Draft_PWS_1.pdf

Janitorial Service for the Mills Complex

PERFORMANCE WORK STATEMENT

PROJECT TITLE: JANITORIAL SERVICES, Wyoming Area Office Complex, Mills, Wyoming

1. SECTION C-1 - GENERAL

1.1. BACKGROUND.

Reclamation is contracting for janitorial services at the Wyoming Area Office Complex, located in Mills, Natrona County, Wyoming.

The work required under the contract is to keep the offices clean for use by Reclamation employees and to have a neat indoor appearance representing Reclamation to external customers who enter the buildings. The contractor must recognize that the timely and accurate performance of these services is a vital and mandatory requirement of the contract.

1.2. SCOPE OF WORK.

The contractor shall furnish all labor, materials, transportation, cleaning supplies (unless otherwise specified), equipment, and supervision to satisfactorily perform janitorial services as specified. The contractor shall perform in accordance with the standards as defined in Section C-5 of this Performance Work Statement (PWS).

1.2.1. ESTIMATED SQUARE FOOTAGE. The Government has estimated the number of square feet of floor space and the contractor shall make no claim against the Government for any excess or deficiency therein. There is a total of approximately 24,000 square feet.

Below are the estimated square footages of the areas to be serviced:

Main Office Building

11,528 square feet of carpeted space

1,239 square feet of carpeted hallways

1,928 square feet of carpet in conference and multipurpose rooms

222 square feet of tile in photocopying room and breakroom

444 square feet of tiled vestibules (2) and main lobby

559 square feet of tiled rest rooms (2)

193 square feet of utility close

Control Center Building

295 square feet of stone tile foyer, with carpet runners.

1,380 square feet of “floating” tile floor in operator’s room.

582 square feet of tiled hallways.

558 square feet of tiled office and file area (3)

221 square feet of tiled rest rooms (3 each).

61 square feet of tiled kitchen area.

314 square feet of tiled storage rooms.

48 square feet janitor’s closet.

Mobile Maintenance Office

856 square feet of carpeted office.

104 square feet of carpeted rest rooms (2)

Warehouse Offices and Rest Rooms

1849 square feet of carpet

140 square feet tiled restrooms (2)

Electrical Laboratory Offices and Rest Room

689 square feet of tile

One tiled restroom

Heavy Equipment Crew Office’s and Rest Room

361 square feet of carpeted office and file area, (east end)

117 square feet of tiled rest room

1.2.2 Windows and Other Glass Surfaces

Main Office Building

Outside windows (45 each) (6’ x 3’4”)

Glass door panels (31 each) 1’ x 7’2”)

Windows in vestibule, southern wall, (2 each) (1’6” x 7’6”)

Vestibule east wall (all glass) (9’ x 22”)

Warehouse Offices and Rest Rooms

Windows (8) 36” wide by 34 ½” high

Mini Blinds (8)

Electrical Laboratory Offices and Rest Room

Windows (3 each) 36” wide by 34 ½” high

1.3. CONTRACTOR PERSONNEL.

1.3.1. CONTRACTOR’S ADMINSTRATION PERSONNEL. The contractor shall designate a representative. The contractor’s administration personnel shall have the authority to act for the contractor on all matters relating to daily operation of the resultant contract. The contractor’s representative shall be able to read, write, speak, and understand the English language.

1.3.2. EMPLOYEES. The contractor shall furnish qualified, experienced, drug-free, and safety-oriented personnel to perform the services under this contract. Employees shall promptly correct unsafe working conditions or report them to the contractor representative who will notify the governement Contracting Officers Representative (COR), or other proper authority. Employees shall report all accidents or injuries, no matter how minor they may seem.

Additionally, this requirement is subject to the applicable Department of Labor wage rates under the Service Contract Act of 1965. If Reclamation exercises any option periods, the CO will furnish updated wage determinations issued by the Wage and Hour Division at the beginning of each renewal option period. The contractor shall be responsible for paying employees under this contract the required minimum monetary wages and fringe benefits.

1.4. SAFETY AND HEALTH REQUIREMENT.

The contractor shall comply with the safety and health requirements of Reclamation Clause WBR 1452.223-81. The contractor shall develop and submit a comprehensive and site-specific safety plan to the Government for review within 10 calendar days after contract is awarded. At a minimum, the contractor’s safety plan shall address the following:

Statement of Contractor Safety and Health Responsibilities – Acceptance that the contractor shall be responsible for the safety and health of their employees.

