Attachment_A_PWS.pdf

ATTACHMENT A

DE-SOL-0006424

Performance Work Statement:

Janitorial Services at Virginia Smith Converter Station

DE-SOL-0006424 Page 1

U.S. DEPARTMENT OF ENERGY

WESTERN AREA POWER ADMINISTRATION

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

1. General

The Western Area Power Administration (Western), Rocky Mountain Region (RMR), requires a contractor to perform Janitorial Services at the Virginia Smith Converter Station, 2281 Road 111, Sidney NE 69162.

1.1. Background

Western, part of the U.S. Department of Energy (DOE), is a Federal power marketing administration that markets and delivers reliable, cost-based hydroelectric power and related services within a 15-state region.

The RMR serves preference customers in Colorado, Wyoming, Nebraska and Kansas. RMR also services the Colorado River Storage Project Management Center (CRSP-MC) in Salt Lake City, Utah. The CRSP-MC provides transmission services to facilities in Arizona, New Mexico, Colorado, Utah, Texas and Wyoming.

RMR’s mission includes maintenance and operation of the high-voltage transmission system including 80 substations and over 5,400 miles of high-voltage power transmission lines that deliver power from CRSP-MC and over 19 power plants to its wholesale customers.

Western, RMR and Government are used interchangeably in this document, and all have the same meaning.

1.2. Location

Western Area Power Administration, Virginia Smith Converter Station, 2281 Road 111, Sidney NE 69162, Cheyenne County (“VSCS”).

1.3. Government Personnel

1.3.1. The Contracting Officer is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. He/she is the only person authorized to make any changes in the prices, terms or other conditions of the contract.

1.3.2. The Contracting Officer’s Representative (COR) is responsible for giving the Contractor any special technical instructions or guidance necessary to ensure contract execution. The COR has no authority to alter the terms of conditions of the contract.

1.4. Contractor Personnel

1.4.1. The contractor shall furnish adequate supervision at the premises to ensure that work is performed in a satisfactory manner. It is the responsibility of the contractor to maintain close surveillance over personnel employed to perform work on the contract.

1.4.2. The contractor shall have a competent on-site representative authorized to act on behalf of the contractor, available to the CO or COR to receive instructions or information regarding work under the contract. The on-site representative must be able to fluently speak and understand English.

The representative shall provide a phone number where he/she can be contacted 24 hours per day, 7 days per week.

1.4.3. The Contractor shall advise the CO and COR immediately of any changes in personnel.

“Immediately” for the purpose of this notification means the start of the next regular business day.

1.4.4. No person(s) other than those designated in writing to the COR shall be permitted allowed access to the facility.

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1.5. Conduct of Contractor Employees

The Contractor and its employees are subject to all applicable Department of Energy, Western and RMR rules and regulations relative to entering, occupying, and leaving Government facilities, including but not limited to:

(a) Keys (if any are issued by the COR) shall be maintained by the individual designated in writing by the COR. Each day when work is completed, exterior doors shall be locked. Keys shall not be duplicated, and shall be given only to the individuals listed in writing as Contractor personnel assigned to work at this facility.

(b) Telephones shall be used for official Government business only. The fire department, police department, sheriff’s office, rescue personnel, WAPA dispatch office, or the COR may be summoned by use of the telephones on the premises.

(c) Papers, documents, etc. on or in desks, drawers, or file cabinets shall not be moved or removed from the facility.

(d) Equipment in disrepair, such as leaky faucets, clogged sinks, toilets, drains, etc shall be reported to the COR immediately.

(e) Personnel not employed by the Contractor, and/or not designated to work at this facility, shall not be permitted on the premises.

(f) Personnel shall be physically able to perform their assigned work and shall be free from any communicable disease.

(g) The Contractor and/or its employees shall report any security problems to the COR as soon as possible after discovery. Security problems include, but are not limited to, doors left unlocked, windows left open or unlocked, broken windows, etc.

(h) In the event of an apparent break-in or burglary, the Contractor shall notify the COR immediately.

“Immediately” for the purpose of this section only, means as soon as the situation is discovered. If the COR cannot be reached, the Western Dispatch Office shall be immediately notified.

