Draft JB Custodial PWS.docx

PERFORMANCE WORK STATEMENT

for

CUSTODIAL SERVICES

JOINT BASE CHARLESTON

Joint Base Charleston, SC

Revised - 4 March 2020

1. Description of Services

1.1. Facility Cleaning Services

1.2. Restroom/Locker Room Cleaning Services

1.3. Periodic Cleaning Services

1.4. Special Cleaning Services

1.5. Contractor-Provided Equipment and Supplies

2. Service Summary (SS)

2.1. Quality Control

2.2. Quality Assurance

2.3. Performance Assessment

2.4. Progress Meetings

3. Government Furnished Property and Services

3.1. Government Furnished Facilities

3.2. Government Furnished Supplies and Equipment

3.3. Government Furnished Utilities

3.4. Telephone Service

3.5. Mail Service

3.6. Security, Fire and Medical Services

3.7. Solid Waste Collection and Disposal

4. General Information

4.1. Mission

4.2. Background

4.3. Hours of Operation

4.4. Federal Holidays

4.5. Performance of Services During Crisis……………………………………………………………………………………….. 9

4.6. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes

4.7. Cleaning Products

4.8. Required Training

4.9. Traffic Laws

4.10. Weapons, Firearms, and Ammunition

4.11. For Official Use Only (FOUO). (RESERVED)

4.12. Reporting Requirements

4.13. Physical Security

4.14. Contract Manager

4.15. Personnel

4.16. Key Control

4.17. Schedules

4.18. Contract Modifications

4.19. Manpower Reporting………………………………………………………………………………………………………... 14

4.20. Contracting Officer (CO) and Contracting Officer Representative (COR) (Quality Assurance Personnel)

4.21. Safety Requirements and Reports

5. Appendices Appendix A: Custodial Standards Appendix B: Designated Cleaning Levels and estimated Square Footage Appendix C: Floor Plans Appendix D: Locations of On-Base Recycle Centers……………………………………………………………………… 28 Appendix E Required Reports/Forms Employee Statement Form Custodial Service Contract Bid Schedule

PERFORMANCE WORK STATEMENT

FOR

JOINT BASE CHARLESTON CUSTODIAL SERVICES

1. Description of Services. The contractor shall provide all management, tools, equipment, and labor necessary to ensure custodial services are performed at Joint Base Charleston, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The contractor shall accomplish all cleaning tasks and be required to provide and replenish restroom supplies identified in Appendices A and B, in order to meet the requirements of this PWS and the Service Summary (SS). Appendix A, Joint Base Custodial Common Levels of Service Standards, establishes minimum cleaning frequencies. Appendix B, provides assigned cleaning levels for each facility and their estimated square footages. Appendix C, Floor Plans and Maps, establishes facility drawings of areas to be cleaned. The contractor shall perform all work in accordance with all applicable laws, regulations, instructions, and commercial practices.

NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL SERVICES. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

1.1. Facility Cleaning Services.

1.1.1. Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.) The contractor shall maintain hard floors free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. The contractor shall accomplish cleaning by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, the contractor shall ensure floor surfaces, to include grout, shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. The contractor shall clean baseboards, corners, and wall/floor edges. The contractor shall move chairs, trash receptacles, and other easily moveable items to maintain floors underneath these items and return them to their original and proper position after cleaning.

1.1.2. Carpeted Floors. The contractor shall maintain carpets free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. The contractor shall remove any spots and/or spills by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed to maintain carpet life. The contractor shall bring all tears, burns, and raveling to the attention of the facility manager. Area and throw rugs shall also receive this service. The contractor shall move all chairs, trash receptacles, and other easily moveable items to maintain floors underneath these items and return them to their original and proper position after cleaning.

1.1.3. Stairways/Elevators/Handicap Lifts. All floor surfaces shall be cleaned in accordance with paragraph 1.1.1 or 1.1.2, as appropriate. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime. The contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 72 inches height from stair tread level, to provide or maintain a clean, uniform appearance.

1.1.4. Clean Floor (Walk-Off) Mats. The contractor shall vacuum and/or clean interior and exterior floor mats. The contractor shall remove all visible lint, litter, debris, soil and other foreign matter. The contractor shall remove soil and moisture underneath mats and return mats to their normal location.

