DRAFT PERFORMANCE WORK STATEMENT.pdf

Alexandria VA Health Care Systems Mat Service DRAFT Performance Work Statement

Part 1- General

General. This service contract will be in support of the Rushmore Center on Ellsworth AFB, SD.

The contractor is responsible for the mat service outlined in the PWS.

1.1 The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government. The contractor shall perform to the requirements set forth in this document that are designed to provide acceptable service levels of performance standards.

1.2 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, tools, materials, uniforms, supervision, and other items and non-personal services necessary to perform mat services as defined in the PWS.

1.3 Objective: The contractor shall provide mat services located at the Alexandria VA Health

Care Systems (2495 Shreveport HWY, Pineville, LA). All window cleaning service shall be the contractor’s responsibility throughout the duration of the contracts period of performance.

1.4 Scope of Work: The contractor shall provide window cleaning outlined in this

Performance Work Schedule (PWS). The contractor shall be responsible for all cleaning services identified areas in the PWS. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry standards. The contractor shall furnish all labor, transportation, and tools to accomplish all cleaning services of Government facility In Accordance With (IAW) the standards outlined in

Section 5 of this PWS.

1.5 General Information:

1.5.1 Period of Performance: The period of performance shall be the length of time to clean the windows listed in the PWS.

1.5.2 Recognized Holidays: The contractor may be required to perform services on weekends and holidays.

New Year’s Day Juneteenth Day Veteran’s Day

Martin Luther King Jr.’s

Birthday

Independence Day Thanksgiving Day

Presidents Day Labor Day Christmas Day

Memorial Day Columbus Day

1.5.3 Hours of Operation: The contractor shall provide scheduled window cleaning on a date agreed upon after contract award. The contractor shall provide mat services between the hours of 08:00 am and 4:30 pm. Monday through Friday, except in an event of a facility operation schedule change identified in this PWS. The contractor shall ensure all technicians have the required relevant experience and training to handle their tasks successfully. The contractor shall have qualified technicians at the start of the contract period.

1.5.4 Place of Performance. Alexandria VA Health Care System, 2495 Shreveport

HWY, Pineville, LA 71306.

1.5.5 Type of Contract. The Government anticipates a Firm Fixed-Price type contract.

1.5.6 Access and General Protection/Security Policy and Procedures: Contractor and all associated subcontractor employees shall comply with applicable installation, facility and area installation/facility access and local security policies and procedures (provided by the Government representative). The contractor shall also provide information required for background checks to meet installation access requirements for the installation Security Forces Office. The contractor workforce must comply with all personal identity verification requirements as directed by the Department of Defense

(DoD), USAF and/or local policy. In addition to the changes otherwise authorized by the

Changes Clause of this contract, should the FPCON at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.5.6.1 Facility Clearance. All contractors performing on this contract will work only in specify spaces.

1.5.6.2 The service contractor will not use any method or substances, which may cause damage to the equipment’s systems. Any damage or loss through negligence by the service contractor, subcontractor or service contractor's staff shall be the whole responsibility of the service contractor. Alexandria VA Health

Care System may require the service contractor to correct all damages and pay for the cost of damages.

1.5.7 Government Representative: The Government Representative will be designated by a formal letter to the contractor. The Government Representative monitors all technical aspects of the contract and assists in contract administration. The Government

Representative is authorized to perform the following functions identified in the appointment letter: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements including

Government drawings, designs, and specifications; monitor the contractor's performance and notify both the KO and contractor of any deficiencies; coordinate availability of

Government furnished property; and provide worksite entry for contractor personnel. The

Government Representative’s formal designation letter states the responsibilities and limitations of the Government Representative, especially regarding changes in cost or price, estimates, or changes in delivery dates. The Government Representative is not authorized to change any of the terms and conditions of the resulting contract.

Part 2 Definitions & Acronyms

2.1 Contractors. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.3 Contracting Officer (KO). A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the

Government. Note: The only individual who can legally bind the Government.

2.1.4 Government Representative. An employee of the U.S. Government appointed by the KO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Defective Service. A service output that does not meet the standard of performance associated with the PWS.