(i) Contractor shall ensure that its employee(s) assigned to this contract are made aware of the emergency phone numbers for the organizations listed above in this section. The Contractor shall post these numbers in the utility storage closet(s).

(j) Contractor employees shall be properly attired at all times. Proper attire shall be in accordance with the Contractor’s policies; however, shorts or sandals shall not be worn.

1.6. Hours of Work

All services shall be performed during regular business hours. Regular business hours at the VSCS are from 7:30 a.m. to 4:00 p.m. daily, Monday through Thursday, except for Federal holidays. Specific work schedules, dates and times will be discussed at the Pre-Performance Meeting (see below). Differing from this schedule may be authorized on a case-by-case basis with the COR’s and CO’s prior approval.

1.7. Submittals

1.7.1. Safety Plan. Contractor shall submit its Safety Plan to the CO and COR no later than 10 calendar days after contract award. Western’s approval of the plan is required prior to the commencement of work.

1.7.2. List of Employees. Contractor shall submit a list of the names of all personnel performing work under this contract to the CO and COR no later than 10 calendar days after contract award. No unidentified or unauthorized personnel shall be allowed access to the work site.

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1.7.3. Work Schedule. Contractor shall submit a proposed work schedule to the CO and COR no later than 10 calendar days after contract award. Western’s approval of the work schedule is required prior to the commencement of work.

1.8. Pre-Performance Meeting

1.8.1. The CO and COR shall schedule a Pre-Performance Meeting following contract award. The purpose of this meeting is to discuss the contract terms and conditions, review the PWS requirements and checklist(s), introduce points of contact, and to determine specific dates and times for the weekly, monthly, quarterly, and annual services. Safety issues will also be discussed, including awareness of sensitive electrical equipment on the premises. Security requirements will also be discussed, including emergency contact information (e.g., Western’s Dispatch office).

1.9. Quality Control and Quality Assurance

1.9.1. The Contractor is responsible for quality control and shall utilize its own internal quality control processes in the performance of this contract. The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the Government’s performance standards outlined in the Performance Requirements Summary (PRS).

1.9.2. Performance Standards. See Exhibit 1. The PRS is a listing of significant performance objectives with associated performance standards that will be monitored and inspected by Government personnel. Each performance objective represents a critical function as identified by the Government at the time of contract award. The performance standard represents the minimum acceptable level of Contractor performance. The performance objectives and standards represent only the critical components of this Contract, and do not excuse the Contractor from performance of other responsibilities identified in the PWS. All services described in this PWS are subject to inspection/surveillance by the Government.

1.9.3. Government Surveillance of Contractor Performance. In order to supplement the Contractor’s QCP, Western personnel will verify contractor compliance with essential performance requirements. The Government may use various methods to perform surveillance of Contractor performance, including customer input, random sampling, periodic inspection, contractor reporting, etc.

1.9.4. Contract Discrepancy Report (CDR). A CDR (PWS Exhibit 2) will be initiated by the CO or COR if, at any time during the performance, the results of Western’s surveillance show the number of observations of unacceptable performance during the period exceeds the threshold specified in the PRS, and the CO/COR determines that the unacceptable performance was not caused by the Government. Instructions for completing the CDR are as follows:

1.9.4.1. The COR completes Blocks l through 6 and sends the form to the CO. Block 6 must include the PRS number corresponding to the discrepancy, the threshold of that PRS item, the number of discrepancies documented, and the PWS paragraph reference describing the Government’s expectations for that PRS item.

1.9.4.2. The CO evaluates the CDR, and if appropriate, signs it and sends it to the Contractor with a cover letter requesting a response within a specified number of days.

1.9.4.3. The Contractor must complete Blocks 7 through 10 and return the CDR to the CO within the specified time period on the cover letter.

1.9.4.4. Upon receipt of the Contractor’s response, the CO, in consultation with the COR, will evaluate the Contractor’s response and take appropriate action. The CO will document the evaluation in Block 11 and action taken in Block 12.

