Attachment 1 Talladega SOW.pdf

Janitorial Services -Talladega Ranger District

SECTION 1 - GENERAL

1.1. SCOPE OF WORK

ATTACHMENT I

PERFORMANCE WORK STATEMENT (PWS)

Janitorial Services Talladega Ranger District

Talladega, AL

Provide Janitorial Services as defined in this Performance Work Statement (PWS) at the frequencies identified in the Task/Frequency List. The Contractor shall perform in accordance with the standards defined in this contract. The Contractor shall provide all personnel, equipment, labor, supervision, transportation, supplies and materials (including safety), and an other incidentals necessary to provide janitorial and related services as described herein. Janitorial services will be performed for the US Department of Agriculture, National Forests in Alabama, Talladega Ranger District, 1001 North Street (Highway 21 North), Talladega, Alabama 35 I 60, This is a one story building with approximately 3,174 SF. (2 restrooms - I Toilet and I sink in each) and in the Work Center, which is located rear of the office location. Approximately 996.SF of the work center will be cleaned by the contractor (2 restrooms - 2 toilets/stalls and I sink each and 2 showers). Layouts of the facilities are included as Exhibits D & E.

1.2 CONTRACTOR REPRESENTATIVE

The Contractor shall designate a representative during performance of the contract and until the work is completed and accepted, the Contractor shall directly supervise the work or assign a competent superintendent to be at the work site at all times. The superintendent shall be designated in writing with a copy of such designation provided to the Contracting Officer prior to the contract start date. The superintendent must have authority to act for the Contractor, and be acceptable to the Contracting Officer. The superintendent may be the same individual who cleans the facility. The Contractor representative shall be available during normal working hours, at the site of work, with Government personnel designated by the Contracting Officer to discuss and resolve performance issues. The Contractor representative shall have authority to act for the Contractor on all contract matters relating to daily operation of this contract.

The Contractor representative must be able to read, write, speak, and understand English.

1.3 CONTRACTING OFFICER (CO)

The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The Contracting Officer can appoint representatives to act on their behalf.

1.4 CONTRACTING OFFICER REPRESENTATIVE (COR)

ACOR (s) will be appointed to monitor the Contractor's performance and have the right to inspect and accept or reject the services as required by the contract. The name and telephone number of each COR under the contract will be furnished to the Contractor in writing by the Contracting Officer. If a COR is not appointed, at the minimum, an inspector will be appointed to inspect work performed.

1.5 QUALITY CONTROL PLAN

The Contractor shall develop and maintain a quality control program to ensure janitorial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure non-performance and continual repeat of defective services does not occur. A written Quality Control Plan shall be submitted to the Contracting Officer for review, feedback, and approval. The plan shall be submitted no later than the pre performance conference. The plan shall specifically address the Contractor's strategy to provide quality workmanship and for correcting deficiencies as required.

1.6 QUALITY ASSURANCE

The Government may inspect contract services using a variety of methods however, the primary means of inspecting all types of work is the periodic method. The Government shall inspect and evaluate the Contractor's performance to ensure services are received in accordance with the requirements set forth in the contract. The COR may inspect by watching actual task performance, physically checking a completed task, checking a management information report; investigating customer complaints; conferring with building occupants/managers; or any combination of the above; or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS.

1.6.1. Government Surveillance. The Government will monitor the Contractor's performance under this contract using the method(s) of surveillance specified in the Performance Requirements Summary. The Government, through its COR, will be monitoring the Contractor's performance on a continuous basis. All monitoring observations will be recorded by the Government. When an observation indicates defective performance, the COR will request the Contractor's representative to confirm defective work and perfonn corrective work as needed. The Government will also perform a visual inspection of the Contractor's inspection results. The Contractor shall be required to rework the effort until the performance standard is achieved, or a payment deduction could be taken

1.6.1.1 Surveillance Methods.

1.6.1.1.1 100% Surveillance: This method requires the COR to inspect the service each time it occurs. Any deficiency shall be documented and the Contractor shall re-perform the service, if appropriate, at no increase in contract amount.

1.6.1.1.2 Periodic Surveillance. This method requires the COR to employ a "spot check" style of evaluation based on the Contractor's cleaning schedule. Any deficiency shall be documented and the Contractor shall re-perform the service, if appropriate, at no increase in contract amount.