Plan of Compliance with Regulations, Standards, and Codes – The contractor’s commitment and methods to comply with safety regulations, standards, and codes.

Plan of Compliance for use of Sub-Contractors – The contractor’s commitment and methods to ensure that sub-contractors are working safely.

Plan of Procedure for Safety Inspection of Equipment – The contractor’s method of inspecting equipment to ensure that the equipment does not pose a hazard to employees.

Fire Prevention and Protection - The contractor’s commitment and methods to exercise fire prevention at all times. Janitor closets shall be kept clean and free from odors and fumes.

The contractor shall use and store all combustible material in a safe manner. The contractor shall report any fire hazards to the Government representative in charge of the building, and if possible, correct them. In the event of a fire, the contractor shall call 911 to report the fire and notify the Government representative in charge of the building.

1.5. SECURITY OR ACCESS REQUIREMENT.

The contractor, and subcontractor empoloyees working under the contract, shall comply with the security requirements under FAR Clause 52.204-09. The contractor shall submit a list of all contractor vehicles and equipment that the contractor will bring to the worksite. For each vehicle, the list shall include the year, make, model, color, license plate number, and state of issuance.

Reclamation may not have onsite representation throughout the duration of the contract. As such, Reclamation has determined that Personal Identity Verification (PIV) is applicable to this requirement.

Contractor personnel, including subcontractors, will be required to have background investigations before the Government allows unsupervised access to the facility. The contractor can find additional information and instructions for the background investigations see attachments, which are subject to change during any national emergency.

During any national emergency, the contractor and employees may be subject to additional screening for security purposes by Governmental agencies charged with the security of the nation. The contractor shall not employ a person found unacceptable by such screening for the performance of this contract.

1.6. CONTRACTOR QUALITY CONTROL.

1.6.1. QUALITY CONTROL PLAN. The contractor and not the Government is responsible for the management and quality control actions necessary to meet the quality standards set forth by the contract. As such, the contractor shall establish and maintain a Quality Control Plan (QCP) to ensure they achieve the requirements of the contract.

The contractor shall furnish one copy of the contractor’s QCP to the CO within 10 days after the contract is awarded (a sample is attached). The QCP shall be a specific plan for the services required under the contract. At a minimum, the contractor’s QCP shall address the following items:

Methods - The methods for identifying and preventing deficiencies in the quality and timeliness of services performed before the level of performance becomes unacceptable.

Performance Inspections - An inspection system to cover all the services listed in the Performance Requirements Summary Table (PRST). The inspection system must specify if the contractor will inspect the task activities on a scheduled or unscheduled basis, how frequently the contractor will accomplish the inspections, and the title(s) of the individual(s) who will perform the inspections.

Records - Written or electronic database records of all inspections conducted by the contractor and any necessary corrective actions taken. The records shall be made available to the CO, as requested, during the term of the contract.

1.6.2. GOVERNMENT REVIEW OF QCP. The contractor shall develop and submit the QCP for Government review and acceptance. The Government has 10 days to review the document, then will notify the contractor of acceptance or any deficiencies. The Government’s acceptance of the QCP does not relieve the contractor of their responsibility to perform services that conform to the contract requirements.

If the Government finds the contractor's plan to be adequate, the Government will accept the plan. The contractor then uses their QCP to guide and document the implementation of the required management and quality control actions to achieve the specified results.

If the Government finds the contractor's plan to be inadequate as submitted, the Government will identify the deficiencies to the contractor in writing. The contractor shall correct all identified deficiencies and submit a revised contractor QCP within 10 days of notification of deficencies.

1.7. GOVERNMENT’S QUALITY ASSURANCE SURVEILLANCE PLAN.

Reclamation has developed a Quality Assurance Surveillance Plan (QASP) for the services required under this PWS, as required by FAR Subpart 37.6. The primary intent of this plan is to provide the Government’s Contracting Officers Representative (COR) a basis for evaluating the quality of performance the contractor provides during the life of the contract. The QASP is not a part of the contract nor is it intended to duplicate the contractor’s QCP. The Government has provided an informational copy of the QASP under Appendix A of this PWS. The Government is providing this copy to support the contractor’s efforts in developing a QCP and is providing the contractor an opportunity to comment and propose innovative solutions for the Government’s QASP. The QASP is to be a living document that the Government should revise or modify, as circumstances warrant.