1.9.4.5. In most cases, the preferred action is re-performance by the Contractor at no additional cost to the Government. If deduction from payment is the appropriate action, the COR and CO will calculate the payment deduction based on the performance period in which the discrepancy occurred. The deduction is taken from the Contractor’s payment as close as

DE-SOL-0006424 Page 4 possible to the month in which the discrepancy occurred, but not necessarily the same month.

The Government should not withhold payment of an invoice while calculating the deduction.

1.9.4.6. The COR will complete Blocks 13a and 13b. The CO signs the CDR in Block 13c. These signatures indicate concurrence with the actions taken.

1.9.4.7. In the event the CO determines that issuance of a CDR is not appropriate, the CO shall document the contract file indicating why such action is not appropriate.

1.10. Compliance with Regulations

In performing the work required by this Contract, the Contractor shall comply with all applicable Federal, State and local laws and regulations.

1.11. Licenses and Permits

The Contractor shall obtain and maintain, at its sole expense, all necessary licenses and permits required to meet the requirements of the contract.

1.12. Contractor-Furnished Supplies and Equipment

1.12.1. The Contractor shall furnish all supplies and materials required for the performance of work under this Contract. Supplies and materials shall include but are not limited to ladders, buckets, mops, cloths, brushes, squeegees, brooms, cleaners, dusting rags, tile cleaner, polishes, and wax.

1.12.2. The contractor shall determine and furnish all equipment required for the performance of the work under this contract. All equipment shall comply with applicable OSHA guidelines, and shall be in good operating condition. The Contractor shall operate the equipment in accordance with the manufacturers’ recommendations and all applicable laws and regulations. (See also Section 1.18.4.)

1.12.3. The Contractor shall use only those cleaning products certified by GreenSeal, a US standard setting and environmental labeling organization (www.greenseal.org) and/or Environmental Protection Agency (EPA)-designated green cleaning products (www.epa.gov/epp/pubs/products/cleaning.htm).

If products listed at www.epa.gov/epawaste/conserve/tools/cpg/products/index.htm are obtained as part of this contract, the Contractor shall purchase the items with the highest recovered material content possible unless recovered material products are not available: 1) competitively within a reasonable time frame; 2) meeting reasonable performance standards as defined in the Standards;

or 3) at a reasonable price. See also clauses FAR 52.223-2 and DOE-H-1046.

1.12.4. If the products listed at www.biopreferred.gov/biopreferredcatalog/faces/jsp/cataloglanding.jsp are obtained as part of this contract, the Contractor shall purchase the items with the highest biobased content possible and no less than the percent indicated for each product unless biobased material products are not available: 1) competitively within a reasonable time frame; 2) meeting reasonable performance standards as defined in the Standards; or 3) at a reasonable price. See also clauses FAR 52.223-2 and DOE-H-1046.

1.12.5. Equipment shall include but is not limited to buffing, polishing, and scrubbing machines for use on floors and walls, vacuum cleaners, wet and dry lift and necessary attachments, bulk waste receptacles, rolling trash bins, etc.

1.12.6. Equipment used shall be in good operating condition. Electrical equipment shall be equipped with grounded type male plugs of the most suitable grade for the purpose intended.

http://www.greenseal.org/ http://www.epa.gov/epp/pubs/products/cleaning.htm http://www.epa.gov/epawaste/conserve/tools/cpg/products/index.htm http://www.biopreferred.gov/biopreferredcatalog/faces/jsp/cataloglanding.jsp

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1.13. Storage of Supplies and Equipment

1.13.1. Space will be assigned to the Contractor by the COR for storage of Contractor’s bulk supplies and equipment used in the performance of the work. All flammable cleaning supplies shall be stored in flammable material storage facilities provided by the Contractor and approved by the COR.

1.13.2. Failure to keep any of the storage facilities described above in a clean and orderly condition may result in the withdrawal of the Contractor’s privilege of using them.

1.13.3. The Government is not responsible for damage and/or loss to the Contractor’s stored supplies, materials, equipment, or for personal belongings of the Contractor’s employees.

1.13.4. All materials stored on site shall have: (a) Legible markings on containers that designate what the product is; and (b) Legible Material Safety Data Sheets (MSDS) in a folder kept in the storage closet(s) where the products are stored.

