered to the Contracting Officer’s Representative within 24 hours of the request.

5.2 Contractor’s Daily Report

The Contractor shall submit a daily report, in electronic format, which documents the following:

a. Summary of all theater cleaning work performed during the previous 24-hour period beginning at 6:00 a.m.

b. Summary of all non-daily work performed during the previous 24-hour period beginning at 6:00 a.m.

c. List all incidents/accidents that may have occurred during the previous 24 hours.

d. Non-daily work that is scheduled to be performed in the next 24 hour period.

e. Verify actual building conditions.

The Contractor shall submit the daily report no later than 10:00 a.m. daily to the Contracting Officer’s Representative.

5.3 Monthly Cleaning Schedule

The Contractor shall submit a monthly cleaning schedule for the upcoming month to the Contracting Officer’s Representative in electronic format by the third Monday of each month. The monthly schedule shall describe the cleaning schedule for the upcoming month. This schedule shall document non-daily work by location per the contract requirements.

6 DELIVERABLES

6.1 Post Award Deliverables

After notification of the contract award but not later than 30 days prior to the start of the period of this contract, the Contractor shall submit to the Contracting Officer’s Representative the following electronically:

Employee List: A list of the names of all the Contractor’s employees as well as the Subcontractor's and their employees who will fulfill any part of the requirements of this specification. This list shall include the function/job title, their duties, responsibilities and authority, minimum qualifications of the position, job-site location, and assigned work areas for each employee.

Green Cleaning Products: A list of cleaning products that are used in this contract, which shall comply with the criteria of Green Seal Standard GS-42 (see www.greenseal.org).

Operational Plan: The Contractor shall provide an operational plan which describes in detail the contractor’s daily schedule for implementing all the tasks and frequencies described in Appendix B. It shall also include any other major cleaning jobs that occur daily, bi-weekly, three times weekly, weekly, monthly, bi-monthly, quarterly, semi-annually, or annually. Details of the plan shall include at a minimum the proposed schedule, cleaning activities, special task requirements, and any milestone activities. Note that the Contractor shall provide http://www.greenseal.org/ for evening cleaning of the President’s office area, the Senior Vice President of Operations’ office area during the hours of 7:00 p.m. to 10:00 p.m., Monday through Friday.

Organizational Chart: A detailed chart showing the organization and all personnel the Contractor proposes to use both on and off the job site to fulfill the requirements of this contract.

Pandemic Response Plan: A detailed plan outlining Contractor’s cleaning methodology to address any future pandemic situations. This plan shall include, but not necessarily be limited to, the following,

a. The latest guidelines from the Centers for Disease Control.

b. The cleaning and disinfectant products that the Contractor proposed to use.

c. An outline of various levels of response to increased levels of absenteeism in the housekeeping staff.

d. A cross-training plan for at least 40% of the housekeeping staff in order to ensure the sustainment of necessary functions and continuity of operations in the event of increased levels of absenteeism.

e. Pre-event planning and preparation procedures.

Quality Control Plan: The Quality Control Plan to ensure that the Contractor's work performed conforms to the contract requirements.

Safety Data Sheets: Alphabetical lists and copies of Safety Data Sheets (SDS) for all chemical products the Contractor will use on the job site. The alphabetical lists shall be by (1) the common chemical and (2) trade name for each SDS.

Safety Plan: The Contractor shall create a site-specific Safety Plan that coincides with all of the tasks required within this contract.

Security Badges List: Documentation that the Contractor has acquired all required Center security badges for all the Contractor’s employees who are fulfilling any of the requirements of this contract. This documentation shall include but not be limited to legible photo copies of all IDs issued by the Center to the Contractor’s employees.

6.2 Ongoing Deliverable Submissions

The Contractor shall submit the following to the Contracting Officer’s Representative on an as-required basis:

a. Housekeeping products and applicable SDS sheets.

b. Flood Response Report

c. Key Report: To include keys issued to Contractor employees and any lost or stolen keys.

d. Lift Operator Training Documentation

e. Revisions to any of the post-award deliverables.

f. Payroll records, training records, invoices for materials, and other relevant records in digital format.

g. Regulatory Reports: The Contractor shall provide copies of all regulatory notices, violations, citations, etc. received by the Contractor that pertain directly or indirectly to the fulfillment of this contract within 24 hours of receipt.

h. Safety Meeting Attendance Reports

i. Training Session Report: Maintain a log for all training sessions held and include all Contractor employees in attendance. Training certificates shall be sent to the Contracting Officer no later than five days after the completion of training.

