17._Attachment_A_PWS.pdf

Attachment A

Performance Work Statement

DE-SOL-0009564

U.S. DEPARTMENT OF ENERGY

WESTERN AREA POWER ADMINISTRATION

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

1. GENERAL

1.1. SCOPE OF WORK

The Western Area Power Administration (Western), Rocky Mountain Region (RMR), requires a contractor to perform Janitorial Services at the Rocky Mountain Region (RMR) Gering Field Office located at 1030 U Street, Gering, NE 69341. The required services, as described further in this Performance Work Statement (PWS) include, but are not limited to the following: General Janitorial Services. Western, RMR and the Government are used interchangeably in this document, and all have the same meaning.

1.2. 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.

1.3. Location

Western Area Power Administration Rocky Mountain Region Gering Field Office 1030 “U” Street Gering NE 69341-2008

1.4. Government Personnel

1.4.1. 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.

1.4.2. 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.

1.5. Contractor Personnel

1.5.1. It is the intent of the Government to have two contract employees perform the estimated 60 hours per week of janitorial services, however it is the responsibility of the Contractor to ensure the necessary hours it will take to meet the performance standards specified is built into their pricing.

The use of additional employees shall be approved by the COR. All employees shall be physically able to do their assigned work. A background check will be required for all personnel performing the service provided by the Government. Smoking is not allowed inside any of the buildings.

1.5.2. 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.

1.5.3. It is the responsibility of the contractor to provide adequate training at the premises to ensure that work is performed in a satisfactory manner.

1.5.4. 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.

Billable hours for this on-site representative are not authorized unless he/she is a working supervisor. The on-site representative shall provide a number where he/she can be contacted 24 hours per day 7 days a week. The on-site representative must be able to fluently speak and understand English.

1.5.5. Contractor employees will not disturb papers on desks, open desks drawers or cabinets, or use telephones provided for official government use. The Contractor shall not disturb or use equipment, office machines, or Government supplies. Items in need of repair, such as flickering or non-operating lights, leaky faucets, toilet stoppage, etc., will be promptly reported to the COR. All personal articles found by Contractor employees are to be turned in to the COR. At the end of the business day, Contractor employees shall turn off lights when work is completed, shall lock exit doors that lead to the outside, and shall check coffee pots to make sure that they are turned off.

1.5.6. No unauthorized personnel are permitted on the premises.

1.6. Hours of Work

Services are required in Gering 3 days per week, Monday through Friday and shall normally be performed after regular business hours. Work to be performed outside of service hours shall be scheduled in advance and approved by the Contracting Officer’s Representative (COR).

1.7. Submittals.

1.7.1. Safety Plan. A Safety Plan is required to be submitted 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 furnish names of all personnel performing work on this contract no later than 10 calendar days after contract award. List of employees shall be submitted to the CO and COR no later than 10 calendar days after contract award. No unidentified or unauthorized personnel shall be allowed or permitted on the work site.

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.

1.7.4. Checklists. Contractor shall submit janitorial check-sheets signed by the onsite supervisor or other authorized agent at the end of each month to the COR for verification and approval.

1.8. Pre-Performance Meeting

The CO will schedule a meeting with the contractor within one week following the contract award to discuss the requirements of the contract, to include safety prior to start of work.

1.9. 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.

1.10. 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.

1.11. Materials, Equipment and Storage

1.11.1. Materials

The Contractor shall furnish all materials and supplies required for the performance of work under this contract, including but not limited to toilet seat protective covers, dust control rags, polishes, can liners, liquid soap, trash bags, paper towels, soft toilet tissue, sand, shower soap, cleaners, deodorizers, detergents, and cleaning products. Materials shall be priced into the cost of the weekly, monthly, quarterly and semi-annual services, as applicable.

All materials left on-site shall have:

a) Legible markings on containers that designate what the product is

b) Legible Safety Data Sheet (SDS) in a folder, in the storage closet(s) where the product is stored (see paragraph 1.9 - Storage below).

The Contractor shall use only those cleaning products certified by GreenSeal, a U.S.

standard setting and environmental labeling organization (www.greenseal.org) and/or EPA-designated green cleaning products: (http://www.epa.gov/oppt/epp/pubs/products/cleaner.htm).

Executive Order 13101, Greening the Government through Waste Prevention, Recycling and Federal Acquisition requires items designated by the Environmental Protection Agency (EPA) be purchased with the maximum recycled content possible. The Contractor is required to use products with the highest recovered material content whenever they are commercially available at a reasonable price. Items to be furnished under this contract that are on EPA’s designated list include, but are not limited to: trash can liners, paper towels and bathroom toilet tissue. The Contractor shall purchase these products containing the highest content of recovered material possible unless products are not: 1) available competitively within a reasonable timeframe, or 2) available at a reasonable price. For a full listing of products and EPA’s recommendations for recovered material content see http://www.epa.gov/cpg/products.htm.

If one of the two exceptions above applies, the Contractor shall furnish to the COR a Written justification prior to purchase of the items without the minimum recommended recovered material content no later than 15 days prior to the anticipated use date.

