ATTACHMENT 3 Auburn Janitorial Services PWS 2023.pdf

Auburn Janitorial Services

US Department of Agriculture (USDA)

Performance Work Statement

May 5, 2023

Contents Project Title

General Information

1.0 Background and Purpose

2.0 Definitions

2.1 Acceptable Quality Level, (AOL)

2.2 Defective Service

2.3 Performance Requirements Summary, (PRS)

2.4 Quality-Assurance-Surveillance Plan, (QASP)

2.5 Quality Control

2.6 Clean

2.7 Disinfect

2.8 Frequency of Service

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 Quality Control Plan

3.2 Contractor Furnished Property

3.3 Specific Tasks

4.0 Deliverable / Schedule

4.1 Schedule

4.2 Line-Item Task / Frequency Schedule

5.0 Government Furnished

5.1 Dumpster

5.2 Utilities

5.3 Storage Closet

5.4 Supplies

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Safety

10.0 Conduct

11.0 Performance Requirement Measures

12.0 Quality Assurance

Attachments

Project Title Auburn Janitorial Services

General Information

1.0 Background and Purpose

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 all other incidentals necessary to provide janitorial and related services as described herein.

The work under this contract includes only the task listed, at the frequency identified, in portions of the main laboratory building. head house, and warehouse, for a total of approximately 5,658 square feet. The buildings are located at the George W. Andrews Forestry Sciences Laboratory, 521 Devall Drive, Auburn University, AL 36849. See attached Floor Plan and Site Plan.

2.0 Definitions

2.1 Acceptable Quality Level, (AOL). The AQL is defined as the number of defects or maximum percentage of defects in the lot that may occur before the Government will affect the price computation system in accordance with 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. Detective 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, (QASP). 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

• Annually - Services performed one time during each 12-month period of the contract.

• Semi-Annual - Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

• Quarterly - Services performed 4 times during each 12-month period of the contract at intervals of 80 to 100 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 six to eight calendar days.

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

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 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.

3.2 Contractor Furnished Property

3.2.1 General

Except for those items or services specifically stated to be Government furnished 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.

3.2.2 Cleaning Supplies and Equipment

Contractor shall supply all cleaning supplies and equipment needed to complete the requirements of this contract.

Contractor shall utilize vacuum cleaning equipment that complies with LEED requirements (Vacuum cleaners meet the requirements of the Carpet and Rug Institute Green Label Program and are capable of capturing 96 percent of particulates 0.3 microns in size and operate with a sound level less than 70dBA.)

3.2.3 Bio-Based Cleaning Products

3.2.3.1 The Contractor shall utilize products and material made from biobased materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer or designated representative. The following is a list products that may be used in this contract for custodial services for which biobased products are available. The list is not all inclusive; all-purpose cleaner, degreaser/cleaner, deodorizer, floor finish, disinfectant sanitizer, Glass cleaner. Bathroom cleaner)

3.2.3.2 Biobased products that are designated for preferred procurement under USDA's Bio-Preferred program must meet the required minimum biobased content as stated in the USDA final Rule available at www.biopreferred.gov

3.2.3.3 Prior to contract start and if requested with the initial quotation, the contractor shall submit a complete list of bio-based products indicating the name of the manufacturer, cost of each material and the intended use of each of the materials to be used during the performance of the contract. Additionally, if a multiple/multi-year contract, the winning contractor on each anniversary date of the contract shall compile a complete list of biobased products, including the above information, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes that are to be used in carrying out the requirements of the contract.

3.3 Specific Tasks

3.3.1 Clean Floors

3.3.1.1 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 representative. Chairs, trash receptacles, and other moveable items shall be moved to clean carpet beneath these items. All moved items shall be returned to their original position.

3.3.1.2 Sweep and Mop Floors

In all hard surface areas, the full floor-area will be swept. Damp mop floors using approved cleaning solution.