1.1.5. Trash Collection/Removal. All trash receptacles shall be emptied by the contractor while performing other required cleaning functions and returned to their initial location. Trash receptacles include all diaper pails within the Child Development Centers. The contractor is responsible for providing trash can liners, suitable for type of cans or pails, and replacing them when soiled or torn. Trash receptacles shall be kept clean, free of debris, grime and odors. The trash shall be deposited in the nearest outside dumpster.

1.1.5.1 Recycling. The building occupants will be responsible to recycle and empty their own individual recycling containers into the large centrally located recycle containers with in their facility. The building occupants are also responsible for “breaking down” cardboard boxes for recycling. The contractor shall empty all centrally located recycle containers and deposit recycle materials in the nearest designated on-base collection center, identified in Appendix D. The contractor shall empty the centrally located recycle containers as often as necessary to prevent overflow. NOTE: “Bulk trash” will be removed from area by building occupants. This could be material accumulated from moving, packaging from new equipment/furniture and disposing of books and binders and three (3) or more bags of shredded paper.

1.1.6. Dusting. The contractor shall accomplish dusting on surfaces within 6 feet of the floor (low dusting). The contractor must maintain these surfaces free of dust, lint, cobwebs, and litter. The contractor shall accomplish (high dusting) on surfaces between 6 feet to 10 feet from the floor. Surfaces could include items such as tables, shelves, bookcases, storage lockers, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, etc. (Level 4 Services only)

1.1.7. Windows and Glass. The contractor shall maintain all windows and glass, including glass in doors, partitions, walls, display cases, and directory boards free of traces of film, dirt, smudges, water, or other foreign matter.

1.2. Restroom/Locker Room Cleaning Services.

1.2.1. Clean and Disinfect. The contractor shall clean and disinfect all surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. The contractor shall maintain showers, toilets, and urinals free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. The contractor shall clean and maintain mirrors free of streaks or other removable matter. The contractor shall maintain partitions free of smudges, and stains. The contractor shall clean vents (within 72 inches of the floor). The contractor shall maintain restroom sinks, countertops, and fixtures free of water and scale deposits, soil, streaks, and other removable matter. The contractor shall maintain walls and grout free of all film, spots, and detergent buildup.

1.2.2. Restroom Floor Care. The contractor shall maintain all floor surfaces in accordance with paragraph 1.1.1 by effective routine cleaning. The contractor shall tilt or move all moveable items to sweep and damp mop underneath. The contractor shall maintain grout on the wall and floor tiles free of dirt, scum, mildew, and residue.

1.2.3. Stock Restroom Supplies. The contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. The contractor shall store supplies in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification.

1.2.4. Drinking Fountains. The contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms. The contractor shall clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains. The contractor shall maintain drinking fountains free of streaks, stains, spots, smudges, scale, and other obvious soil.

1.2.5. Restroom Trash Removal. The contractor shall empty all trash containers in restrooms and locker rooms, and diaper pails within the Child Development Center, dispose trash, and return containers to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. The contractor shall leave trash receptacles clean, free of foreign matter and free of odors.

1.3. Periodic Cleaning Services.

Periodic cleaning is identified as work scheduled to be accomplished on a monthly, or less frequently, basis. See Appendix A, Custodial Standards for clarification.

1.3.1. Periodic Hard Floor Maintenance. The contractor shall clean, scrub, seal, polish, wax, and strip hard floors as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

1.3.2. Periodic Carpet Restorative Cleaning. The contractor shall deep clean carpets in order to remove embedded soil from carpet fibers. After deep cleaning, the carpeted area shall show an improvement in visible appearance. The contractor shall remove all cleaning solutions from baseboards, furniture, trash receptacles, chairs, and other similar items. The contractor shall move chairs, trash receptacles, and other items to clean carpets underneath and return them to their original location after the carpet has dried.

1.4. Special Cleaning Services.

The contractor shall accomplish all cleaning tasks in accordance with Paras. 1.1, 1.2, 1.3 and 1.4, as appropriate, for Special Requirement Facilities. Facilities are identified in Level 4 of Appendix A, which establishes service frequencies.