1.13.5. Lost and Found

The contractor shall turn in to the local VSCS point of contact (VSCS POC) all articles found on Western property.

1.14. Government-Furnished Property, Equipment, Materials, and Utilities

1.14.1. The Government will furnish the following for Contractor’s use under this Contract:

a. Trash can liners (for office and bathrooms),

b. Toilet tissue, paper towels, and hand soap for bathrooms,

c. Refuse dumpsters (located outside of buildings),

d. Recycling containers, and

e. Storage space (janitor closets).

1.14.2. The Government will furnish electrical power at existing power outlets for the operation of equipment as is necessary to perform the required services. Hot and cold water will also be made available to the Contractor as necessary for the performance of the work.

1.15. Interference with Business

The Government may undertake or award other contracts for additional work. The Contractor shall fully cooperate with such other contractors and Government employees, and carefully schedule its own work so as not to impact any such additional work. The Contractor shall not commit or permit any act that will interfere with the performance of work by any other contractor or by Government employees.

The services under this Contract shall be performed in such a way that there will be no interruption to or interference with the normal operation of Government business on the premises. Persons employed by the Contractor shall, while on the premises, comply with all applicable regulations.

1.16. Security of Facilities

Security of Government facilities is a shared responsibility of all employees, both Federal and contractor.

1.16.1. Contractor personnel shall be alert to surroundings and notify the COR or VSCS POC after hours of any suspicious activity, including unescorted persons who do not have a visitor’s badge, or known or suspected unauthorized removal of Government property from the facility.

1.16.2. Contractor personnel shall notify the COR VSCS POC after hours of any security issues or concerns they may have.

1.16.3. Contractor personnel shall protect any security codes or keys (if any are issued by the COR) and notify the COR or VSCS POC within 24 hours if a code has been compromised or keys are lost.

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Any keys issued shall be returned to the COR when employment is terminated or when the contract expires. (Reference clauses WES-H-32 and WES-H-1033.)

1.16.4. Contractor personnel shall not prop open doors, and when entering or leaving the complex shall ensure that doors and gates are secure. Contractor personnel shall notify the COR or VSCS POC if they are unable to secure a door or gate.

1.16.5. Contractor personnel shall not allow any person to enter Western property without proper clearance.

1.16.6. The Government may require immediate removal of an employee from the Contract and the job site for conduct issues deemed by the Government to be serious (for example, violent behavior or comments, theft, misuse of Government equipment, unsafe work practices, fraudulent activity, etc.).

1.17. Safety

1.17.1. The Contractor shall comply with the latest effective standards promulgated by the Department of

Labor, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925, and shall comply with all applicable safety and health regulations and requirements, including DOE and Western requirements.

1.17.2. The Contractor shall take all reasonable precautions in the performance of the work under this contract to protect the safety and health of employees and members of the public, and shall comply with all applicable safety and health regulations and requirements, including DOE and Western requirements.

1.17.3. The Contractor shall maintain an accurate record of, and shall immediately report to the COR and the CO, all cases of death, occupational disease, or traumatic injury to employees or the public, and any property damage as a result of performance under this contract.

1.17.4. The Contractor shall ensure that its employees are provided with personal protective equipment

(PPE) as necessary in accordance with established regulations and procedures. This equipment includes, but is not limited to, occupational foot protection and eye and face protection as required by OSHA Standards, 29 CFR 1910 and as required by Western safety standards and directives.

1.17.5. The Contractor shall ensure that its employees have been appropriately instructed and trained in the proper use of any equipment, vehicles, and/or personal protective equipment needed for the performance of their duties. The Contractor shall ensure that its employees comply with all applicable Federal, State, and/or local safety rules and regulations in the performance of their duties.

1.17.6. The Contractor shall report all near misses to the CO and COR within 24 hours of the occurrence.

These near-miss reports, identifying the nature of the hazard and the corrective actions which have been implemented to prevent a reoccurrence in the future, may be generic, with no mention of individual employees involved in the incident. Near-miss reports are used as an information tool and are distributed regionally.