7 PERSONNEL REQUIREMENTS

The Contractor shall provide all the management, supervision, labor, and administrative support necessary to successfully fulfill the requirements of the contract. Failure to fulfill the requirements under this contract shall be considered evidence that the contractor’s work force or supervision is inadequate. In either case, immediate corrective measures shall be made upon notice from the COR/CO.

7.0 General

The Contractor shall maintain discipline at the Center and shall take all reasonable precautions to prevent any unlawful riotous or disorderly conduct by Contractor employees at the Center. The Contractor shall preserve peace and protect persons and property on-site. The Government reserves the right to direct the Contractor to remove an employee from the premises.

The Contractor shall ensure that its employees conduct themselves in accordance with the high visibility and stature of the Center. The Contractor's employees shall strive to stay out of sight of patrons and visitors as much as possible while performing their duties. They shall utilize non-public thoroughfares within the building whenever possible, and shall choose areas for assembly and waiting which are out of sight of the patrons and visitors. Consumption of food or drink, personal cell phone use, and loitering in public spaces while in uniform is strictly prohibited.

7.1 Attire

All Contractor employees, including supervisors, shall wear uniform clothing and display the Contractor’s I.D at all times for ready identification. The Contractor is responsible for fulfilling this requirement at no-cost to the Government.

Contractor employees shall wear uniforms consisting of shirts and trousers, coveralls, smocks, or skirts. The uniform shall have the Contractor's name easily identifiable, affixed thereon in a permanent or semi-permanent manner. Any color or color combinations, as appropriate, may be used for uniforms.

Contractor employees working the second shift and who work in public areas shall wear black trousers or skirt, a white shirt with collar, and black shoes.

Writings on undergarments must not be seen reflecting through their white shirts.

7.2 Supervision and Manpower

The Contractor shall include all planning, administration and management necessary to ensure that all services comply with the contract, schedules, instructions from the COR and all applicable laws and regulations. The Contractor shall comply with all specifications and requirements outlined within the contract.

All Contractor personnel providing services under the contract must be able to communicate effectively in English, both orally and in writing, and shall be fully trained and qualified to perform the duties of their position.

Contractor personnel shall conduct themselves in an orderly and safe manner at all times while on the job site.

7.3 Project Manager

The Contractor shall provide a full-time onsite Project Manager based on a 40 hour per week base schedule. The individual shall coordinate their work schedule with the Contracting Officer’s Representative. The Project Manager may be required to flex their schedule to be on-site for high profile events during evenings or weekends as determined by the Contracting Officer’s Representative and communicated in writing to the Project Manager by the COR.

The Project Manager shall be considered contract Key Personnel and must be approved for this role by the Center. The individual shall possess at least seven years of recent supervisory experience within the past 10 years of managing and directing housekeeping operations of 30 or more people. Resumes for both new and replacement Project Managers shall be submitted to the Contracting Officer prior to the assignment of the individual to this contract.

The information included in the resume shall be of sufficient detail to demonstrate the individual’s ability to plan work, supervise housekeeping operations, and maintain supply levels.

The Project Manager shall have full authority to execute the contract requirements. When the Project Manager is away from the site, another individual shall be designated by the Contractor to act as the point of contact with equal authority.

The Project Manager or the Contractor’s point of contact shall be on-call at all times while on duty. The Project Manager or the Contractor’s point of contact shall respond within 30 minutes to a telephone inquiry by the Contracting Officer’s Representative.

The Project Manager or the Contractor’s point of contact shall be on-call at all times for emergencies (related to the work described herein) and must be able to report to the Center location within one hour.

The Project Manager shall be trained in the requirements of all applicable OSHA, EPA, and other Federal, state and local laws and regulations regarding the equipment and materials that will be encountered in the performance of the work.

7.4 On-Site Supervisor

All supervisory personnel shall be considered Key Personnel under this contract and shall possess at least five years of recent experience within the past seven years in directing housekeeping operations in a supervisory capacity. A detailed resume for both new and replacement supervisors shall be submitted to the Contracting Officer prior to their assignment.

7.5 Job Site Awareness

Contractor personnel are to inform their respective supervisors of any unusual happenings or physical problems such as burned-out lights, broken locks, etc.

These reports should be transmitted through the Contractor’s chain of command to the Facility Department’s Help Desk.

All observations related to breaches in the Center’s security requirements as well as suspicious persons, packages, situations, etc., must immediately be reported to the Security Operations Center.