NOTE: Additional requirements for facilities included in this section can be found in para 4. General Information (4.6.1, 4.8,

4. 12.1, .4. 15.1)

1.4.1. Child Development Center (CDC) and Youth Center (YS). The contractor shall maintain designated CDC and Youth Center facilities in accordance with AFI34-144, Child and Youth Programs, dtd 2 March 2016.

Physical contact shall not be allowed and contractor employees shall not be alone with children unsupervised.

Kitchen areas are not part of the contractor’s responsibility for cleaning. The contractor shall maintain floors when children are not present in the same room or as required to maintain clean and sanitary conditions.

The contractor shall perform all cleaning requirements performed 1 time daily, either before or after CDC operational duty hours unless otherwise stated. For cleaning requirements of two ( 2) or more times daily, the contractor shall perform at least one cleaning during operational duty hours.

1.4.1.1. Cleaning, Sanitizing and Disinfecting. The contractor must comply with the most recent edition of the National Association for the Education of Young Children (NAEYC) and as referenced in AFI34-144 while cleaning all areas of the CDC and YC referenced in Appendix A.

a. Cleaning: Physically removing all dirt and contamination, oftentimes using soap and water. The friction of cleaning removes most germs and exposes any remaining germs to the effects of a sanitizer or disinfectant used later.

b. Sanitizing: Reducing germs on inanimate surfaces to levels considered safe by public health codes or regulations. Appropriate for food service tables, countertops, and high chairs.

c. Disinfecting: Destroying or inactivating most germs on any inanimate object, but not bacterial spores. Appropriate for drinking fountains, door knobs, floors, diaper pails, toilets, fixtures and other bathroom surfaces.

1.4.1.2. Cleaning Equipment/Materials for CDC. The contractor shall ensure, while cleaning, mops, brooms, buckets and other equipment being used is not accessible to children. Pulled trash bags shall not be left unattended. All Equipment, materials, chemicals and other potentially dangerous products shall be stored in a locked closet.

1.4.2. Fitness Centers. Designated Fitness Center facilities shall be maintained in accordance with AFI 34-266, Air Force Fitness and Sport Programs and Appendix A. The contractor shall ensure all steam and water valves have been turned off for cleaning and turned back on prior to leaving an area.

1.5. Contractor Provided Equipment and Supplies.

1.5.1. Contractor-Furnished Equipment/Vehicles. The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. The contractor shall not perform maintenance and repair of contractor vehicles or their privately owned vehicles on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work statement.

1.5.1.1. Operating Conditions of Contractor Vehicles and Equipment. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. The contractor shall not use equipment found to be unsafe and unable to function as designed in performance of this contract. The CO or Contracting Officer Representative (COR) may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

1.5.1.2. Contractor Vehicle and Equipment Quantities. The contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not excuse the contractor from performing any requirement contained in this contract.

1.5.2. Contractor Furnished Restroom Supplies.

Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle.

Toilet Tissue: Two-ply.

Paper Towels: Bi-Fold, Tri-Fold, Roll, Dispenser type.

Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti- bacterial soap when installed dispensers are non-operational.

Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials.

The actual amounts used of these products must be reported monthly to CO

1.5.3. Contractor Furnished Utility. The contractor will be responsible for utility hook ups at the Government provided lay down area located on the Weapons Station.

2. Service Summary (SS). The contract service requirements are summarized in performance objectives that relate directly to the level of service standard for each requirement. The performance threshold briefly describes the minimally acceptable levels of service required. The Service Summary (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 validation and confirmation of services provided. These thresholds are critical to mission success.

Performance Objective

PWS

Para.

Performance Threshold

Remedy Method of Assessment

SS-1

Facility Cleaning Services, Restroom/ Cleaning Services

Timeliness/Schedule:

Services meet frequency requirements IAW Common Levels of Service Standards

Quality of Service:

maintained, cleaned, disinfected.

trash removed, supplies stocked.

1.1 and 1.2, inclusive

No more than eight (8) valid defects per month.

Re-performance within 2 hours of notification.

Periodic validation and/or customer complaint.

SS-2

Periodic Cleaning Services

Timeliness/Schedule:

Services meet frequency requirements IAW Common Levels of Service Standards

Quality of Service:

hard floors: strip, wax, scrub, seal, or polish carpets: deep clean to remove embedded soil

1.3, inclusive

No more than (2) defects per month.

Re-performance within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.