2.1.6 Deliverables. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.7 Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the key personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.8 Physical Security. Actions that prevent the loss or damage of Government property.

2.1.9 Quality Assurance. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.10 Quality Control. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

2.1.11 Sub-Contractor. A person that enters a contract with a prime Contractor. The

Government does not have privity of contract with the Sub-contractor.

2.1.12 Workday. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 Work Week. Monday through Friday unless specified otherwise.

2.2 ACRONYMS:

AOR Area of Responsibility

DOD Depart of Defense

FAR Federal Acquisition Regulation

FM Facilities Manager

FP Force Protection

FPCON Force Protection Condition

GFE Government Furnished Equipment

HQ Headquarters

IAW In Accordance With

KO Contracting Officer

NLT No Later Than

OPSEC Operations Security

POC Point of Contract

PoP Period of Performance

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

US United States

Part 3 Government Furnished Property, Equipment and/or Services

3.1 Services: Not applicable.

3.2 Facilities: All Matt services outlined in this PWS will take place on site on government facilities; however, no permanent workspace will be provided to the contractor.

3.3 Utilities: Not applicable.

Part 4 Contractor Furnished Items and Responsibilities

4.1 The Contractor shall provide all personnel, services, uniforms, materials, equipment, and transportation required to perform work under this contract.

4.2 Top Secret Facility Clearance: Not Applicable

4.3 Equipment: Not applicable.

Part 5 Specific Task

5.1 Basic Services: All floor mats and runners at all locations shall be exchanged on a bi-weekly schedule to ensure floor mats and runners are being rotated out and cleaned on a consistent basis.

5.1.1 Contractor floor mats and runners shall be of a quality and condition acceptable to the Alexandria VA Health Care Systems.

5.1.2 Contractor shall always guarantee delivery of the highest quality textile floor mats and runners services.

5.1.3 Contractor shall ensure all designated areas have floor mats and runners.

5.1.4 Contractor’s floor mats and runners shall have smooth back for tiled areas, gripper back for carpeted areas, slip-resistance surface, a minimum of 3/8” thick, heavy weight and certified slip resistant by the National Floor Safety Institute.

5.1.5 Exterior floor mats and runners shall be black with wide trap treads.

5.1.6 Mats shall be heavy traffic, rubber-backed, dirt and moisture trapping pile entrance mats.

5.1.7 Each floor mat and runner shall be laundered and returned the following service date to replace the current mat/runner/runner in use.

5.1.8 Each floor mat and runner shall be exchanged for the same size, color and/or logo being used at each location.

5.1.9 Floor mats and runners shall be free of stains, tears, and holes.

5.1.10 Floor mats and runners with minor tears, open seams, stains, etc. are not acceptable and shall not be used.

5.1.11 Floor mats and runners that do not lay flat pose a safety hazard and shall not be accepted for use at any of the VA buildings.

5.1.12 Floor mats and runners shall be exchanged whether soiled or not.

5.1.13 All floor mats and runners that require replacement due to normal wear and tear shall be replaced by Contractor with no charge to customer.

5.1.14 Pick-up dirty/soiled floor mats and runners and replace them with clean floor mat/runners.

5.1.15 Each floor mat and runner shall be laundered and returned the following service date to replace the current mat/runner/runner in use.

5.1.16 Each floor mat and runner shall be exchanged for the same size, color, and/or logo mat/runner/runner in use at each location.

5.1.17 At no time shall a floor mat and runner not be exchanged.

5.1.18 At no time shall a designated area be left without a floor mat and runner.

5.1.19 Contractor shall perform all work required under the terms of the Performance

Work Statement (PWS). The Contracting Officer Representative (COR) shall not consider the work complete until all deficiencies have been corrected.

5.1.20 When a deficiency per the requirements of the PWS enlists, it shall be brought to the attention of the COR. The COR shall confirm said deficiency by inspection and record results, noting the date and time of inspection of the deficiencies for correction.

