PWS_-_Refrigerator_and_Microwave_Cleaning.docx

U.S. Patent and Trademark Office Performance Work Statement Cleaning Refrigerators/Freezers and Microwaves

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, equipment, and labor necessary to ensure supplemental cleaning of refrigerators/freezers and microwaves at the U.S. Patent and Trademark Office (USPTO).

2. LOCATIONS:

a. Carlyle Place -- 2051 Jamieson Avenue, Alexandria, VA (3rd floor, 4th floor and 6th floor)

b. Time Life -- 2000 Duke Street, Alexandra VA (3rd floor)

3. SCOPE. Clean all refrigerators/freezers and microwaves, located in the pantries and/or lunchrooms, every Friday between 6:00 p.m. and 10:00 p.m. If a Friday occurs on a federal holiday, appliances are to be cleaned on the preceding Thursday between 6:00 p.m. and 10:00 p.m.

The following parameters must be met:

· All food items and containers, within refrigerators/freezers, are to be disposed of or recycled without exception. If an employee leaves a food item(s) and/or container(s), the item(s) must be removed by the contractor and disposed of or recycled. The contractor shall not, per employee request or note, keep food item(s) and/or container(s) in refrigerators/freezers.

· Refrigerators/freezers are to be fully cleaned inside and out; shelves, drawers, racks, tops, sides, handles, and visible faces.

· Microwaves are to be fully cleaned; rotating trays are to be removed, cleaned and then replaced. Any item found on top of the microwave or in front will be set aside and not thrown away.

· Carlyle Place only:

· Paper towels are to be furnished by the contractor and paper towel dispensers are to be fully stocked weekly. In addition, the contractor shall provide an extra supply of paper towels sufficient to last until the next cleaning. Towel dispensers are to be wiped and cleaned weekly.

· Soap is to be furnished by the contractor and soap dispensers are to be filled weekly. Additionally, soap dispensers are to be wiped and cleaned weekly.

· Hand towels and hand soap are to be replenished, on Monday’s and Wednesday’s, between 7:00 a.m. and 10:30 a.m.

· All contractor employees, prior to commencement of work, must to go through a security screening process to obtain badges.

4. ADDITIONS. During the course of this contract, USPTO may take on additional space. If that occurs, the Contracting Officer (CO) will notify the Contractor and utilize optional weekly pricing for cleaning one refrigerator/freezer and one microwave as the baseline for negotiating a price increase.

5. REMOVALS. If USPTO vacates any space or subleases space to another tenant, the Contracting Officer will notify the Contractor at least one month prior to terminating cleaning at that location. Additionally, the CO will utilize optional weekly pricing for cleaning one refrigerator/freezer and one microwave as the baseline for negotiating a price reduction.

6. ROOM SCHEDULE. The attached floor plans designate the areas to be cleaned. These areas are shaded in gray. The buildings, room numbers, building’s Property Manager (in parentheses) and equipment counts are noted in the schedule below.

Carlyle Place – (CB Richard Ellis) Room Number Refrigerator/Freezer Count Microwave Count

Time Life – (Jones Lang LaSalle Americas, Inc.)

Room Number Refrigerator/Freezer Count Microwave Count

7. SERVICE SUMMARY (SS). The contract service requirements are summarized in performance objectives that relate directly to essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Threshold

Refrigerator/Freezer

a. Disposal of food items and containers.

b. Cleaning; all shelves, drawers, racks, tops, sides, handles and visible faces.

Microwaves

a. Cleaned; inside and outside.

Hand Towels and Hand Soap

a. Replenished

within 24 hours of notification Periodic Surveillance, Customer Complaint and/or 100% Inspection.

8. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure supplemental cleaning of refrigerators/freezers and microwaves are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in the SS.

9. QUALITY CONTROL PLAN. The contractor shall submit a Quality Control Plan upon award to the CO for acceptance. The Quality Control Plan shall demonstrate how the contractor intends to ensure quality performance during the contract period of performance. The contractor shall maintain the Quality Control Plan throughout the life of the contract. The contractor shall provide any updates to the plan to the CO for acceptance with a copy to the Contracting Officer's Representative (COR) when changes occur. The Quality Control Plan shall include the following:

a. INSPECTION SYSTEM. Written procedures for the inspection system includes the title/name of the individual responsible for the Quality Control Plan and who shall perform the inspections. The location of inspection records and key control logs shall be made available to the government at all times during the term of the contract.

b. DEFIENCY PREVENTION. An inspection form describing the method for identifying and preventing defects in the quality of service performed.

c. INSPECTION RECORD. The inspection record provides the following information:

i. Date, time and location (building and room number) of the inspection.

ii. Title and signature block for the person who performed the inspection.

iii. Ratings of acceptable or unacceptable for all work performance inspected.

iv. Areas (building and room number) found to be deficient and corrective action taken.

v. Total number of observations and defects.

vi. Type of inspection (100%, random, periodic, etc.)

vii. Frequency (weekly, bi-weekly, monthly, etc…) of inspection.

10. NOTIFICATION PLAN. The contractor shall submit a notification plan upon award to the CO for acceptance. The contractor shall maintain the Notification Plan throughout the life of the contract. This plan shall include information for points-of-contact. The plan shall also state what method shall be used to notify personnel. The contractor shall provide any updates to the plan to the CO for acceptance with a copy to the COR when changes occur.

11. QUALITY ASSURANCE. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official USPTO record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the contractor. The contractor shall respond to the CAR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

12. PERFORMANCE ASSESSMENT.

a. PERIODIC INSPECTIONS. This method requires the COR to employ a “spot check” style of evaluation. Periodic surveillances will be conducted on a scheduled basis (weekly, bi-weekly, monthly or quarterly) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service within twenty-four (24) hours after notification.

b. CUSTOMER COMPLAINTS. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be re-performed within twenty-four (24) hours of notification.

c. 100% INSPECTION. When 100% inspection is used, all articles will be inspected each time the task is performed to ensure compliance. The results will be recorded on the inspection record. Valid defects should be forwarded to the contractor for corrective action. When the contractor documents the corrective action proposed to prevent future defects, the COR will evaluate the proposed corrective action and forward the information to the CO for their records.