The Contractor shall furnish to the COR an annual ‘Products Containing Recovered Material Report’ (Attachment 1) on or before November 1 of each year. The report shall include:

a) Quantity and cost of EPA listed items (e.g., toilet tissue, paper towels, etc.)

b) Recovered material content.

c) Quantity and cost of listed items without recovered material content.

d) Copies of invoices for listed items.

The Government will furnish refuse dumpsters outside of buildings and recycling containers, use of janitorial closets for storage of supplies, and entry keys for buildings.

1.11.2. Equipment

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 original manufacturer’s recommendation and applicable laws and regulations. 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, ladders, buckets, mops, cloths, brushes, squeegees, brooms, unless otherwise provided. Electrical appliances shall be equipped with grounded type male plugs of the most suitable grade for the purpose intended.

http://www.epa.gov/oppt/epp/pubs/products/cleaner.htm http://www.epa.gov/cpg/products.htm

1.11.3. Storage

Space will be assigned to the Contractor by the COR for locked storage of bulk supplies and the equipment which will be used in the performance of the work. A Material Safety Data Sheet (MSDS) will be maintained in a folder and will be provided to the COR for all cleaning supplies requiring a MSDS. All cleaning supplies that are flammable will be stored in flammable material storage facilities supplied by the Contractor and approved by the COR. The Government will not be responsible for damage and/or loss to the Contractor’s employees occasioned by fire, theft, accident, or otherwise. Failure to keep any of the storage facilities described above in a clean and orderly condition, satisfactory to the COR, may result in the withdrawal of the privilege of using them.

1.12. Interference with Business

The Government may undertake or award other contracts for additional work, and the Contractor shall fully cooperate with such other contractors and Government employees and carefully schedule its own work to such additional work as may be directed by the COR. 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.

1.13. Government Furnished Property, Equipment, Materials and Utilities

1.13.1. The Government will provide electrical power (120-volt AC) at sites with existing power outlets for the operation of equipment as necessary to perform services. Contractor shall furnish and provide power for those sites without electrical power.

1.13.2. The Government will provide water at sites where it is available from an existing outdoor source.

Contractor shall furnish and provide water for those sites without existing water.

1.14. Security of Facilities

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

1.14.1. Contractor personnel shall be alert to surroundings and notify the CO, COR, RMR Safety/Security Office, or on-duty contractor security staff after hours of 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.

1.14.2. Contractor personnel shall notify the CO, COR and RMR Safety/Security Office, or on-duty contractor security staff after hours, if they have any security issues or concerns.

1.14.3. Contractor personnel shall protect identification badges and card keys and notify the RMR Security Manager within 24 hours if card keys or badges are lost. Badges and card keys shall be returned to the RMR Security Manager when employment is terminated. (Reference clauses WES-H-1045 and

WES-H-1055.)

1.14.4. Contractor personnel shall not prop open doors, and when entering or leaving the complex shall ensure that doors and gates are secure. Contract staff shall notify the RMR Security Manager if they are unable to secure a door or gate.

1.14.5. Contractor personnel shall not allow any person to enter Western property without proper clearance from the RMR Security Office.

1.14.6. The Government may require immediate removal of the 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.).

1.15. Safety

1.15.1. 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.

1.15.2. 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.

1.15.3. 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.

1.15.4. 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.

1.15.5. 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.

1.15.6. The Contractor shall report all near misses to the CO, 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.

1.15.7. The Contractor is required to establish a Safety Plan/Program which includes, in addition to other requirements, a monthly safety meeting for all employees (with the exception of office staff). The Contractor's Safety Plan shall be documented and available for the CO and COR to review at any time.

1.16. Environmental Requirements

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

1.16.2. 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.

1.16.3. Hazardous, Universal, and Non-Hazardous Wastes. The Contractor shall manage hazardous, universal, and non-hazardous wastes in accordance with all applicable State, Federal and Local regulations, and existing policies and procedures identified by Western.

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

1.16.5. 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.

1.16.6. Contractor’s Liability for Regulated Material Incidents. 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.

1.16.7. The Contractor shall reduce wastes, including excess Western material, by recycling, reusing, or reprocessing. Examples of recycling, reusing, or reprocessing includes, but is not limited to, reprocessing of solvents; recycling cardboard; and salvage scrap metals

1.17. Quality Control and Quality Assurance

1.17.1. 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) section of this

PWS.

1.17.2. 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.

1.17.3. 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.

1.17.4. 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:

1.17.4.1. 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.

1.17.4.2. 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.

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

1.17.4.4. 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.

1.17.4.5. 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 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.

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

1.17.4.7. 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.

1.18. 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)

2. Scope of Work

Contractor shall provide qualified, trained, skilled personnel for…

2.1. GENERAL

Janitorial services as described below are required for the Western Area Power Administration, Gering Field Office at 1030 U Street, in Gering, Nebraska. Areas and surfaces shall receive the cleaning, care, and treatment specified for each at the frequency designated below. The Contractor is required to maintain a checklist of duties (form GSC1) and shall leave a completed copy of the form on the desk of the COR each time services are completed. The Contractor’s employees performing the work shall sign and date the form prior to leaving the building.