5.2 Contractor upon award shall provide the Contracting Officer and Contracting Officer

Representative (COR) with a list of contractor employees expected to enter the buildings to pick-up and exchange mat/runners/runners.

5.3 While on VA premises, all contractor personnel shall comply with VA rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

5.4 The VA will supply an access badge to each contractor employee when they arrive at each station. Contractor Employees shall wear this badge at all times while performing services on location. Badges shall be turned in at the end of each delivery at each location to the COR or designee. Contractor personnel shall safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. Badges shall be worn at or above the waist and badge will be facing forward at all times.

5.5 It is the responsibility of the contractor personnel to park in the appropriate designated parking areas. Parking shall be coordinated with each facility and the COR for the contract.

5.6 The VA does not validate or make reimbursement for parking violations of the contractor’s personnel under and circumstances.

5.7 All VA properties and areas are smoke-free. No smoking shall be adhered to while on each campus.

5.8 Matt Service: The contractor shall provide all labor, material, equipment, supervision, and related services required to exchange matt at the Alexandria VA Health Care Systems, Pineville, LA. The work shall include, but is not limited to:

5.8.1 The Matt cleaning service in all interior door areas in the Alexandria VA Health

Care Systems. The Matt cleaning service of front and back door, north and southeast and west entrance.

5.8.2 Contractor Responsibilities: The contractor is responsible for all repairs / replacement of damaged floor mats and runners and shall ensure delivered floor mats and runners are free of damage.

5.9 PLACE OF PERFORMANCE:

Alexandria VA Health Care System, 2495 Shreveport Highway, Pineville, La. 71360

5.10 DAYS AND HOURS OF OPERATION:

5.10.1 Services shall be performed during business hours between 8:00a.m. to 3:

00p.m, Central Time (CST) every other Monday, excluding federal holidays listed below.

The Contractor shall perform to the standards expressed in the contract and perform all tasks during these hours. If a Monday is on a holiday the Contractor shall pick-up and deliver on the next day workday.

5.10.2 National Holidays: The ten holidays observed by the Federal Government are:

New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day,Veteran’s Day, Thanksgiving Day and

Christmas Day and any other day specifically declared by the President of the United

States to be a national holiday.

5.11 SCHEDULING:

5.11.1 The Contractor shall provide a written work schedule identifying when the work will be accomplished, no later than the date identified in this solicitation for work to begin.

5.11.2 Schedule service shall be developed between the Contractor and Contracting

Officer’s Representative (COR) prior to, and service being performed.

5.12 DELIVERY:

5.12.1 All floor mats and runners shall be picked up by the Contractor and exchanged with clean replacements at the designated buildings on the designated delivery schedule agreed upon by both the Government and Contractor.

5.12.2 Interference to Normal Function:

5.12.2.1 Contractor may be required to interrupt their work at any time so as to not interfere with the normal functioning of the facilities, including utility services, fire protection systems, and passage of facility patients, personnel equipment and carts.

5.12.2.2 In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

5.12.2.3 Contractor personnel shall inform the COR or designee of the need to gain access to secured areas. If access is required to a secured area, prearranged scheduling will be made with the COR or designee.

5.13 SECURITY: Contractor personnel shall check in with security and the COR for each pick-up/exchange.

5.14 CONTRACTOR BADGES AND PARKING:

5.14.1 Contractor upon award shall provide the Contracting Officer and Contracting

Officer Representative (COR) with a list of contractor employees expected to enter the buildings to pick-up and exchange mat/runners/runners.

5.14.2 While on VA premises, all contractor personnel shall comply with VA rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

5.14.3 The VA shall supply an access badge to each contractor employee when they arrive at each station. Contractor Employees shall wear this badge at all times while performing services on location. Badges shall be turned in at the end of each delivery at each location to the COR or designee.

5.14.4 Contractor personnel shall safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR.

5.14.5 Badges shall be worn at or above the waist and badge will be facing forward at all times.

5.14.6 It is the responsibility of the contractor personnel to park in the appropriate designated parking areas. Parking shall be coordinated with each facility and the COR for the contract.