8 GENERAL REQUIREMENTS

8.1 Communication and Coordination

The Contractor shall maintain communication and coordination with the COR by utilizing e-mail, telephones, text messaging devices, etc. to ensure that the Center is kept up-to-date on housekeeping matters that affect the performance of this contract at all times. The Contractor is responsible for ensuring it has the necessary equipment to comply with this requirement.

8.2 Disturbing Papers and Equipment

Contractor personnel shall not disturb any items or papers that are on or within furniture. They shall not use office telephones or equipment in any area of the job site other than the Contractor furnished material.

8.3 Green Housekeeping Practices

The Contractor shall employ Green Housekeeping practices by reducing exposure of building occupants and maintenance personnel to potentially hazardous chemical contaminants that adversely impact air quality, occupant well-being, and the environment. This shall be accomplished by using sustainable cleaning methods. Cleaning products shall comply with the criteria of Green Seal Standard GS-42 (see www.greenseal.org).

8.4 Delivery of Supplies

The Contractor shall schedule its own supply deliveries during times that cause minimum disruption and inconvenience to the Center’s operations. Unless otherwise directed by the Contracting Officer’s Representative, all such deliveries shall be made at the Center job site between the hours of 6:00 a.m. through 2:00 p.m., Monday through Friday.

8.5 Lost and Found Property

The Contractor shall immediately turn in all property found at the Center to the Security Operations Center.

8.6 Security Requirements

The Contractor shall not permit any personnel to have keys or access codes for access to locked rooms until it has been determined that such personnel are authorized to be admitted in accordance with applicable security orders, rules, regulations and instructions as determined by the Center and authorized by the

COR.

The Contractor shall secure and safeguard all keys, key cards, and any other entry devices and codes provided by the Center. The Contractor shall maintain a record of the key numbers and access codes issued to its employees. The Contractor shall not duplicate and shall not allow any such issued items to be duplicated or removed from the job site. All keys and other entry devices used by the Contractor’s personnel in the performance of the work shall be returned to the Center when the contract expires.

The Contractor shall ensure that identification cards issued to its employees and subcontractors are visibly displayed by the respective individual at all times while employed on site at the Center to fulfill this requirement. All Center issued identification cards/badges shall be immediately returned to the Center upon termination of employment for Contractor personnel.

The Contractor shall immediately report to the Center all keys issued to it by the Center that are lost, stolen or broken. The Contractor shall be responsible for all http://www.greenseal.org/ loss, damages and expenses that the Center incurs because of the Contractor’s loss of Center keys. These costs include the expense of changing all locks to which the lost keys provided access. The cost of changing locks or keys to the building rooms or areas accessible by the lost or stolen keys will be deducted from the Contractor’s invoice to the Center for the services performed under this contract.

The Contractor shall ensure that none of its personnel enter an area not authorized for access by the Center.

The Contractor, its subcontractors, and all its personnel shall be subject to, and shall at all times, conform with any and all rules, regulations, policies, and procedures pertaining to security at the Center. Any violations of the rules, regulations, policies and procedures may be cause for immediate removal from the job site.

The Contractor shall not leave any tools, equipment, parts or supplies unattended in the public area at any time while performing work at the Center.

8.7 Status Meetings

The Contractor’s representatives, including the project manager and supervisors, shall attend all meetings as required by the Contracting Officer’s Representative to perform inspections, and discuss, coordinate and evaluate the status and performance of services under this contract. These meetings will be held as the Contracting Officer’s Representative deems necessary.

8.8 Accidents / Injuries

The Contractor shall be responsible for promptly notifying the Contracting Officer’s Representative of any accidents arising from the performance of this contract involving property damage or bodily injury to Contractor personnel, building occupants, visitors, or other persons. The Contracting Officer’s Representative will provide information concerning whom to contact and all required forms. All accidents/injuries shall be pictorially documented by the Contractor.

8.9 Work Area Protection

The Contractor shall, at all times, secure work areas utilizing Center approved barricades, barriers and signage to ensure the safety of the public.

8.10 Winter Storm Procedures

Mopping of hard floor surfaces shall be accomplished as needed during normal Center operation hours to remove all winter residue. While mopping, the Contractor shall use dry mops to remove any excess water resulting from these operations to reduce the likelihood of slip or fall hazards. Mats shall be vacuumed and cleaned as needed to remove any accumulated debris, stains, salt, chemicals, etc.

All entrance walk off mats shall be inspected by the Contractor a minimum of once per shift to insure proper alignment and cleanliness.

8.11 Inoperable Toilets and Urinals

The Contractor shall immediately notify the Center Facilities Help Desk of all inoperable fixtures.