SS-3

Special Requirements CDC, Youth Center, Fitness Centers Timeliness/Schedule:

Services meet frequency requirements IAW Common Levels of Service Standards

Quality of Service:

maintained, cleaned, disinfected, sanitized. trash removed and supplies stocked.

1.4, inclusive No more than three (3) valid defects per month.

Re-performance within 2 hours of notification.

Periodic validation and/or customer complaint.

SS-4

Quality Control Inspection procedures are followed and documented in accordance with the contractor’s Quality Control Plan (incorporated into contract after award).

2.1

No more than one (1) valid defect per month.

Contractor shall provide a written Corrective Action Report.

SS-5

Deliverables Complete, accurate, and timely IAW Appendix D Timeliness/Schedule: turned-in within specified time

Quality of Service: reports are complete & accurate

2.1. Quality Control. The contractor shall develop and maintain a quality control program to ensure custodial services 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 paragraph 2, Service Delivery Summary.

2.2. 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. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with instructions provided and return it to the CO within 10 calendar days of receipt.

2.3. Performance Assessment

2.3.1. Periodic Validations. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) or a “spot check” style of evaluations based on the contractor’s incorporated Cleaning Frequency Schedule (para 4.19.). Validations may be adjusted, based on quality trends.

2.3.2 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 2 hours of notification.

2.3.3. Re-Performance. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re- perform the service in accordance with the SDS after notification.

2.3.4. Letter of Concern. Exceeding the performance threshold for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO.

2.3.5. Continual Exceeding of Performance Thresholds. Exceeding the performance threshold of these performance objectives, in any combination for any two or more consecutive or non-consecutive months during a contract period shall constitute an immediate progress meeting with the Multi-Functional Team.

2.4. Progress Meetings. The CO, Functional Commander, COR, other government personnel as appropriate, and the contractor shall meet quarterly to discuss the contractor’s performance. The following issues could potentially be discussed:

- Opportunities to improve the contract

- Any modifications required of the contract

- Unsatisfactory inspections and valid customer complaints against each performance objective observed

- Steps taken by the contractor to prevent occurrences in the future.

Monthly performance meetings may be required for the Contract Specialist, COR, and the contractor to discuss the monthly performance, concerns, and/or questions.

2.4.1. Progress Meeting Minutes. The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. Government Furnished Property and Services

3.1. Government Furnished Facilities. The government will provide office and storage space on the AB in building 377 with approximately 923 square feet of storage and office space. On WS, a lay down site with utility hook ups will be provided which is located North Annex at the intersection of Pomflant Access Rd and S. Freedom Dr. No alterations to the office space shall be made without the specific written permission from the functional commander and the CO as coordinated and approved via an AF Form 332, Civil Engineer Work Order. In case of alterations necessary for compliance with OSHA, such permission shall not be reasonably withheld. The contractor shall return the office space to the government in the same condition as received, excepting fair wear and tear and approved modifications.

3.1.1. Janitorial Closets. Janitorial closets will be available for use by the contractor for the purpose of storing materials and equipment, excluding flammable materials. The contractor will be required to maintain odorless and clean closets. The contractor shall maintain closets free of clutter and debris. The contractor shall store and organize cleaning supplies and tools in such a manner as to allow easy access and movement in closet. The contractor shall lock closets provided for janitorial service use if locks are available. The government will not be responsible for the Contractor’s stored supplies or equipment kept in the building or janitor’s closets or for the contractor’s employees’ personal belongings.

3.2. Government Furnished Supplies and Equipment. None.

3.3. Government Furnished Utilities. The government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract. The contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.4. Telephone Service. The government shall provide base and local commercial telephone service only. Long distance service shall be at the contractor’s expense.

3.5 Mail Service. The contractor shall be responsible for coordinating with the US Postal Service for the delivery of mail to the contractor's facility.

3.6. Security, Fire and Medical Services. The government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.7. Solid Waste Collection and Disposal. The contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS. The contractor shall adhere to all base level recycling programs.

4. General Information.

4.1. Mission. The overall Civil Engineer mission at JB Charleston is to plan, maintain, operate, and protect the infrastructure, facilities, and environment for assigned airmen, families, and civilian employees.

4.2 Background. RESERVED.

4.3. Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor is not required to perform services on Federal Holidays.