3.3.1.3 Scrubbing Torginol Floors

Scrubbing. Use a floor scrubbing machine with approved cleaning solution on all hard surface floors. The Contracting Officer's Representative shall be notified at least one (1) day prior to and after completion of all scrubbing.

3.3.1.4 Spot Clean Carpets

Spot clean carpet as needed in accordance with carpet manufactures recommendations.

3.3.2 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.

3.3.3 Clean Restrooms

3.3.3.1 Sweep and Mop Floors. The entire floor surface, including splash boards, shall be free from litter, dirt, dust and debris. 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. The floor is a water-based epoxy. Any type of soapy cleaning agent and water is recommended for cleaning.

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

3.3.3.3 Clean Mirrors. Mirrors shall be clean and be free of any streaks or other removable matter.

3.3.3.4 Replenish Supplies. Paper towels, soap, and toilet paper dispensers shall be kept filled using Contractor furnished products. Additional same products shall be made available for replenishing by resident employees as needed.

3.3.3.5 Clean Floor Tile Grout. Restroom floors are to be scrubbed to remove dirt and discoloration in floor grout using a solution provided by contractor and approved by Contracting Officer's Representative.

3.3.4 Clean Breakrooms / Kitchen Areas / Hallways / Conference Rooms

3.3.4.1 Disinfect Counter Tops/Conference Table. Break room counter tops and conference table shall be cleaned and sanitized. Counter and table tops shall be free of streaks, stains, spots, smudges and obvious soil.

3.3.4.2 Sweep and Mop Floor of Break Rooms, Kitchens, and Hallways. The entire floor surface, 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.

3.3.4.3 Clean Sinks and Appliances. Sinks shall be cleaned and wiped free of all watermarks. Stove and chrome fixtures shall be damp wiped and polished dry.

3.3.4.4 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.

3.3.4.5 Clean Chalkboards and Trays. This section reserved and not part of this contract.

3.3.4.6 Dusting: All furniture, grills, horizontal ledges, and sills shall be dusted.

3.3.5 Clean Windows

3.3.5.1 Clean Windows. The interior and exterior surfaces of all windows shall be cleaned. Windows shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, or film.

4.0 Deliverable / Schedule

4.1 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 less than daily, the schedule shall be adjusted by mutual agreement between the Contractor and COR for Federal Holidays. All work shall be performed during normal working hours of 8:00am to 4:30pm, Monday through Friday except for Federal Holidays.

4.2 Line-Item Task / Frequency Schedule

Task Frequency

3.3.1 Clean Floors

3.3.1.1 Vacuum Carpets & Rugs (line item 001) Weekly

3.3.1.2 Sweep Floors (line item 002) Three Days per week

3.3.1.2 Mop Floors (line item 002) Three Days per week

3.3.1.3 Scrub Floors (line item 003) Annually

3.3.1.4 Spot Clean Carpets (line item 004) Three Days per week

3.3.2 Empty Trash (line item 005) Three Days per week

3.3.3 Clean Restrooms

3.3.3.1 Sweep and Mop Floors (line item 002) Three Days per week

3.3.3.2 Clean fixtures ( i.e. toilets, sinks, urinals) (item 006) Three Days per week

3.3.3.3 Clean Mirrors (line item 009) Three Days per week

3.3.3.4 Replenish Supplies and Clean Containers (line item 007) Three Days per week

3.3.3.5 Clean floor tile grout (line item 008) Monthly

3.3.4 Kitchen/Break, Rooms/Hallways, and Conference Room

3.3.4.1 Disinfect counter tops/tables (line item 011) Weekly

3.3.4.2 Sweep and Mop floors (line item 002) Three Days per week

3.3.4.3 Clean sinks and appliances (line item 012) Weekly

3.3.4.4 Clean Drinking Fountains (line item 013) Three Days per week

3.3.4.6 Dust (line item 014) Weekly

3.3.5 Window Cleaning (Line item 015) Annually

3.3.5.1 Includes the glass inside and out and wipe down frames

*See specs below

Window Specifications

Number Size Location

19 53"x62" Offices

19 53"x44" Offices

19 48"xll" Offices

1 45"x45" Office

1 41"x 11" Office

6 66"x22" Outer Entry Doors

6 18"x22" Outer Entry Doors

6 53"x62" Lobby and reception

1 68"x22" Inner Entry Door

1 17"x22" Inner Entry Door

1 64"x27" Inner Entry Door

5.0 Government Furnished

5.1 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.