1.17.7. The facilities for which janitorial services are to be provided include a control room, pump room, battery room, communications room, and power distribution room where control panels and electrical devices and sensitive electronic devices are present. Some of this equipment is very sensitive to dust, dirt, water, and mechanical damage. Special care must be taken when working near this equipment.

1.17.8. Combustible Materials

Rags, mops, brushes, waxes, and other combustible materials used which contain a residue of animal, vegetable, or mineral oils are subject to spontaneous ignition and shall be removed from the premises immediately after the services (that day) are performed. Such materials shall not be stored on site or disposed of in Western’s indoor or outdoor refuse containers.

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1.17.9. Protective Clothing or Equipment

The Contractor shall provide protective equipment or clothing such as appropriate protective gloves and eyewear as necessary for employees performing tasks under this Contract.

1.18. Environmental Requirements

1.18.1. The Contractor shall comply with all applicable Federal, State, and local environmental laws and regulations, and current Western and RMR policies and procedures.

1.18.2. The Contractor shall dispose of or recycle hazardous, universal, and non-hazardous waste material in accordance with all applicable Federal, State and local laws, regulations and ordinances and current policies and procedures identified by Western. Wastes shall be reduced by recycling, reusing, or reprocessing to the maximum extent practicable.

1.18.3. The Contractor shall dispose of or recycle hazardous, universal, and non-hazardous waste material in accordance with all applicable Federal, State and local laws, regulations and ordinances and current policies and procedures identified by Western. Wastes shall be reduced by recycling, reusing, or reprocessing to the maximum extent practicable.

1.18.4. The Contractor shall ensure that surface and ground water is protected from pollution and complies with applicable regulations and requirements. Cleaning products, chemical, solvents or other similar substances shall not be disposed of in sinks or floor drains at the facility.

1.18.5. The Contractor shall provide measures to prevent spills of pollutants and respond appropriately if a spill occurs. A pollutant includes any hazardous or non-hazardous substance that when spilled, will contaminate soil, surface water, or ground water. This includes any cleaning products, solvent, fuel, oil, paint, pesticide, engine coolants, and similar substances.

1.18.6. The Contractor is solely liable for all expenses related to spills, mishandling, or incidents of regulated material (such as, but not limited to petroleum products and pesticides) attributable to its employees’ actions or the actions of its subcontractors. This includes all response, investigation, cleanup, disposal, permitting, reporting, and requirements from applicable environmental regulation agencies.

1.18.7. Contractor shall reduce wastes, including excess Western material, by recycling, reusing, or reprocessing. Examples of recycling, reusing, or reprocessing include, but are not limited to, reprocessing of solvents; recycling cardboard; and salvaging scrap metals.

1.19. Invoicing and Payment

1.19.1. Contractor shall submit its invoices, and the Government shall pay, for services completed and accepted by the Government, on a monthly basis. Contractor shall bill by Contract Line Item (CLINs) as identified on the Contract Schedule (e.g., twice weekly services, monthly, quarterly and annual services).

1.19.2. Contractor shall submit the monthly Checklist, completed and signed, together with its monthly invoice, or the invoice will be rejected and returned.

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2. Scope of Services

The Contractor shall furnish all supervision, labor, tools, supplies and materials, and equipment necessary to perform the janitorial services described in this PWS.

2.1 Checklist

Areas and surfaces shall receive the cleaning, care, and treatment specified for each at the frequency designated below. The Contractor shall complete the “VSCS Checklist for Janitorial Services” (PWS Exhibit 3) each time services are completed. The Contractor employee performing the work shall sign and date the form and submit the form to the VSCS POC prior to leaving the building.

2.2 Twice-Weekly Services

a. Dust and polish desks, pictures, file cabinets, hand rails, tables, book case tops.

b. Empty all wastebaskets and replace liners.

c. Empty all recycling containers.

d. Clean and damp mop all tiled and painted floor areas.

e. Restrooms: Clean fixtures, waste receptacles, clean and damp mop.

f. Restrooms: Replenish toilet paper, hand towels, fill soap dispensers.

g. Remove fingerprints and soil from interior doors, interior windows, handles, light switches, and mirrors.

h. Clean drinking fountains.

i. Clean sinks in rooms 103 & 203.

j. Dust tops of all control cabinets (do not spray water into cabinets).

k. Remove dust accumulations and cobwebs from walls, corners, etc.

