Attachment A - SOW.doc

Department of Homeland Security US Customs and Border Protection

STANDARD

STATEMENT of WORK For

Building Operational Services Grounds Maintenance and Snow Removal Contract Standards.

Location:

Van Buren Border Patrol Station

9 Main Street, Van Buren, ME 04785

Contract Officer Information:

Statement of Work

TABLE OF CONTENTS

Page

1.0 Introduction……………………………………………….

2.0 General Requirements…………….………………………

3.0 Scope………………………………………………….…..

4.0 Description of Tasks and Deliverables……………………

4.1 Lawn and Grounds Maintenance………………….

4.2 Snow Removal…………………………………….

5.0 Site Specific Other Items………………………………….

6.0 Supplies, Materials, Equipment, and Utilities…………….

7.0 Supervision – Contractor’s Management Contact………...

8.0 Other Contractor Considerations…………………………..

9.0 Accident Report Procedures……………………………

10.0 Use of Premises….. ……………………………………..

11.0 Legal Requirements, Permits, and Code Compliance

12.0 Hazardous Materials……………………………………..

13.0 Physical Security…..……………………………………..10

14.0 Personnel Conduct, Supervision, Task Frequency

Schedules, Manager Qualifications ………………….…..

15.0 Quality Control Program………………………………...

16.0 Surveillance by Customer Complaint …………………..

17.0 Modifications, Change Orders, Deviations ……………...

18.0 General Information ……………………………….……

19.0 Definitions ………..……………………………………..

Attachment A – Worksite Specification Statement Attachment B – Task and Frequency Chart – Land and Grounds Maintenance Attachment C – Environmental Requirements

1.0 INTRODUCTION

This Statement of Work (SOW) is intended to support the facility services at U.S. Custom and Border Protection (CBP) sites. All service work shall be performed on CBP properties as specified by Building Entity (BE). Typical service work will be performed within a 5 to 7-day week observed by the building occupants, unless changes are specifically approved by the Contracting Officer’s Representative (COR) or Government Authorized Representative. Site descriptions for Building Entity (BE) are located on the “Worksite Specification Statement” document as Attachment A. The Contractor agrees that the “Task and Frequency Chart” attached to this document as Attachment B and completed by a Government Authorized Representative or COR will act as, but not be limited to, the minimum tasks and frequencies to be performed by the Contractor. CBP is mandated by legislation, and executive order to purchase products that are good for the environment. The Contractors minimum environmental requirements are presented on Attachment C.

2.0 GENERAL REQUIREMENTS

All work shall be performed as specified at the U.S. Customs and Border Protection (CBP) Building Entity (BE) Site defined at 9 Main Street Van Buren, ME 04785. Custodial services will be performed within the normal five-day week from 0700-1530 observed by the building occupants unless changes are specifically approved by the Contracting Officer's Representative (COR) or Government Authorized Representative. Snow removal shall be conducted prior to 0700 to reduce the congestion from personal vehicles.

No work, except snow removal, shall be performed when the government has no work force on duty available for the inspection of the contractor's work unless prior approval of the Government Authorized Representative is obtained. Heavy duty cleaning shall be completed after the normal working hours of the building occupants. Heavy duty cleaning is defined as any custodial cleaning work that will negatively impact the production of a work group.

3.0 SCOPE

The Contractor shall provide all management, supervision, labor, transportation, supplies, and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure a clean, neat and professional appearance at the CBP site. The Contractor shall provide custodial and related services in accordance with the requirements of this SOW.

The “Task and Frequency” Chart for this property is set forth in Attachment B of this SOW.

4.0 DESCRIPTION OF TASKS AND DELIVERABLES

Please put a check mark to the left of each of the services to be included in this contract agreement.

X_ Land and Grounds Maintenance

X_ Snow Removal The Contract Services Guidelines for the Contractor are given below but may not be limited to just those items listed. Questions should be addressed to the Government Authorized Representative.

4.1 Land and Grounds Maintenance NOTE: Because of varying, uncontrollable, weather conditions affecting growth of vegetation work requirement frequencies specified in this section only define normal requirements. The Contractor is expected to maintain the grounds in a manner that will present a well-groomed appearance throughout the year.

The Contractor will sign in or provide notice upon arrival to the Government Authorized Representative and review the completed work with the Government Authorized Representative for visual approval before signing out.

4.1.1 Perform Grounds Cleaning. The Contractor shall clean grounds, landscape beds, driveways, parking areas, indoor parking areas, and sidewalks, so that after cleaning they are free of paper, trash, bottles and other discarded material. The Contractor shall remove empty boxes and remove cans from the premises. Outdoor parking areas shall be hosed down with water to remove caked mud and dirt.

4.1.2 Grass Mowing. Grass shall not be cut while wet from heavy dew or rainfall, unless the job is specifically ordered by the Government Authorized Representative. The Contractor shall mow all lawn areas on the property such that a uniform grass height between 1½” to 3" is always maintained. The uniform grass height can be altered by the Government Authorized Representative for each facility. All grass shall always present a well-groomed appearance. Where practical, each successive mowing will be in different directions, at approximately right angles to the direction of the previous mowing. The cutting edges of all mowing equipment used will be kept in sharp condition. Bruising (grass blade ends turn brown) or rough cutting of grass will not be acceptable. Mowers shall be of a type that causes clippings to be distributed evenly over the cut area. If the mowers used cause the grass to windrow, the windrowed grass shall be removed and hauled away from Government property to prevent thatch buildup. Aeration needs will be determined by the Government Authorized Representative.

4.1.3 Mowing of Non-landscaped Areas. The Contractor shall mow all non-landscaped (wild grass/weeds) areas including retaining water ponds at regular intervals during the year such that the wild grass does not exceed a height of three to six inches. The local Government Authorized Representative will define the maximum height per individual area. Grass cuttings of these areas will not be left in random piles or other unsightly conditions.

4.1.4 Grass Edging. Grass adjacent to asphalt or concrete walks or driveways shall be trimmed and present a neat appearance. The contractor shall trim grass so as to maintain a growth free area between 1" and 1½” away from obstacles such as buildings, curbs, walkways, flagpoles, signs, parking lots, and fences. The Contractor is to remove the roots of all weeds so as to maintain a 12" diameter growth free area around trunks of all trees and shrubs. Edging is to be done without the use of chemicals.

4.1.5 Shrubbery Trimming. All shrubs and hedges shall be maintained without the use of chemicals. Shrubs and hedges will be trimmed in a box fashion before new growth exceeds five inches. Warranted landscape materials that are dead or dying will be replaced within 30 days of identification at the Contractors expense if he supplied and planted them, and unit replacement pricing for non-warranted material replacements of dead or dying landscaping will be given to the Government Authorized Representative for approval prior to replacement of the material.

4.1.6 Weed Control. Weeds on building grounds shall be controlled and eliminated in order to present a neat, well-maintained appearance at all times. The Contractor shall maintain all landscaped areas (lawn and flowerbeds) weed-free without the use of chemicals. At the discretion of the Government Authorized Representative, where ongoing weed problems occur, environmentally safe chemicals approved for public use, or available off the self in stores, can be applied. If applicable, MSDS sheets must be presented to the Government Authorized Representative prior to the application.

4.1.7 Fertilizing. The Contractor shall spread fertilizer over landscaped areas so that the fertilizer covers the area evenly. Lawn areas shall have a healthy green color and appearance. The contactor shall provide equipment to spread fertilizer. The areas where fertilizer has been spread shall be watered to a depth of 1" after applying fertilizer.

4.1.8 Watering. The Contractor shall water shrubs, flowerbeds, hedges, trees and lawn areas. Watering shall be accomplished so that all landscaped areas are watered as needed per the specific plant needs and weather conditions, during the growing season. The Government shall provide hoses and sprinklers.

4.1.9 Rake and Remove Leaves. Fence areas, shrub beds, flowerbeds, turf areas, sidewalks, drains, roadways and other surfaces shall be maintained free of leaves.