5.2 Utilities. The Forest Service will provide utilities to operate equipment and water necessary to complete the work and a storage closet for supplies.

5.3 Storage Closet. The Government will furnish an unsecured area for storage of contractor furnished materials. The 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.

5.4 Supplies

Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle Toilet Tissues: two-ply.

Paper towels: Bi-Fold or Tri-Fold suitable for bathroom dispenser.

Hand Soap: Liquid Anti-bacterial soap for installed dispensers and for hand size push/pump liquid antibacterial soap when installed dispenser arc non-operational.

6.0 Travel

NA

7.0 Contractor’s Key Personnel

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 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.

8.0 Security Requirements

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). 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.

9.0 Safety

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.

10.0 Conduct

All work 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 taking 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 workplace 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. Contractor personnel may not smoke on Government premises.

11.0 Performance Requirement Measures

JANITORIAL PERFORMANCE REQUIREMENTS SUMMARY

Performance Standard Performance Remedy Method of Assessment

Contractor must comply with the PWS Paragraph number shown below

Threshold/ AQL

3.3.1.1 Vacuum Carpets & Rugs

No more than 5 valid defects per month

Re-performance Periodic surveillance/customer complaint

3.3.1.2 Sweep & Mop Floors

3.3.1.3 Scrub Floors

No more than 1 valid defects per

3.3.1.4 Spot Clean Carpets

3.3.2. Empty Trash

3.3.3 Restrooms

3.3.3.1 Sweep and Mop Floors

complaint

3.3.3.2 Clean bathroom fixtures

(i.e. toilets, sinks, urinals)

3.3.3.3 Clean Mirrors

complaint

3.3.3.4 Replenish Supplies ( Paper

Towels, Toilet paper, soap)

3.3.3.5 Clean floor tile grout

3.3.4 Kitchen/Break, Rooms

/Hallway and Conference Room

3.3.4.1 Disinfect

Counter tops/conference table complaint

3.3.4.2 Sweep and Mop Floor of

Break Room and Hallway

3.3.4.3 Clean Sinks & Appliances

complaint

3.3.4.4 Clean Drinking Fountains No more than 5 valid defects per

3.3.4.6 Dust

complaint

3.3.5 Window Cleaning

No more than 2 valid defects per year

Re-Performance Periodic surveillance/customer complaint

3.2.3 Ensure the mandatory

purchasing of biobased products and recycled products (Paragraph

3.2.3.1 and 3.2.3.2)

Below incentives apply to all PRS items shown above:

Positive Incentive: Positive performance evaluations and recommendations Negative Incentive: Negative performance evaluation; rework at no cost to the Government.

Government deduction if daily service that cannot be re-performed. Government acceptance with price reduction or another form of consideration.

12.0 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.

12.1 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 perform corrective work. The government will 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.

12.1.1 Surveillance Methods

12.1.1.1 100% Surveillance. This method required the COR to inspect the services each time they are performed. The deficiency(s) shall be documented, and the contractor shall re-perform the service, excluding daily services, at no increase in contract amount, prior to the next scheduled service.

12.1.1.2 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.

12.1.1.3 Customer Complaint. Any complaints received by the COR will be documented and investigated. The COR shall be responsible for initially validating customer complaints. 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.

12.1.2 Performance Evaluation Meeting. The contract manager 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 workdays of receipt of the minutes.

Attachments Auburn Janitorial Bldg Plans.pdf Auburn Janitorial GWA Lab Compound Map.pdf Auburn Janitorial Bldg Square Footage and Fixture Count.docx