1.6.1.1.3 Customer Complaints. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaint. The Contracting Officer shall make the final determination of the validity of customer complaint'(s) in cases of disagreement with the COR and the Contractor. Any validated customer complaint shall be documented and the Contractor shall re perform the service, if appropriate, at no increase in contract amount.

1.6.2. Performance Evaluation Meeting. The Contractor's representative may be required to meet with the COR or others during the first month of the contract. Meetings shall be as often as necessary thereafter as determined by the Contracting Officer. However, if the Contractor requests, a meeting will be held whenever a Contract Discrepancy Report is issued. The meetings shall focus on Contractor performance and actual or potential problems. A mutual good faith effort shall be made by all parties to resolve all issues, The written minutes of these meetings shall be signed by the parties to the discussion. Should the Contractor not concur with the minutes. the Contractor shall so state any areas of non-concurrence in writing to the Contracting Officer within seven worlc days of receipt of the minutes.

1.7 PERFORMANCE REQUIREMENTS SUMMARY {PRS)

The contract service requirements are summarized in the PRS and relate directly to required services. The performance standard briefly describes the minimally acceptable levels of service required for each item. The PRS and the Contractor's Quality Control Plan provide information on contract requirements, the expected level of Contractor's performance and the expected method of Government surveillance and confirmation of services provided. Procedures as set forth in FAR 52.212-4(a) Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

1.8SAFETY

The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present. Any fire hazards, conditions, and items in need of repair shall be reported to the COR.

1.9CONDUCT

All worlc under this contract shall be performed in a skillful and workmanlike manner. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance and integrity, and shall be responsible for taldng such disciplinary action with respect to the employee (s) as may be necessary. The Contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Government use. The Contracting Officer may, in writing, require the Contractor to remove from the 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. No persons other than Forest Service personnel and Contractor's employees 16 years of age or older shall be on the premises during performance of the work.

Contractor's personnel may not smoke on Government premises. Contractor's personnel may not use any Government telephone.

1.10 SCHEDULE.

The Contractor shall submit an annual schedule for services described in the PWS for approval at the pre-performance conference identifying the date and time services are to be performed. Any changes need to be coordinated with the COR and/or Contracting Officer.

When the cleaning schedule is Jess than daily, the schedule shall be adjusted by mutual agreement between the Contractor and COR for recognized Federal Holidays.

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1.11 PHYSICAL SECURITY

The Contractor shall be responsible for securing premises upon completion of each service. The Contractor shall ensure that all lights shall be turned off after each room or area has been serviced (unless occupied). Water faucets or valves shall be turned off after the required usage has been accomplished. Mechanical equipment controls for heating, ventilation, and air-conditioning system will not be adjusted by the cleaning crew worker(s). The facility is not to be left unsecured at any time, including the period when work is being performed. All unnecessary lights are to be turned off.

SECTION 2 - STANDARD DEFINITIONS

2.1 ACCEPTABLE QUALITY LEVEL (AOL). The AQL is defined as the number of defects or maximum percentage of defects in the lot Uiat may occur before the Government will affect the price computation system in accordance wilh the Performance Requirements Summary and the Inspection of Services Clause. An AQL does not allow a Contractor to knowingly offer defective service, but limits reduced payment to circumstances in which defective performance results in a measurable reduction in the value of services rendered.

2.2 DEFECTIVE SERVICE. Defective service is a unit of service, which contains one or more defects or nonconformance with specified requirements.

2.3 PERFORMANCE REQUIREMENTS SUMMARY (PRS). Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor.

2.4 QUALITY ASSURANCE SURVEILLANCE PLAN (OASP). An organized written document used for quality assurance surveillance. The document contains specific methods to perform surveillance of the Contractor.

2.5 QUALITY CONTROL. These are actions taken by a Contractor to control the performance of services so that services meet the requirements of the PWS.

2.6 CLEAN. Clean shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris, and other residue.

2.7 DISINFECT. Disinfect is cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

2.8 FREQUENCY OF SERVICE

Semiannual - Services performed twice during each 12 month period of the contract at intervals of 160 to 200 calendar days. All Semi-Annual, Annual and As Needed Services cleaning shall be scheduled with the COR.

Quarterly . Services performed 4 times during each 12 month period of the contract at intervals of 80 to I 00 calendar days.

Monthly - Services performed 12 times during each 12 month period of the contract at intervals of 28 to 31 calendar days.

Weekly. Services performed 52 times during each 12 month period of the contract at intervals of 6 to 8 calendar days.

Daily - Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

Day per week or frequency per week - Service performed the day of week or frequency as noted in the PWS.

SECTION 3 GOVERNMENT FURNISHED PROPERTY

3.1 DUMPSTER. The Contractor will dispose of the trash and refuse in the dumpster located in the immediate vicinity. Dumpster doors shall be closed after each use.

3.2 UTILITIES. The Forest Service will provide utilities to operate equipment and water necessary to complete the work.

3.3 STORAGE CLOSET. The Government will furnish an unsecured area for storage of Contractor's furnished materials. The storage closest is equipped with a mop sink and is centrally located inside the building. Contractor shall maintain such storage areas to the same standards as similar areas occupied by the Government. No hazardous materials are to be stored in the facility.

3.4. OFFICE/CLEANING/RESTROOM SUPPLIES

• Toilet Tissue

• Paper towels

• Hand Soap

• Trash bags

• Any Cleaning products (Glass cleaner, disinfectants, etc.) and equipment (i.e. brooms, mops, etc.)

The Forest Service should provide bio-based products and recycfed paper products for contractor's use on this contract, unless cost prohibitive or non-availability.

SECTION 4 CONTRACTOR FURNISHED PROPERTY

4.1 GENERAL. Except for those items or services specifically stated to be Government-furnished property in Section 3, the Contractor shall furnish everything (equipment, materials, supplies, incidentals, etc.) required to perform the tasks identified in this contract in accordance with Section 6 Publications in a skillful and workmanlike manner.

4.2 OFFICE/CLEANING /RESTROOM SUPPLIES. Supplies required to be furnished by the Contractor include but are not limited co the following:

The Contractor needs to provide all personal protective equipment such as safety glasses, gloves, aprons, back-support belts, etc.

Any materials not listed above which the Contractor will need to perform the job.

4.3 RECYCLED PRODUCTS. RESERVED-Applicable if paper products are to be provided by the Contractor.

4.4 BIO-BASED CLEANING PRODUCTS: RESERVED.

4.5 Material Safety Data Sheets: Prior to the starting date of the contract, the Contractor shall submit to the COR a list giving the name of the manufacturer, the brand name, and Material Safety Data Sheets with the intended use of each of the materials the Contractor proposes to use in the performance of the work. (If to be stored at the facility) Contractor shall not use any materials which the COR determines 10 the unsuitable for said purpose, or harmful to the surfaces to which it is to be applied. Any material which the COR suspects of not meeting safety standards shall be tested by a recognized testing laboratory at the Contractor's expense

SECTION 5 SPECIFIC TASKS

S.1 CLEAN FLOORS

5.1.1 VACUUM CARPETS AND RUGS

Carpeted areas shall be free of dirt, debris, and other foreign matter and appear clean and uniform in appearance. All tears, burns, and raveling shall be brought to the attention of the Government's representative. Chairs, trash receptacles, and other moveable items shall be moved to clean carpet beneath these items. Carpet spots shall be removed as needed. Any spots that cannot be removed shall be brought to the immediate attention of the Government's representative. All moved items shall be returned to their original position.

All carpeted areas located in the facility are to be vacuumed.

5.1.2 SWEEP AND MOP FLOORS

5.1.2.1 Sweep Floors: The entire floor surface located through the facility, including splash boards, shall be free from litter, dirt, dust and debris. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors beneath these items. All moved items shall be returned to their original and proper position. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain film urine deposits, or standing water. Floors shall be treated as necessary to maintain sanitary conditions and a clean, uniform appearance. All tiled areas located in the facility are to be swept.

5.1.2.2 Mop Floors: Mop floors using an approved cleaning disinfectant solution. Ceramic tile is to be swept or vacuumed, mopped with clean hot water 11nd mild detergent. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors beneath these items. All moved items shall be returned to their original and proper position. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain film urine deposits, or standing water. Floors shall be treated as necessary to maintain sanitary conditions and a clean, uniform appearance. All tiled areas located in the facility are to be mopped.

5.1.2.3 Natural Wood Surfaces. All natural wood surfaces will be clean and maintained IA W Best industry practices or as manufacturer's maintenance instructions (if available.)

5.1.3 STRIP, FINISH AND BUFF FLOORS

5.1.3.1 Stripping: Remove all old finish or wax from floors and adjoining room/lab doorways. Cleaner is to be applied in accordance with product recommendations. Care shall be exercised so that baseboards, walls, and furniture shall not be splashed or marred. The contractor will coordinate the schedule for cleaning at least 2 weeks in advance of service with the COR/inspector.

5.1.3.2 Finishing: Apply floor finish in accordance with manufacturer recommendations

5.1.3.3 Spray Buffing: Sweep floor thoroughly. Damp mop to remove spillages. Spray buff floor, using floor polishing machine, proper pad and equipment in accordance with polish product instructions.

5.1.4 CLEAN/SHAMPOO CARPETS. All carpets shall be clean in accordance with standard commercial practices. A heavy-duty spot remover may be required in heavily soiled areas. After shampooing, the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from base board, furniture, trash receptacles, chairs and other similar items. Chair, trash receptacles, and other items shall be moved to clean carpets, and returned to their original location. The contractor will coordinate the schedule for cleaning at least 2 weeks in advance of service with the COR/inspector.

5.2 EMPTY TRASH RECEPTACLES

All waste generated in the building shall be collected and removed to refuse receptacles provided by the Government. Trash receptacles shall be left clean, free of foreign matter, and free of odors. Any obviously soiled or torn plastic trash liners shall be replaced. Liners are to be provided by Forest Service. All trash receptacles located throughout the facility are to be emptied and have the trash liners replaced.

5.3 CLEAN RESTROOMS

5.3.1 Clean bathroom fixtures. All surfaces of counters, sinks, toilet bowls, urinals, showers, lavatories dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces shall be clean and disinfected using a germicidal detergent. After cleaning, receptacles shall be free of deposits, direct streaks and odor. Seats shall be left in a raised position. Clean walls and doors as needed.

5.3.2 Clean mirrors. Mirrors shall be clean and have no streaks or other removable matter.

5.3.3 Replenish supplies. Paper towels, soap, and toilet paper dispenser shall be kept filled using Government furnished products.

Additional same products shall be made available for replenishing by resident employees as needed. (For instance, extra rolls of toilet paper should be located in the restrooms so building occupants can replace empty roll)

5.4 CLEAN KITCHEN AREAS /FRONT OFFICE/RECEPTION AREA/CONFERENCE ROOM/

S.4.1 Disinfect Counter tops/table/cabinets. Break room counter tops, cabinetry, and table(s) shall be cleaned and sanitized.

Counter and table tops shall be free of streaks, dust, stains, spots, smudges and obvious soil. Note: Nothing is to be disturbed on the any desks.

5.4.2 Clean sink. Sinks shall be cleaned and wiped free of all watermarks.

5.4.3 Clean Drinking Fountains All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of the fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. Traps shall be free of debris and buildup.

5.5 CLEAN GLASS DOOR(S)

Glass shall be clean and have no streaks or other removable matter . All fingerprints shall be removed.

5.6 REMOVE DUST, COB WEBS, AND HANDPRINTS.

Contractor shall dust all non-vertical surfaces that are seven feet and below from the floor so that there is no cobwebs on those surfaces to include venetian blinds. Surfaces to include but are not limited to walls, Floor boards, bulletin boards, vents, window sills, furniture, and doors/frames. Wipe Handprints from walls, doors/frames and light switches.

5.7 BUILDING ENTRANCE(S)

The building entrances (front porch, side entrance(s) will be swept to include the entire sidewalk to the parking place(s). Any cobwebs from walls, window sills, door and or frames should be eliminated from the front or side entrances on an as needed basis.

5.8 CLEAN/WASH WINDOWS

Windows are the glass surfaces that are an integral part of the outer wall of the buildings. Window screens shall be removed, cleaned and replaced as needed. After the window has been cleaned, exterior frames, casings, sill and glass (both on the interior and exterior, shall be free of all traces of film, dirt, smudges, water and other foreign matter.

SECTON 6. PUBLICATIONS AND CITED STANDARDS-(This section reserved)