4.1.10 Parking Lots, and Driveways. The Contractor shall sweep all asphalt and concrete parking lots and driveways, so that they are free of gravel, mud, weeds, leaves, rocks and other debris. Air blowers can be used to assist with the sweeping if all remaining loose unsightly debris is removed before the Contractor departs. Weeds growing in cracks shall be eliminated using an environmentally safe chemical agent with the MSDS information for it provided by the Contractor to the Government Authorized Representative. Oil spills shall be cleaned four times per year, using an oil absorbent compound or Government Authorized Representative approved alternate environmentally safe material provided by the Contractor. The compound shall not be left on the lot overnight or unsupervised with children or pets in the area. The Contractor shall take full responsibility for the proper disposal of the contaminated materials. The driveway or parking lot shall be free of oil or stains that can be tracked onto the sidewalk or into the building. Gravel driveways and lots shall be kept weed and debris free. Areas being cleaned shall be marked off with Contractor provided traffic cones.

4.2 Snow Removal The guidelines outlined in this document DO NOT in any way supersede the CBP Emergency Procedures Manual, but provide supplemental guidance for site security, and achieving the maximum vehicle and pedestrian safety relative to snow and ice conditions on this property.

NOTE: The Contractor will sign in or provide notice upon arrival to the Government Authorized Representative and review the completed work with the Government Authorized Representative for visual approval before signing out.

4.2.1 General Requirements. The Contractor will take full responsibility for plowing/snow blowing, removal of snow and ice, salting and sanding as needed to have pavement bare as the weather will permit, and all hazardous conditions are eliminated. The Contractor must have the equipment necessary to perform the task and provide a satisfactory record of performance.

Contractor will meet with the Government Authorized Representative to develop and submit an annual snow removal plan tailored for the site to include snow piling points or storage areas, priority areas for clearing, etc.

The contractor will notify the Government Authorized Representative when they arrive on site to begin the snow removal process and will review the completed work with the Government Authorized Representative for visual approval before leaving the property.

4.2.2 Priority of Service. The CBP property will be listed as the Highest Priority property, other than hospitals and emergency routes, on the Contractor’s snow removal commitment list. Performance shall begin automatically and immediately without request or call from the government, when local overnight snow accumulations reach two (2) inches. Snow and ice shall be removed prior to building occupants reporting for work.

4.2.3 Snow Removal Service. The contractor shall perform snow removal when snow accumulations reach two (2) inches or more on a level surface, or as directed by the Government Authorized Representative. Ice or other hazardous conditions shall be treated with approved materials only. The contractor will perform snow removal services during a continuous snowfall unless directed not to do so by the Government Authorized Representative. Safety for the employees and public will determine the need for specific additional services, those services must be approved by the Government Authorized Representative prior to their execution.

The Contractor shall be responsible for monitoring snow and ice conditions and responding with the appropriate manpower and equipment to ensure the areas are clear of ice and snow accumulations. With a snowfall deep enough to cause drifting or six (6) inches or more, areas shall be automatically plowed/snow blowing and/or pushed before office hours to the extent necessary to provide essential pedestrian and vehicle traffic safety.

Chemicals and sand shall be used to reduce safety hazards due to ice and snow when requested. Material Safety Data Sheets (MSDS) will be provided as applicable by the Contractor. Calcium Chloride is to be used on all concrete surfaces and concrete sidewalks. Rock salt or other acceptable methods, as approved by the Government Authorized Representative, can be used on nonconcrete surfaces.

Snow and ice shall be removed when time permits from all on-site catch basins to allow adequate run off of melting ice and snow. No snow or ice will be dumped on or near trees, shrubs, grass or flower beds.

Snow and ice must be removed when there is insufficient space on the property to accommodate the piling of snow, or when it interferes with the operations or parking of the property. This snow must be removed and hauled off site by the Contractor to an appropriate snow dump area in compliance with City or County Ordinance.

The above work shall be performed in a manner so as not to encumber walkways, entrances, exits, or streets.

4.42.4 Service Areas. Service areas include entrances, steps, landings, sidewalks, roadways, parking areas and any other hard surface areas subject to vehicle or pedestrian traffic. Snow shall be removed from fronts of garage doors. Hand shovel around bulk gasoline tanks, areas around the dumpster, entrance and exit gate controllers, and all bollards. The area around gasoline fuel stations will include bare concrete from the tank to the edge of the island slab. Areas around card swipe access points shall also be kept clear of snow to allow for full access by either a vehicle or a pedestrian, based on individual intended type of access. Due to our driveway configuration, snow will need to be snow blown from US 1A to our fence. Snow blown from this area cannot be put on adjacent property.