2.2. WEEKLY SERVICES FOR MAIN BUILDING (East Building)

(a) Align chairs at tables in lunch room.

(b) Empty and clean ashtrays on table by garage bay door, east side of building, three bays north of offices.

(c) Empty all wastebaskets, including wastebaskets on lower floor of warehouse.

(d) Wet mop bathroom floors, lunch room floor, east and west hallways.

(e) Vacuum all carpeted floor surfaces. Move chairs, wastebaskets, and coat racks.

(f) Dust furniture, desk tops, tables, bookcases and the front and top of file cabinets.

(g) Clean and sanitize telephones (ear piece, mouth piece, push buttons, etc.), including telephone by garage bay door as stated in (b).

(h) Dust window sills, door sills and picture frames.

(i) Remove fingerprints from light switches and windows in doors (including doors in warehouse).

(j) Clean drinking fountain (including drinking fountain in truck parking bay) and lunch room sink and counter.

(k) Check and replenish toilet tissue, paper towels, etc.

(l) Thoroughly clean and sanitize bathrooms: sinks, toilets, urinals, mirrors and countertops.

(m) Remove dust accumulations or cobwebs from walls, corners, etc.

(n) Unplug paper shredder (near copy machine) and remove/dispose shredded paper.

2.3. WEEKLY SERVICES FOR CONTROL BUILDING (West Building)

(a) Align chairs at tables in conference room.

(b) N/A No smoking room in this building.

(c) Empty all wastebaskets.

(d) Wet mop three bathroom floors, control room floor, hallway between conference room and control room, communications room, and east hallway.

(e) Vacuum all carpeted floor surfaces. Move chairs, wastebaskets, and coat racks.

(f) Dust furniture, desk tops, tables, bookcases and the front and top of file cabinets.

(g) Clean and sanitize telephones (ear piece, mouth piece, push buttons, etc.)

(h) Dust window sills, door sills and picture frames.

(i) Remove fingerprints from light switches and windows in doors.

(j) Clean drinking fountain and conference room sink and counter.

(k) Check and replenish toilet tissue, paper towels, etc.

(l) Thoroughly clean and sanitize bathrooms: sinks, toilets, urinals, mirrors and countertops.

(m) Remove dust accumulations or cobwebs from walls, corners, etc.

2.4. MONTHLY SERVICES FOR MAIN BUILDING (East Building)

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

(a) Dust complete window areas and all Venetian blinds. This does not include warehouse or truck bays.

(b) Remove dead insects from all ceiling light fixture lenses (excluding warehouse).

2.5. MONTHLY SERVICES FOR CONTROL BUILDING (West Building)

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

(a) Dust complete window areas and all Venetian blinds.

(b) Remove dead insects from all ceiling light fixture lenses.

2.6. QUARTERLY SERVICES FOR MAIN BUILDING (East Building)

(a) Buff floors in lunch room. The quarterly times for this service shall be determined and agreed upon between the COR and the Contractor at the performance meeting discussed in paragraph 1.27 of these specifications. These services should normally be performed in October, January, April and July.

(b) High dust (above five feet) all horizontal surfaces including shelves, moldings, picture frames, ledges, pipes, ducts, heating outlets, etc. (excluding warehouse).

2.7. QUARTERLY SERVICES FOR CONTROL BUILDING (West Building)

(a) Buff floors in control room, bathrooms, hallway between conference room and control room and east hallway. The quarterly times for this service shall be determined and agreed upon between the COR and the Contractor at the performance meeting discussed in paragraph 1.27 of these specifications.

These services should normally be performed in October, January, April and July.

(b) High dust (above five feet) all horizontal surfaces including shelves, moldings, picture frames, ledges, pipes, ducts, heating outlets, light fixture diffusers, etc.

2.8. SEMI-ANNUAL SERVICES FOR MAIN BUILDING (East Building)

(a) Wash windows on the inside and the outside surfaces, including glass in doors. This includes two doors in the warehouse. The months for this service shall be determined and agreed upon between the COR and the Contractor at the performance meeting discussed in paragraph 1.27 of these specifications.

(b) Strip wax from floors in lunch room, and east and west hallways; apply new wax and buff floors.

2.9. SEMI-ANNUAL SERVICES FOR CONTROL BUILDING (West Building)

(a) Wash windows on the inside and the outside surfaces, including glass in doors. This includes the doors in the warehouse/mezzanine room. The months for this service shall be determined and agreed upon between the COR and the Contractor at the performance meeting discussed in paragraph 1.27 of these specifications.

EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective

PWS

Section Performance Standard

Weekly 2.2 7 2.3 No more than three customer complaints per month.

Monthly 2.4 7 2.5 No more than three customer complaints per month.

Quarterly 2.6 7 2.7 No more than three customer complaints per six month period.

Semi Annual 2.8 7 2.9 No more than three customer complaint per quarter

Interference with business 1.12 No more than one customer complaint per quarter

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