8.12 Trash Can Relocating and Deployment

At the direction of the Contracting Officer’s Representative, the Contractor shall be responsible for deploying and moving trash cans as necessary to support events occurring at the Center.

8.13 Weekly Inspection

The Contractor’s Project Manager shall accompany the Contracting Officer’s Representative on a weekly inspection of the Center to inspect the Contractor’s work. Any cleaning deemed unacceptable by the Contracting Officer’s Representative shall be re-cleaned at no cost to the Center.

8.14 Quality Control Plan

The Contractor shall prepare and maintain a Quality Control Plan (QCP) to ensure that work performed herein conforms to contract requirements. The Contractor’s QCP shall be submitted to the COR for review and approval within thirty (30) working days following contract award. The COR will review the QCP and provide Comments to the Contractor within five (5) working days following receipt of the plan. The Contractor shall finalize the QCP within five (5) working days following receipt of the comments. In the event that an agreement cannot be reached, the Center reserves the right to direct the QCP.

The COR is responsible for the inspection and acceptance of all work performed under this contract, including deliverables. In the event the deliverables or services provided are determined to be unacceptable, the COR will provide the Contractor with information on requirements for the correction.

9 CONTRACTOR FURNISHED RESOURCES

9.1 General Requirements

Except as otherwise provided in the contract, the Contractor shall furnish all resources that are necessary to fulfill all the requirements and cleaning specifications.

Note that in dressing rooms that do not have built-in soap dispensers, the Contractor shall provide new hotel-size bar soap next to sinks at the beginning of each show's performance run. For example, if the show's performance run starts on the 1st of the month and runs thru the 15th of the month, the bar soap would be placed on the morning of the 1st. In instances where there is a request to replace any used bar soap during the performance run, the Contractor shall do so as the request of the COR.

The Contractor shall provide covered, lockable janitor carts to be used in public spaces at all times. Carts shall be approved in advance prior to use by the Contracting Officer’s Representative.

The Contractor shall submit for approval materials, supplies, chemicals, tools, or equipment other than those described in the contract. Requests for substitutions shall be made in writing and include documentation that demonstrates to the satisfaction of the Contracting Officer’s Representative, that the salient features of the proposed substitutions are equal to or better than those described in the contract documents.

The Center shall provide the Contractor onsite storage areas for materials, supplies, tools, chemicals and equipment. Lifts shall be stored at locations approved by the Contracting Officer’s Representative.

9.2 Equipment

The Contractor shall provide all the equipment needed to fulfill the contract requirements. Contractor owned equipment shall be conspicuously labeled.

All equipment shall be maintained in good working order at no cost to the Center.

Inoperable or malfunctioning equipment shall not be cited by the Contractor as reason for unacceptable housekeeping service or conditions. If the Contracting Officer’s Representative determines that work is deficient due to inoperable or malfunctioning equipment, the Contractor shall be required to correct these deficiencies at no additional cost to the Center. No inoperable or malfunctioning equipment shall be left on the jobsite for more than two weeks.

All battery powered equipment shall be equipped with Gel or AGM sealed batteries. No other type will be allowed at the Center. The Contractor shall maintain sufficient back-up power resources for all battery powered equipment.

Lack of sufficient back-up power (batteries) shall not be used by the Contractor as reason for inoperable equipment.

The use of propane-fueled portable equipment in the performance of the work required by this contract is strictly prohibited.

9.2.1. Contractor shall furnish and maintain in good working condition all necessary cleaning equipment required to maintain the Center including, but not limited to, vacuum cleaners, buffers, strippers, scrubbing machines, extension poles, ladders and carpet extraction equipment, brooms, mops, buckets, etc.

9.2.2. Contractor's equipment shall be maintained and used in a safe and operable condition in accordance with the manufacturer's standards and specifications. All of the equipment shall be kept clean by the Contractor.

9.2.3. If equipment provided by the Center will be assigned by the COR and inventoried on a quarterly basis or as otherwise required by the Center, all such equipment shall only be used for the provision of providing services under this contract. All equipment furnished by the Center and used by the Contractor shall remain the Center's property. Normal maintenance and repair of Center provided equipment will be the responsibility of the Center.

9.2.4. The Contractor assumes responsibility for any resulting and/or consequential damages to the Center by the loss or damage of Center-provided equipment assigned to the Contractor.

9.2.5. Loss or damage to Center-provided equipment must be reported to the COR by the Contractor within one business day following the loss or damage.