4.2.5 Cleaning. The contractor shall remove all debris prior to beginning the work of snow removal. The area shall be policed for any remaining trash and debris and hauled away from Government property by the contractor.

After the last snowfall that required plowing, the Contractor shall remove all excess sand and rock that have accumulated on the sidewalks, driveways, and parking areas during the winter. This excess material shall be removed from the site as needed so as not to accumulate on landscaped areas or clog the site drainage systems.

4.2.6 Administrative. A separate snow removal log shall be maintained by the Contractor to record actual hours expended on snow removal for each piece of equipment per location. A copy of the log will be given to the Government Authorized Representative at the end of services for each removal event.

The Contractor is responsible for the repair or replacement of any damage caused by the snow removal activities to include, but not limited to, lawn, landscaping, fencing, light poles, pavement, curbs, sidewalks, etc.

4.2.7 Equipment and Labor Requirements. The Contractor shall furnish the necessary labor and supervision to clear snow and ice from the facility. The Contractor shall furnish trucks and equipment as required to complete the snow plowing or snow and ice removal process in a timely manner. The Contractor shall furnish with each separate piece of equipment capable licensed drivers in sufficient numbers to ensure they are operated safely and efficiently. The Contractor shall furnish relief drivers, when extended periods of work require it, in accordance with State and Federal laws.

The equipment, before being accepted for actual work, must be in proper mechanical condition, fully equipped as required for efficient operation, properly registered and insured in accordance with State Laws. The equipment must be equipped with accessories to meet the existing traffic and traction conditions.

5.0

SITE SPECIFIC OTHER ITEMS

This section can be used for unusual site-specific needs such as the cleaning of stables, under computer room raised floors, or exterior furnishings such as gazebos, etc.

6.0

SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

6.1 Government Furnished Property 6.1.1 Electrical power at existing outlets for the Contractor to operate such equipment as is necessary in the conduct of his work.

6.1.2 Hot and cold water as necessary, limited to the normal water supply provided in the building. No special heating or cooling of the water will be provided.

6.1.3 Storage Space: At some locations, space in the building for the storage of supplies and equipment to be used in the completion of work under the contract will be provided. The Contractor shall maintain this space in a neat and orderly condition. No flammable or explosive liquids such as gasoline will be stored in the building. The Government will not be responsible for damage or loss to the Contractor's stored supplies or equipment.

Secured janitor's closets, where available, will be provided for storing supplies and equipment.

6.2 Contractor Furnished Items

6.2.1 In performing the work hereunder, the Contractor shall obtain and maintain in effect all necessary permits and licenses required by Federal, State or Local government or subdivisions thereof, or of any other duly constituted public authority. Further, the Contractor shall obey and abide by all applicable laws and ordinances.

6.2.2 This contract calls for the Contractor to furnish all supervision, supplies, materials, transportation and equipment necessary for the completion of the work of this contract unless otherwise specified herein. Upon request of the Government Authorized Representative, the Contractor shall submit a list with the names of the manufacturer, the brand name, and intended use of each of the cleaning chemicals or agents intended for use in the completion of the work. Contractor must provide the MSDS sheets for any chemicals, cleaners, etc. Paper towels, hand soap, and toilet tissue, etc., shall be of a type and style which will be compatible with dispensers already installed in the building. The products must also meet the Environmental Requirements of Attachment C included as part of this document.

6.2.3 The Contractor shall use only chemicals which are environmentally safe. The Contractor shall furnish and display caution signs to be used when cleaning floors where people other than contractor personnel are present before the floors are dry. All equipment shall have bumpers and guards to prevent marking or scratching of fixtures, furnishings, or building surfaces.

6.3 Conservation of Utilities 6.3.1 The Contractor shall instruct its employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions, as noted below, which preclude the waste of utilities.

6.3.2 Lights shall be used only in areas where and when work is being performed.

6.3.3 Workers shall not adjust mechanical equipment controls for heating, ventilation and air conditioning systems.

6.3.4 Water faucets or valves shall be turned off after the required usage has been accomplished.

6.3.5 Any malfunctioning faucets, electric outlets, switches, etc., are to be identified by location and presented to the Government Authorized Representative for follow up.

7.0

SUPERVISION - CONTRACTOR’S MANAGEMENT CONTACT

7.1 The Contractor shall be responsible for the supervision of his employees while performing under this contract. The Government Authorized Representative will perform periodic inspections in order to ensure compliance with requirements of this contract but will not attempt to supervise the Contractor’s employees.

7.2 The Contractor shall designate an English-speaking contact person/representative who shall be the point of contact on behalf of the Contractor. Whenever the Contractor has personnel at a property at least one member will be able to communicate with property personnel in English. The Contractor must provide the name(s), addresses, and phone numbers of persons representing the Contractor to the Government Authorized Representative five (5) days prior to beginning the work under this contract. The Contractor is required to have their representatives review the work being performed to ensure compliance with the terms and specifications of this contract. These inspection reviews shall be completed at least once per week throughout the duration of the contract. The representatives may also serve in a supervisory capacity if the Contractor so desires.

7.3 The Contractor’s representatives designated in writing by the Contractor shall have complete authority to act for the Contractor during the duration of this contract. The representatives shall be contacted by the Government Authorized Representative in the event of any problems or special circumstances.

8.0

OTHER CONTRACTOR CONSIDERATIONS

8.1 Loss of Equipment: The Government cannot and shall not be held responsible for loss of tools, equipment, and materials sustained by the Contractor.

9.0

ACCIDENT REPORT PROCEDURES

In the event of an accident involving Government personnel or property, where the Government Authorized Representative perceived a lack of effective completion by the Contractor’s personnel was a factor, the Contractor shall submit a report within 1 workday after an accident to the Contracting Officer in letter form that will include the following: time and date of occurrence; the place of occurrence; a list of personnel directly involved; a narrative description of the accident that includes a chronological order of the accident and circumstances; and witnesses names and contact information.

10.0

USE OF PREMISES

10.1 The Contractor shall comply with all regulations and security requirements governing the operation of the premises, which are occupied, or the area in which the contract work is to be done.

10.2 The Contractor shall perform the contract in such a manner as to not interrupt of interfere with the conduct of Government business.

11.0

LEGAL REQUIREMENTS, PERMITS, AND CODE COMPLIANCE

The Contractor shall obtain at his own expense, all necessary local, city, county and state licenses, permits, and shall conform to all laws, regulations, and ordinances and code requirements applicable to satisfactory completion of this contract. Full responsibility for compliance with this clause shall rest with the Contractor and the Government shall assume no liability for failure.

12.0 HAZARDOUS MATERIALS

Hazardous materials or waste, including, but not limited to, Bloodborne Pathogens, hazardous cleaning chemicals, and other dangerous materials will be properly disposed of by the Contractor and the chain of disposal given to the Government Authorized Representative prior to final invoicing.

13.0

PHYSICAL SECURITY

13.1 The Contractor shall establish and implement methods of ensuring that all keys, codes and proximity cards issued the Contractor by the Government are not lost, or misplaced, and not used by unauthorized persons. No keys, codes or proximity cards issued to the Contractor by the Government shall be duplicated.

13.2 The Contractor shall develop procedures covering key control that will be included in the Quality Control Plan (QCP-Section 20.0). The Contractor shall report loss of keys, access codes or cards immediately to the Contracting Officer's Government Authorized Representative. The QCP shall include the control procedures for Government provided key lock combinations.

13.3 It is the responsibility of the Contractor to prohibit the use of keys, codes and proximity cards issued by the Government by any person other than the Contractor's employees. It is also the responsibility of the Contractor to prohibit the opening of locked areas by the Contractor's employees engaged in the completion of assigned work in those areas.

13.4 Prior to commencing work on the project, the Government shall furnish security badges to the Contractor and the Contractor's employees, which must be always worn while on the government installation.

13.5 When any Contractor or subcontractor personnel enter the facility for the first time, the Contractor shall allow one hour for security processing and the fabrication of the building’s security badge or pass, as may be required by the Government Authorized Representative.

13.6 Security badges shall be subject to periodic review by the Government Authorized Representative. The Contractor's employees shall present themselves for the issuance of renewed badges when required by the Government as scheduled by the Government Authorized Representative.

13.7 The Government reserves the right to require Contractor personnel to "sign-in" upon entry and "sign-out" upon departure from the facilities.

13.8 The Contractor shall notify the Government Authorized Representative immediately when employee's badges or passes are lost and immediately apply for re-issuance of a replacement badge or pass.