4.3.1. Normal Base Hours. Base hours of operation are 6:00 a.m. through 4:30 p.m., Monday through Friday for Joint Base Charleston. The contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

4.3.2. Base Wide Facilities, Hours of Operation. The contractor shall perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services under this contract during the following shift hours. Under periodic cleaning services, the contractor shall accomplish buffing floors, floor maintenance and shampooing carpets during the night shift or late night shifts as described below. (Note: Hours are subject to change)

- Day Shift – Mon.-Fri., if applicable Saturday and Sunday 7:00 am through 4:00 pm

- Night Shift – Mon.-Fri, if applicable Saturday and Sunday 4:00 pm through 12:00 am

- Late Night Shift - Mon.-Fri, if applicable Saturday and Sunday 12:00 am through 7:00 am

CHARLESTON AIR FORCE BASE BUILDINGS

FACILITY

NUMBER

FACILITY DESCRIPTION

HOURS OF OPERATION OR RESTRICTIONS

108 1st and 2nd floor

CHARLESTON NAVAL WEAPONS STATION BUILDINGS

FACILITY

NUMBER

FACILITY DESCRIPTION

HOURS OF OPERATION OR RESTRICTIONS

4.4. Federal Holidays.

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.5. Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. Unless otherwise directed by an authorized government representative, custodial services requirements under this PWS are essential to be performed during a crisis. Essential Service Plan required 30 days after contract award.

4.6. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. All documentation shall be submitted at the pre-performance conference. The contractor shall comply with all requirements and procedures IAW AFFARS 5353.242-9000, Contractor access to Air Force installations.

4.6.1. Special Clearance Requirements For Child Development Centers and Youth Centers.

4.6.1.1. Background Check Process. In accordance with DoDI 1402.05, Background Checks on Individuals in Child Care Services Programs. The contractor must initiate and complete a criminal history background check for each contractor employee before being allowed to work in the CDC and YC. The Force Support Squadron Security Monitor shall initiate, receive and maintain all background checks. The CDC Director shall be provided all favorable results. The following are the required background checks:

- Installation Records Check (IRC), initial and every 5 years/see other components in note below.

- FBI Advanced Fingerprint Check, initial and every 5 years

- Child Care National Agency Check with Inquiries (CNACI), initial and every 5 years; includes state abuse and neglect repository and sex offender registry checks.

NOTE: Results from all must be received and favorable adjudicated rendered before requirements are met. SCHR is typically part of the CNACI. SCHR would be required IF for some reason a NACI was performed in lieu or the CNACI. As of June 2016 DCII is no longer needed if the IRC and IF the Advanced FBI Fingerprint Check is performed.

4.6.1.2. Background Check Procedures. Potential contract employees shall report to the Force Support Squadron Security Monitor to initiate and complete a Questionnaire for Non-Sensitive Positions. During this time, the Security Monitor shall request the individual be fingerprinted by the Joint Base Charleston Information Protection Office, building 245. The Security Monitor shall initiate an Installation Records Check (IRC) and FBI Advanced Fingerprint Check for each contract employee. The IRC and the FBI Advanced Fingerprint Check must be completed and a favorable suitability adjudication made before the contract employee is authorized to work in the Child Development and Youth Centers. The Security Monitor shall also initiate a Child Care National Agency Check (CNACI), which encompasses a State Criminal History Repository (SCHR) Check inclusive of state child abuse and neglect repository and sex offender registry checks for all states listed as current or former residence on each contractor employee. An unfavorable or derogatory report would include, but not be limited to, the following applicable crimes: any conviction in a civilian or military court or received non-judicial punishment for a sexual offense, criminal offense involving a child/youth victim, felony offense concerning illegal or improper use, possession, or distribution of any controlled or psychoactive substances, narcotics, cannabis or other dangerous drug, negligent in a civilian adjudication or administrative proceeding concerning the death or serious injury to a child/youth or dependent person entrusted to the individual’s care; or violent crime, crimes which involve force or threat of force, robbery, aggravated assault and arson. Suitability determinations shall be made by DoD CAF. The Force Support Commander shall make a suitability determination if DoD CAF cannot. The Security Monitor shall provide suitability determination results to the Contacting Officer (CO) who in turn will provide the appropriate documentation to the appropriate CDC/Youth Director. No contract employee shall be allowed to work on Joint Base Charleston with an unfavorable or derogatory suitability determination/CNACI.