2.3 Monthly Services

The term “monthly” means once each month, on the day of the first service of each month, beginning with the first day of service on the Contract:

a. Damp wipe window sills, moving and replacing objects as needed.

b. Dust all light fixtures and remove dead insects, etc. from lenses (diffusers).

c. Clean restroom walls.

In addition to the above, Contractor’s supervisor (someone other than those actually performing the janitorial services) shall inspect the facility at least once each month, and sign off on the Checklist to certify the inspection.

2.4 Quarterly Services (JANUARY-APRIL-JULY-OCTOBER)

a. Clean all windows inside, and all windows indoors throughout the building.

2.5 Annual Services

a. Strip wax from floors, apply new wax, and buff all floors.

3. PWS Exhibits

The exhibits listed below are attached to and incorporated into this PWS.

Exhibit 1: Performance Requirements Summary (PRS). The purpose of the PRS is to communicate the Government’s quality expectations and the process to evaluate the Contractor’s performance.

Exhibit 2: Contract Discrepancy Report (CDR)

Exhibit 3: VSCS Checklist for Janitorial Services

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EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective

PWS

Section Performance Standard

Timeliness

100% of the time the Contractor notifies the COR if Contractor cannot work on the scheduled day or needs to reschedule (1.6).

Employee Conduct 1.5.

No more than two validated customer complaints per month.

Security of Facilities 1.16.

Contractor follows the requirements of PWS Section 1.16 100% of the time.

Safety 1.17.

OSHA Standards are followed 100% of the time. Zero accidents in the workplace.

Janitorial Services 2.

All services are performed as described in the PWS, with no more than two validated customer complaints per month.

Completion of Checklists 2.1.

Contractor submits signed, completed Checklist every time services are completed.

EXHIBIT 2

Contract Discrepancy Report

Contract No. 1. Report No. for this Discrepancy:

Contractor’s Name:

2. From: (Name of Contracting Officer representative)

Dates

3. Prepared:

4. Returned by Contractor:

5. Action Complete:

6. Discrepancy or Problem: (Describe in detail; include reference to PWS directive; attach continuation sheet, if necessary):

Signature of CO:

7. To: (Contracting Officer)

8. From: (Contractor)

9. Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence (Attach Continuation Sheet if Necessary)

10. Signature of Contractor Representative:

Date:

11. Government Evaluation:

12. Government Actions:

13 Close Out

Name Title Signature Date

(13a) Contractor Notified

(13b) COR

(13c) CO

Checklist for Janitorial Services Virginia Smith Converter Station

MONTH OF: DATE DATE DATE DATE DATE DATE

TWICE EACH WEEK

a. Dust and polish desks, pictures, file cabinets, hand rails, tables, bookcase tops

b. Empty all wastebaskets and replace liners

c. Empty all recycling containers

d. Clean and damp mop all tiled and painted floor areas

e. Restrooms: Clean fixtures, waste receptacles, clean and damp mop floors

f. Restrooms: Replenish toilet paper and hand towels, fill soap dispensers

g. Remove fingerprints and soil from interior doors, interior windows, handles, light switches, mirrors

h. Clean drinking fountains

i. Clean sinks in Rooms 103 and 203

j. Dust tops of all control cabinets (do not spray water or chemicals into cabinets)

k. Remove dust accumulations and cobwebs from walls, corners, etc.

ONCE EACH MONTH

a. Damp wipe window sills, moving and replacing objects as needed.

b. Dust all light fixtures and remove dead insects, etc. from lenses (diffusers).

c. Clean restroom walls.

QUARTERLY (February - May - August - November)

a. Clean all inside/indoor windows throughout the building.

ANNUALLY (February)

a. Strip wax from floors, apply new wax, and buff all floors.

Janitor Signature - I completed the services noted above: Supervisor Signature - Monthly Inspection:

Signed: Date: Signed:

COR SIGNATURE - Satisfactory Services performed: Date:

Signed: Date: