PWS._SB_-_San_Jose_Reginional_Office_Janitorial_Services.pdf

U.S. Patent and Trademark Office

Performance Work Statement Janitorial Services San Jose Regional Office

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, equipment, labor, transportation, and supplies necessary to ensure the thorough cleaning of approximately 35,194 square feet (1st floor

6,041 sq. ft.; 2nd floor 20,696 sq. ft.; and the 3rd floor 8,457 sq. ft.) of the U.S.

Patent and Trademark Office (USPTO), San Jose Regional Office in strict accordance with the Performance Work Statement (PWS).

2. LOCATION(S):

a. San Jose City Hall – 200 E. Santa Clara Street, San Jose, CA

95113 (1ST floor, 2ND floor and 3RD floor)

3. SCOPE. Clean all individual office suites, service centers, pantry, trash, restrooms, common areas/corridors and recycling areas daily. The contractor may propose an arrival time that ensures that restrooms and pantry areas are serviced a minimum of once during business hours and again after hours along with the remainder of the tasks described in the Performance Work Statement and Solicitation. If a work day occurs on a federal holiday, areas are to be cleaned on the preceding day between 6:00 p.m. and 10:00 p.m.

The following parameters must be met DAILY:

Individual office spaces: (After hours unless requested) Spot sweep or vacuum all carpet in office suites. Spot clean ALL floor surface stains or spills as needed. Remove trash from individual desk or common area receptacles.

Service Centers: Mop and or clean hardwood surfaces (see attachment on special instructions to maintain hardwood floors).

Sweep and or mop all other resilient flooring. Empty trash and recycling receptacles daily; deliver to designated central locations per

City Hall Officials. Ensure Service Center area has a neat and orderly appearance.

Pantry: Remove trash daily (once during the business day and as needed after hours) to central location specified by City Hall Officials.

Spot clean any trash receptacles having foul odors, stains, or waste material inside or outside of the container. Wipe down all surfaces to include cleaning inside and outside of the microwaves. 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. Replenish soap, soap dispensers, and paper towel dispensers. Wipe down sinks and countertops. Spot clean ALL floor surface stains and or spills as needed. Ensure the pantry floors are free of debris.

Trash: Spot clean any trash receptacles having foul odors. Empty trash from individual office suites (after hours unless requested), pantry, service centers, lobbies, conference rooms, special use spaces and recycling centers daily. Install trash bags in all receptacles.

Deliver to designated locations per City Hall Officials.

Janitorial Services San Jose Regional Office

Service restrooms: Clean and sanitize toilets, urinals, sinks, floors, and counter surfaces in accordance with industry practices for GREEN

CLEANING. Empty restroom trash and replace trash bags. Refill all paper products for toilets and paper towel dispensers. Refill soap dispensers. Provide all soap, paper towels, and toilet paper.

Common Areas/corridors: Vacuum high traffic corridors, conference rooms, special use spaces and lobbies. Mop and or clean hardwood floors per attached special instructions and specifications. Sweep and mop all other resilient flooring. Clean water fountains.

Recycling Areas: Recyclable materials are to be removed daily and delivered to designated locations per City Hall Officials. All recycling areas are to be neat; free from debris on counters and floors. Trash receptacles are to be emptied.

The following parameters must be met Weekly:

Floor Surfaces: Completely vacuum, or sweep, damp mop and spray buff resilient floors of office, special use spaces, and conference room suite carpet after building hours on Fridays.

Pantry: Refrigerators and freezers are to be fully cleaned inside and out; shelves, drawers, racks, tops, sides, handles, and visible surfaces.

All food items and containers, within refrigerators/freezers, are to be disposed of or recycled without exception EVERY FRIDAY. 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 and freezers past FRIDAY at 6:00 p.m.

Dusting: Dust horizontally

The following parameters must be met Monthly:

Thoroughly dust furniture and baseboards in individual office suites, service centers, pantries, lobbies, common areas/conference rooms, and recycling areas. Sweep storage space. Spot clean all wall surfaces within 70" of the floor.

The following parameters must be met Every 2 months:

Damp wipe restroom wastepaper receptacles, stall partitions, doors, window sills and frames.

The following parameters must be met Twice Per Year:

Strip and apply 4 coats to finish on all resilient floors.

Dust blinds.

The following parameters must be met Annually:

Wash blinds in office spaces

Janitorial Services San Jose Regional Office

Shampoo carpets in corridors, lobbies, special event spaces, and conference rooms.

The following parameters must be met Every 2 Years:

Shampoo office suites

4. ADDITIONS: During the course of this contract, USPTO may take on additional space, host special events or relocate individual office space

(swipe/swap service). If that occurs, the Contracting Officer (CO) will notify the Contractor and utilize optional pricing under CLIN 0002 for cleaning additional space; CLIN 0003 clean up after special events; CLIN 0004 Tier 1 pre/post clean-up of relocated individual office space(s); CLIN 0005 Tier 2 pre/post clean-up of relocated individual office space(s); CLIN 0006 Tier 3 pre/post clean-up of relocated individual office space(s).

Additional Space (CLIN 0002): Additional space in this PWS describes space that the USPTO may acquire or utilize on a temporary or permanent basis. These spaces may be, but are not limited to additional office space, service centers, pantries, restrooms, or recycling areas. Provide pricing for additional space cleaning as price per square foot in CLIN 0002 as the exact space has not been determined.

Special Events (CLIN 0003): Special events coverage is required for celebrations as well as various events during and after hours.

Coverage of special events may include additional trash removal, vacuuming, restroom service and floor spot cleaning for spills, etc.

Note that special events are intermittent and case-by-case. Propose accordingly.

Relocate Office Space--Swipe/Swap Cleaning (CLIN 0004) 1 day notification: This is cleaning that is performed in vacant individual office suites prior to occupation by a new employee or done when an employee vacates the space. Provide pricing to perform Tier 1, 2, and

3 Swipe /Swap for relocated office space(s) in CLIN 0004.

o Swipe/Swap Tier 1 Cleaning (Minimal cleaning):

CLIN 0004

Wipe clean desk drawers, removing dust and debris. Do not dispose of any personal or office items in the drawers.

Wipe clean desktop, tabletop, bookcase, filing cabinet surfaces.

Clean the following items with sanitized wipes: phone and handset, keyboard, monitor, docking station buttons, and printer (including on/off buttons for all equipment).

Vacuum the suite thoroughly.

Janitorial Services San Jose Regional Office

Add a tent card that states the office was cleaned with green products and IT equipment with sanitizing products.

o Swipe/Swap Tier 2 Cleaning (Medium cleaning):

CLIN 0005

Dispose of non-sensitive paper as approved by the

Swipe/swap ticket.

Dispose of files and debris inside of the drawers (with the exception of keys).

Dispose of non-sensitive files and paper on work surface tops and bookcases.

Wipe clean desk drawers, desktops, tabletops, and bookcases, file cabinets, etc.

Clean the following items with sanitized wipes: phone and handset, keyboard, monitor, docking station buttons, and printer (including on/off buttons for all equipment).

Vacuum the suite thoroughly.

Add a tent card that states the office was cleaned with green products and IT equipment with sanitizing products.

o Swipe/Swap Tier 3 Cleaning (High-level cleaning):

CLIN 0006

Dispose of significant amounts of non-sensitive paper as approved by the Swipe/swap ticket.

Dispose of significant amounts of files and debris in drawers (with the exception of keys).

Dispose of non-sensitive files and paper on work surface tops and bookcases.

Wipe clean desk drawers, desktops, tabletops, and bookcases, file cabinets, etc.

Clean the following items with sanitized wipes: phone and handset, keyboard, monitor, docking station buttons, and printer (including on/off buttons for all equipment).

Vacuum the suite thoroughly.

Shampoo carpet

Add a tent card that states the office was cleaned with green products and IT equipment with sanitizing products.

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.

Janitorial Services San Jose Regional Office

6. ROOM SCHEDULE. The attached floor plans designate the areas to be cleaned. These areas are shaded in gray.

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.

Performance Objective PWS

Paragraph

Performance

Threshold

Remedy Method of

Assessment

Individual office spaces

3. Scope No more than two

(2) valid defects per month.

Re-performance within 24 hours of notification.

Periodic

Surveillance and/or

Customer

Complaint

Service Centers (Flooring)

a. Mop/clean Hardwood surfaces per special instructions/ and specifications attached.

b. Sweep/mop other resilient flooring.

Trash/recycling receptacles

a. Empty trash and recycling receptacles daily; deliver to designated central locations.

per month.

Re-performance within 24 hours of notification.

Periodic

Surveillance and/or

Pantry (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 per month.

Re-performance within 24 hours of notification.

Periodic

Surveillance and/or

Janitorial Services San Jose Regional Office

Performance Objective PWS

Paragraph

Performance

Threshold

Remedy Method of

Assessment

Trash

a. Spot clean trash receptacles having a foul odor.

b. Empty trash receptacles from individual office suites, pantry, service centers, lobbies, conference rooms, special use spaces and recycling centers daily.

3. Scope No more than two

(2) valid defects per month.

Re-performance within 12 hours of notification.

Periodic

Surveillance and/or

Customer

Complaint

Service restrooms

a. Clean sanitize/disinfect toilets, urinals, sinks, floors and counter surfaces.

b. Empty restroom trash cans and replace trash bags.

c. Provide and refill all paper products for the toilets and paper towel dispensers.

d. Provide and replenish soap for soap dispensers.

3. Scope No more than one

(1) valid defect per week.

Re-performance within 12 hours of notification

Periodic

Surveillance, Customer

Complaint and/or 100%

Inspection.

Common areas/corridors

a. Vacuum high traffic corridors, conference rooms, special use spaces and lobbies.

b. Mop/clean hardwood floors per attached special instructions and specifications.

c. Sweep/mop all other resilient flooring.

d. Clean water fountains.

3. Scope No more than one

(1) valid defect per week.

Re-performance within 12 hours of notification

Periodic

Surveillance, Customer

Complaint and/or 100%

Inspection.

Recycling areas

a. Recyclable materials removed daily and delivered to designated locations per City

Hall Officials.

b. Recycling areas are to be neat, free from debris on counters and floors.

c. Trash receptacles emptied.

3. Scope No more than one

(1) valid defect per week.

Re-performance within 24 hours of notification

Periodic

Surveillance, Customer

Complaint and/or 100%

Inspection.

8. ROUGH ORDER OF MAGNITUDE. The Rough Order of Magnitude

(ROM) for this requirement is $250,000 - $350,000 for a base year plus 4 one-year options.

9. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure supplemental cleaning of individual office spaces, service centers, pantry, trash cans, restrooms, common areas and corridors, as well as the recycling areas are performed in accordance with commonly

Janitorial Services San Jose Regional Office 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.

10. 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 (floor and room number) of the inspection.

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

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

iv. Areas (floor 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.)

Janitorial Services San Jose Regional Office

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

11. 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.

12. 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.

13. 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.

Janitorial Services San Jose Regional Office

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.

14. SECURITY/ACCESS.

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

The Contractor shall urgently furnish all Contractor staff information to begin the badging process. Initial information needed for all custodial staff is as follows:

o Full name o Date of Birth o Place of Birth o Last 5 digits of Social Security Number o Contractor/Business name as well

Badges: Upon award, the Contractor will be sent fingerprinting hard cards. The cards must be taken to the local police department and at

Contractor’s expense.

Once the hard cards have been completed by the local police department, Contractor must send the hard cards back urgently to the following address:

Rebekah M. Lamoree

Security Specialist

U.S. Patent & Trademark Office

Office of Security & Safety

U.S. Department of Commerce

551 John Carlyle Street

Room 3A57

Alexandria, VA 22314