5.14.7 The VA does not validate or make reimbursement for parking violations of the contractor�s personnel under and circumstances.

5.14.8 All VA properties and areas are smoke-free. No smoking shall be adhered to while on each campus.

5.15 CONTRACTING RESPONSIBILITIES:

5.15.1 The designated Contracting Officer is the only person authorized to approve changes or modify and of the requirements of this contract.

5.15.2 Contractor shall communicate with the Contracting Officer on all floor mat and runner service pertaining to contract administration.

5.15.3 Only the Contracting Officer is authorized to make commitments or issue and modification to include but not limited to: Terms affecting price, or terms affecting the quality or quantity of the services listed in this contract.

5.15.4 The Contracting Officer is the final authority on validating complaints.

5.15.5 In the event that the Contractor effects and such change at the direction of any person other than the Contracting Officer without prior authority, no adjustment shall be made in the contract price to cover and increase in costs incurred as a result thereof.

5.15.6 In the event that the procured services on this contract do not meet the VA’s quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited improvement plan, increased monitoring of the contracted services, consultation or training for Contractor personnel to be provided by the VA ; replacement of the personnel and/or renegotiation of the contract terms or termination of the contract.

5.16 CONTRACTOR PERSONNEL:

5.16.1 The Contractor shall provide the COR with a list of Contractor employee expected to enter the buildings. While on VA premises, all Contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

5.16.2 The Contractor shall be required to comply with all security policies/requirements of the medical center.

5.16.3 All security policies/requirements must be met, and employees cleared prior to the Contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

5.16.4 It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility

Contracting Officer Representative (COR).

5.16.5 The facility does not validate or make reimbursement for parking violations of the

Contractor’s personnel under and circumstances

5.17 NON-PERSONAL SERVICES:

Government and Contractor agree that the Contractor and all of its employees shall not be considered VA employees for any purpose.

5.18 SAFETY AND FIRE PREVENTION:

5.18.1 The Alexandria VA Health Care System Safety Officer is responsible for the enforcement of all safety regulations as the apply to the safety of VA employees, Contractor employees, visitors, and patients. Any violations by Contractor employees shall be submitted to the Contracting Officer for mediation.

5.18.2 In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.

5.18.3 The Contractor shall comply with the Federal, State, and Local safety and fire regulations and codes. Contract employees shall no longer smoke in areas outside the building. The Alexandria VA Health Care Systems is a smoke free facility. The

Contractor shall be responsible for providing all applicable training and protective equipment to protect Contractor employees from any hazards.

Part 6 Applicable Publications

The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures.

Part 7 Attachment/Technical Exhibit Listing

7.1 Technical Exhibit 1 – Performance Requirements Summary (PRS)

7.2 Deliverables Schedule

Attachment 1 – Alexandria VA Health Care SY Floor Plans

Technical Exhibit 1 Performance Requirements Summary Tasks

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Factor No.

Performance Indicator

Performance Standard

AQL Maximum Allowable Degree

If Deviation

Method — Type of Surveillance

Reduction When AQL Exceeded

Deduction Amount (monthly billing)

1. All matt quotas are met.

All quotas are delivered to Medical

Centers per

4 valid discrepancies per month

COR Weekly inspection

1% for each discrepancy over 4, NTE 10%

2. Weights are accurate

Weight delivery equals weight received.

discrepancies per month

COR Delivery tickets and daily weight

1% for each discrepancy over 2, NTE 10%

3. Laundry is clean, serviceable and properly

Laundry is clean, in usable condition, and free of excessive wrinkles.

5 valid complaints per month

Random Sampling

- carts of clean linen, and customer

2% for each discrepancy over 5, NTE 14%

4. Provide required reports

Data required submitted on time.

Within 5 working days after due date

Check list 1% for each late item x days late (Max of

Technical Exhibit 2 Deliverables Schedule

Deliverable Title Description Estimated Quantity Frequency Submit To

Material Safety Data

Sheets (MSDS). IAW

PWS 5.5

Shall be provided on all materials used in the performance of this contract where such as sheet is required

1 Copy Facility Manager