13.9 It is the Contractor's responsibility to return all keys, badges, codes and proximity cards to the Government Authorized Representative or his designee when a contractor employee is dismissed, terminated or assigned to duties not within the scope of this contract.

13.10 The Government reserves the right to set the conditions of access for contract personnel. Depending on security levels of designated offices, contract personnel may require a Government Officer escort.

14.0

PERSONNEL CONDUCT, SUPERVISION, TASK FREQUENCY SCHEDULES, MANAGER QUALIFICATIONS

14.1 The Contractor and his employees and any subcontractor shall become familiar with and obey all station regulations, including fire, traffic and security regulations. All contract employees must have attended an orientation conducted by the Government Authorized Representative (or his or her designee). The orientation will include an explanation or the occupant agency's function and may include a tour of the building/facility. It will also familiarize contract employees with key client agency personnel and areas of the building/facility requiring special attention. The Contractor's managers and supervisors shall be able to read, write, speak and understand English to the satisfaction of the Government Authorized Representative. All personnel shall keep within the limits of the work area and not enter any restricted areas unless required to do so and are cleared for such entry. The Contractor shall be responsible to the Government for acts and omissions of his own employees and of subcontractors and their employees.

14.2 The Department of Homeland Security has taken aliens from various nations into physical custody at some facilities pending the conclusion of immigration hearings, release on bonds, recognizance or supervision. The Contractor's employees must realize that the detainees are detained against their will and would seize any opportunity to escape. The Contractor's employees should not have contact with detainees. Contractor's employees shall not engage in conversation with detainees.

14.3 Contractor personnel shall present a neat appearance and be easily recognized. This shall be accomplished by wearing clothing bearing the name of the company.

14.4 Managers and supervisors shall be responsible for submitting the Contractor employees daily work schedules one week prior to the execution of the work.

14.5 The Contractor shall notify the Government Authorized Representative in writing the names of any employees no longer working on the project within one (1) workday after that employee is terminated or no longer expected to work under this contract. The Contractor must return all security badges, keys, access codes, and proximity cards issued by DHS to the Government Authorized Representative after an employee of the Contractor is no longer working on the project.

14.6 Qualifications of managers and supervisors. Managers and supervisors engaged in directing the work to be accomplished under this contract shall possess at least 2 years of recent experience (within the past 5 years), directing cleaning-type operations in a manager capacity for buildings of the approximate size of the building(s) to be cleaned under this contract. Competent management personnel shall be employed. The management personnel shall provide evidence of any supervisory training courses taken. At the discretion of the Contracting Officer, experience may be substituted for formal training. A detailed resume for managers and supervisors containing the information specified below must be submitted to the CO prior to award for evaluation. Management employees must provide the following information:

15.0

QUALITY CONTROL PROGRAM

The Contractor must submit two copies of a detailed Quality Control Plan (QCP) with their contract proposal. The plan will be site specific and will inform the Government Authorized Representative how the work, supervision, project management and follow up will be performed in this contract to ensure compliance with all requirements. The QCP is intended to provide a structured process and detailed plan that will help the Contractor manage the project and identify any deficiencies before the work execution becomes unacceptable.

The QCP must be always kept current to reflect all contract modifications and changes in plan. If anything in the plan is revised, the plan must be physically updated, and the changes are to be reported to the Government Authorized Representative and approved by the Contracting Officer.

16.0

SURVEILLANCE BY CUSTOMER COMPLAINT

When a complaint is received, the Government Authorized Representative will investigate, validate the complaint, notify the Contractor of the defect and maintain a record of the complaint.

17.0

MODIFICATIONS, CHANGE ORDERS, DEVIATIONS

21.1 The Contracting Officer retains the sole right to issue modifications and change orders. In no event shall any understanding or agreement, contract modification, change orders or other matter in deviation from the terms of this contract, between the Contractor and a person other than the Contracting Officer, be effective or binding upon the Government. All such actions must be formalized by a proper contractual document executed by the Contracting Officer.

18.0 GENERAL INFORMATION

18.1 Contracting Officer Representative (COR): This will be the U.S. Customs and Border Protection technical contact person or Contracting Officer’s Technical Representative. The (COR) information will be provided upon award of the contract.