10 TRAINING

The Contractor shall be responsible for ensuring that each Contractor employee working under this contract has undergone proper orientation and is familiar with the Center immediately after being hired.

The Contractor shall provide in-service education and training programs for all new employees and continuing in-service training for all employees and maintain and provide evidence/documentation of the training available upon request. The in-service training should be provided no less frequently than on an annual basis and must be in compliance with OSHA/CAL-OSHA. The Joint Commission, Title 22, Division 5, and all other applicable regulatory requirements.

The Contractor shall also make its employees available for the Center's-sponsored following training programs:

• Guest Services Training. When completed, the Contractor's staff will be able to engage with patrons and staff in a knowledgeable manner regarding directions to Center's theaters, restaurant, restroom locations, visitor's centers, and other Center attractions.

• Active Shooter Response Training

• Training Related to Fire & Life Safety

11 KENNEDY CENTER FURNISHED RESOURCES

Unless otherwise indicated, the Center will furnish the following resources to the Contractor at no cost. These resources shall only be used by the Contractor to fulfill the requirements of the contract.

a. Storage spaces and janitors closets located throughout the Center. The locations are as follows:

Storage spaces:

• Eisenhower Block o Two closets outside of Housekeeping office o A Level North tunnel (temporary space) o A Level West Wall overhang (new space)

• Concert Hall Block o Loading Dock #2 (cage) o Loading Dock #2 (down hallway past MER #3)

• Opera House Block o 27’ Level – Next to Canteen – storage o 84’ – South Opera Tier Lounge o 84’ – North Opera Tier Lounge – across from kitchen

• REACH

o A Level Garage outside of garage Welcome Pavilion entrance

Janitor's Closets:

• Eisenhower Block o Orchestra Level – two closets o Box Tier – one closet o 1st Tier – one closet o A Level Hallway – one closet o 2nd floor – one closet o 3rd floor – one closet o Roof Terrace – one closet o Terrace Theater – one closet

• Opera House Block o Orchestra Level – one closet o 1st Tier – one closet o 2nd Tier – one closet o 2nd Floor – two closets o Atrium- 1 closet

• Concert Hall Block o Orchestra Level – two closets o 1st Tier – one closet o 2nd Tier – one closet o Hall of Nations – one closet o A Level Hallway – one closet o Facilities Hallway – one closet

• REACH

o Welcome Pavilion A Level – one closet o Welcome Pavilion B Level – one closet o River Pavilion B Level – one closet

The theater janitor’s closets shall be stocked with items necessary to respond quickly to housekeeping tasks within the theaters (e.g. vomit kits, toilet paper, paper towels, cleaning supplies, etc.). The Contractor’s primary office for managing its day-to-day operations under this contract shall be located in the Center. The Contractor shall keep all assigned spaces clean and orderly at all times. The Contractor shall be responsible for providing at its sole expense all materials, supplies, furniture, fixed improvements and equipment it may require to use the assigned space effectively in order to meet the contract’s requirements.

b. Access to the Center’s dumpsters and compactors.

c. The Center shall provide the Contractor one on-site office space for use in managing its daily operations. The Contractor shall not allow persons who do not possess a current Center identification badge to remain in the on-site office unescorted.

Storage of non-contract related items in the office is prohibited.

The Contractor's office shall be staffed during the hours of 6:00 a.m. to midnight, Monday thru Sunday, by at least one Contractor employee who can respond to inquiries and complaints/concerns which may be received in reference to the Contractor's performance under this contract. If the Contractor Project Manager receives a call or e-mail during normal business hours, the Contractor must respond within (30) minutes of receipt of the e-mail or call.

d. The Contractor shall comply with the Center policies related to network access, security and usage.

e. The Contractor shall have use of the publicly available Wi-Fi network.

f. The Center will not provide Information Technology support for Contractor-specific business applications.

g. The Center will provide unreserved general parking spaces for the Contractor personnel’s private vehicles. The Center will charge the Contractor’s personnel the same rate that the Center charges its tenants for similar parking. The current daily rate is $11.00 per vehicle, or $112 monthly per vehicle, and is subject to change at any time. Use of the loading docks will be available to Contractor work vehicles for loading/unloading purposes only.

h. The COR will advise the designated break areas that are to be used by Housekeeping staff.

Upon expiration or termination of the contract, the Contractor shall return to the Center in good working order, less any reasonable wear and tear, all Center provided resources and communication devices, documentation, drawings, etc. provided by the Center.

Upon expiration, termination of the contract, or discontinuance of employment of any of the Contractor’s personnel, all Center keys, security badges and all other…