a. Installation Records Check (IRC). An investigation conducted through the records of all installations of an individual’s identified as having an affiliation for a minimum of 2 years prior to the date of application. This record check must include police (base and/or military police, security office, criminal investigations, or local law enforcement) local files check, Drug and Alcohol Program, Family Housing (AF Form 4422),Family Advocacy (Central Registry), mental health records, and any other record checks as appropriate, to the extent permitted by law.

b. Federal Bureau of investigation (FBI) Advanced Fingerprint Check: An FBI identification record, often referred to as a criminal history record or a “rap sheet”, is a listing of certain information taken from fingerprint submissions retained by the FBI in connection with arrests and, in some instances, federal employment, naturalization, or military service.

c. Child Care national Agency Check with Inquiries (CNACI): A personnel security investigation consisting of a records review of certain national agencies to include a technical fingerprint search of the files of the Federal Bureau of Investigation (FBI).

Contractor employees may be permitted to work before completion of the NAC provided the employee is working within line or sight supervision (LOSS) of an individual who has completed adjudicated background check.

Contractor employees have the right to obtain a copy of the background check report from the Security Monitor. Contractor employees have the right to challenge the accuracy and completeness of information contained in the report through the Privacy Program described in DoDI 5400.11-R. The CO shall inform the contractor of employees whose criminal history background checks result in an unfavorable or derogatory report. The contractor shall immediately remove this employee from their service at the CDC or youth center.

Note: Contractor employees who have previously received a background check must provide proof of the check to the Security Monitor who will determine if and when a new background check is required.

4.7. Cleaning Products. The contractor shall submit a list of ALL chemicals (i.e. cleaning products, waxes, floor strippers, etc.) intended for use during the contract period to the CO no later than the pre-performance conference. This list shall be submitted on the JB CHAS Transient Organization Hazardous Material Inventory Form. This form will also be submitted monthly to the CO indicating actual amounts used for such period. During contract period, any new products will need acceptance before being brought on to the installation. The contractor shall train employees on the proper use and disposal of all cleaning products.

4.7.1. Hazardous Material Identification and Handling. Safety Data Sheets (SDS), IAW Federal Standard 313, are required for all products that are potentially hazardous and require safety controls. All products must be approved by JB Chas Environmental (CEIE) prior to being brought on to the installation.

The contractor shall NOT use products that are, or contain EPCRA Sec 313 Chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), or Persistent Bio-accumulative and Toxic (PBT) chemicals. Any hazardous material containing one of these banned substances will not be allowed on base.

4.7.2. Hazardous Spill Response. The contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event it is necessary to utilize government material, equipment or personnel to clean up a contractor caused spill, the contractor shall be required to reimburse the government for all associated costs. The Government shall be notified when a spill gets into a water body such as a pond, or storm drain with moving water. Waste water with cleaning chemicals (e.g. dirty mop bucket water) shall not be dumped on the ground, but shall be disposed of in the sanitary sewer.

4.7.3 Hazardous Material Management. The contractor will be briefed on The JB Charleston Hazardous Materials Management Plan at the pre-performance conference.

4.8 Required Training. All contract employees working at the Child Development Centers and Youth Centers shall be required to attend annual training on child abuse prevention, identification and reporting per AFI 34-248, Para. 5.4.4. A government certified trainer shall conduct the training during normal duty hours. It shall be the contractor’s responsibility to ensure new employees working at the CDC and YC receives this training.

4.9. Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

4.10 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Joint Base Charleston.

4.11. For Official Use Only (FOUO). (RESERVED)

4.12. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

4.12.1. Required Reporting for Child Development and Youth Center Facilities. The contractor shall provide a summary spreadsheet to the CO listing all employees proposed to work in a CDC and YC with the employees name, position, date background checks were initiated and completed, date child abuse training was completed, certification that immunization requirements have been met and employee statement for assignment to work in the CDC and YC. In the event that an employee is replaced, even temporarily, the replacement shall meet all requirements set forth in paragraph 1.6.1, 4.8, and 4.15.1 prior to beginning work. Failure to fulfill these requirements, in sufficient time to replace an employee, will not relieve the contractor of their responsibilities under this contract. Failure to provide these statements will prohibit contractor employee(s) entrance into the CDC and YC. It shall be the contractor’s responsibility to update the spreadsheet as necessary. Contractor employees shall submit a negative test report from the Health Department or their doctor and current immunization records to the CDC Director prior to starting work on an annual basis.