18.1.1 The Contracting Officer will designate the COR or Government Authorized Representative at time of contract award. The responsibilities of the Government Authorized Representative include but are not limited to determining the adequacy of Contractor completion efforts in accordance with the conditions of this contract.

18.1.2 The Government Authorized Representative is responsible for the inspection and monitoring of the Contractor's work. The responsibilities of the Government Authorized Representative include but are not limited to: inspecting the work to ensure compliance with the contract requirements; documenting through written inspections reports conferring with representative of the contractor regarding any problems encountered in the successful execution of the work.

18.1.3 In addition to the above, the Government Authorized Representative will make a periodic walk through the building and other areas covered by this contract to ascertain the level of services being performed. The Contractor will be notified of any deficiencies noted.

19.0

DEFINITIONS:

As used throughout this contract, the following terms shall have the meaning set forth below.

ACO: Administrative Contracting Officer. As used in this quotation and the resulting contract means the Administrative Contracting Officer who is administering the contract on behalf of the United States is a Contracting Officer for the Department of Homeland Security. The ACO is a person with the authority to enter into contracts, administer, and terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

AQL: Acceptable Quality Level- The allowable leeway from a standard that can occur before the Government will reject the specific service.

CONTRACT DISCREPANCY REPORT (CDR): A report, sent by the Government Authorized Representative to the Contractor, whereby the Contractor is required to complete when completion of a task is unsatisfactory. The CDR requires the Contractor to explain to the Government Authorized Representative, in writing within 5 calendar days, why the task wasn’t done in a satisfactory manner, how task completion shall be returned to satisfactory levels, and how recurrence of the problem shall be prevented in the future.

CONTRACTING OFFICER (CO): The U.S. Customs and Border Protection person for the Department of Homeland Security with the authority to enter into contracts, administer, and terminate contracts and make related determinations and findings. See ACO definition above.

CONTRACTOR: The entity that provides the services described in the Statement of Work.

CONTRACTOR MANAGER: That person, or designated alternate, responsible for insuring that required services are performed properly, and who is the one point of contact responsible for interaction with government personnel. They are also responsible for supervising the contractor’s employees.

COR: Contracting Officer Representative. An employee who is designated and authorized by the Contracting Officer to answer technical questions, provide for inspections, certify invoices for payment and assist in administering the contract.

DEFECTIVE SERVICE: A service output that does not meet the standard of work established by this contract.

DETAINEE: Any person confined under the auspices and the authority of any federal agency, primarily the Department of Homeland Security. (DHS reserves the right to place detainees who are in the custody of the Bureaus of Prisons, the U.S. Marshals Service or any person confined under the auspices and the authority of the DHS or any other federal agency.) Many of those being detained may have substantial and varied criminal histories.

DHS: Department of Homeland Security

EMERGENCY: Any significant disruption of normal facility procedure, policy or activity caused by riot, strike, escape, fire, medical emergency, natural disaster or other serious incident.

GOVERNMENT AUTHORIZED REPRESENTATIVE: An employee who is designated and authorized by the Contracting Officer, or Contracting Officer’s Technical Representative to answer questions, provide for inspections, certify invoices for payment and assist in administering the contract.

HEAVY DUTY CLEANING: This is defined as any custodial cleaning work that will negatively impact the production of a work group or cause a disruption due to excessive noise levels. It will also apply to Quarterly, Semi-Annual, or Annual task deliverables that require the movement of furniture, equipment, or other fixtures, when not in use, to complete the cleaning process. This work will be done during non-business hours.

POLICING: To make an area clean and neat in appearance by removing obvious debris, spillage, etc.

QUALITY ASSURANCE (QA): A method used by the Government to provide control over the quality of purchased goods and services.

QUALITY CONTROL: Those actions taken by a Contractor to control the execution of required services so that the standards of the contract are met.

REPONSE TIME: Response time is defined as the time allowed the Contractor after initial notification of a work requirement to have personnel physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the work required.

SANITIZE: Free from dirt and germs.

SPACE: A space is an area to receive custodial services that may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, stairwells, lobbies, offices, entrances and elevators.

SPOT CLEAN: To remove dirt, grease or other material, that gives visual appearance of soiling, from an area without cleaning the entire surface.

PAGE

Pg. 1 of 22