4.13. Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use.

The contractor shall ensure all actions listed below are taken:

- Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured, and any unnecessary lights are turned off upon their departure.

- Report fire hazards and any unsafe conditions to the COR.

- Turn in lost and found articles to the facility manager.

- Display appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel present.

4.14. Contract Manager. The contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with government personnel designated by the CO to discuss problem areas. The contractor shall provide the CO telephone number(s) where validation results and complaints can be reported. The contractor shall also provide to the CO the names and phone/pager numbers of contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.15. Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, hats, or company name or logo. This will help to identify personnel easily and quickly for reasons of safety and personal protection.

4.15.1. Personnel Immunizations. All contractor personnel assigned to the Child Development Centers and Youth Centers shall be free of communicable diseases, to include tuberculosis, prior to entering either facility. All contract employees must be up to date with all immunizations required by AFJI-48-110, Immunizations and Chemoprophylaxis, prior to an employee being allowed to work. The contractor shall be responsible for providing certification that all of his/her employees meet the above conditions. Payment for any required immunizations will be incurred at the contractor’s expense

4.15.2. Restrictions. The government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.16. Key Control. The contractor shall establish and implement methods of making sure all keys/combinations issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government. The Contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the contractor.

4.17. Schedules. The contractor shall submit an annual schedule for services described in PWS paragraphs 1.1.1, 1.1.2, 1.1.3, and Appendices A and B to the CO for acceptance at the pre-performance conference, identifying facilities by building number in numerical order, and approximate time cleaning will occur. The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic, special requirements, minimum frequencies listed in Appendix A and with facility managers as appropriate. This second work schedule shall be submitted to the CO for acceptance within 10 days after the first contract month period and shall be known as the Cleaning Frequency Schedule (CFS). The contractor shall post the CFS in each facility (identified in Appendix B) and not deviate from the accepted schedule without prior approval from the CO or COR. Any permanent changes to the CFS must be submitted 10 days before implementation and receive CO acceptance before the government will allow the proposed changes. The CFS may be submitted electronically using a file format compatible with government software programs such as "Microsoft Office" software. A facility manager contact list will be provided to the contractor at the pre-performance conference and updates to this list will be provided by the COR.

4.17.1. One-time Schedule Changes. One time (non-permanent) schedule changes due to customer requests or base exercises shall be submitted to the COR and do not require CO approval.

4.18. Contract Modifications.

4.18.1. Existing Facility Floor Plan Changes. Modifications for a price increase or decrease to the contract shall only be made when the identified “cleaning area” square footage, as identified in Appendix B, of a facility increases or decreases or a frequency of cleaning service changes. Modification unit pricing shall be implemented as identified in paragraph 4.20.3, below.

4.18.2. New Facility and/or New Facility Addition. Modifications for a price increase to the contract shall only be made when a new facility or addition is officially added to the contract and identified in Appendix A and B, with all information agreed upon. Modification unit pricing shall be implemented as identified in paragraph 4.18.3, below.

4.18.3. Modification Unit Pricing. The contractor’s annual proposal price for each contract line item under Service Levels 1, 2, and 4 (as identified in Appendix B) shall be multiplied by the square footage of that particular category (for example, total sf of restroom, total sf of carpet, total sf of hard floor) shall be calculated based on the proposal price submitted for option period in which the modification is being completed.

The resultant figures represent three distinct prices per square foot per year ($ square foot per year * sf) for each type of cleaning Service Level and shall be used for modifications as stated above. The overall custodial cost per year for a particular facility would then be the sum of the three figures and added to or removed from the total square footage as identified in Appendix B. Those figures shall be used for any modifications throughout each contract performance period.

4.18.4. Wage Increases. (RESERVED)

4.19. Manpower Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. The contractor may direct questions to the CMRA help desk.

4.19.1. Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

4.192. User manuals. Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

4.20. Contracting Officer (CO) and Contracting Officer Representative (COR) (Quality Assurance Personnel). The CO will appoint a primary and alternate representative for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.21. Safety Requirements and Reports. The contractor shall comply with all safety regulations and procedures.