1.7.1. CONTRACTING OFFICERS REPRESENTATIVE (COR). Prior to the commencement of onsite work, the CO will designate the COR in writing to act as the authorized representative that assists in the technical administration of the contract. The

CO will not authorize the COR to make any contractual commitments, or to authorize any contractual changes on the Government’s behalf. If any doubt exists as to the extent of the authority of the COR, the contractor shall contact the CO for guidance before taking action on the matter.

1.7.2. Reclamation COR shall conduct unscheduled inspections of the work performed as part of this contract. Deficiencies with janitorial services shall be documented by Reclamation’s COR and a written report shall be submitted to the CO.

1.8. PERIOD OF PERFORMANCE.

The contract has a base period from March 15th, 2024 thru March 14th, 2025, and 4 one-year option periods, ending March 2029. Reclamation will exercise such option periods at the Government’s discretion.

1.8.1. NORMAL HOURS. Janitorial services shall be after 4:30 p.m. and before 12:01 a.m., Monday thru Friday, holidays excluded. However, the above hours may be flexible at the discretion of the CO or their designated COR.

1.8.2. RECOGNIZED HOLIDAYS. The contractor is not required to provide service on recognized Federal holidays established by Federal law (5 U.S.C. 6103).

1.8.3. SPECIAL EVENT(S)/EMERGENCIES. On occasion, the contractor may be required to provide additional or limited services as a result of an unforeseen circumstance or combination of circumstances. Section C-5 describes the contractor’s responsibilities for such services.

1.9. CONSERVATION OF UTILITIES.

The Government will furnish lights, power, and water from regular outlets in the facilities. The contractor shall instruct all employees in utility conservation practices. The contractor shall be responsible for operating under conditions which preclude the waste of utilities.

1.10. DOCUMENTATION AND RECORDS.

All documentation, records, and schedules as described in this PWS that are the responsibility of the contractor, are the property of the Government. The contractor shall turn over such documentation to the Government upon completion or termination of the contract. All records are subject to the Freedom of Information and Privacy Acts. As such, the Government will handle any requests for release of any records accordingly.

2. SECTION C-2 - DEFINITIONS

2.1.1. 100% INSPECTION. A method of surveillance the Government may use in the administration of the Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, the Government will prepare documentation on all service outputs in a surveillance period (i.e. the Government will evaluate every task every time the contractor performs the task).

2.1.2. AS DIRECTED, AS REQUIRED, AS PERMITTED, APPROVAL, ACCEPTANCE.

Terms that indicate that direction, requirement, permission, approval or acceptance by the Contracting Officer are intended unless stated otherwise.

2.1.3. CLEAN. The absence of bottles, cloudy film, cobwebs, coffee grounds, debris, dirt, dust, discarded materials, encrustation, fingerprints, graffiti, grease, grime, gum, ink, litter, marks, mold, odors, oil, pieces of paper, rust, scale, scum, smudges, spillage, spots, stains, watermarks, tape, tar, trash, residue, or any other extraneous matter on all surfaces or objects in order to present a lustrous appearance, as applicable, and an overall appearance of cleanliness.

2.1.4. CONTRACTING OFFICER (CO). A duly appointed person with the authority to enter into, administer or terminate contracts, and to make findings and determinations on behalf of the United States Government. This is the only individual authorized to change the contract or any of the requirements stated herein.

2.1.5. CONTRACTOR. The individual, partnership, company or corporation responsible for the duties and responsibilities under the contract. The term also covers requirements for any subcontractor. The contractor is ultimately responsible for ensuring that all subcontractors comply with the terms and conditions of the contract.

2.1.6. CUSTOMER FEEDBACK. A method of surveillance the Government may use in the administration of the Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, the Government reviews firsthand information from the actual users of the service.

The Government will use feedback to supplement other forms of evaluation and assessment.

2.1.7. DEFICIENCY. A shortcoming in the quality or state of services performed.

2.1.8. DEFECTIVE SERVICE. A unit of service which contains one or more defects, or non-conformance with specified requirements.

2.1.9. FREQUENCY OF SERVICE. The minimum intervals for each of the described tasks in

Section C-5. The contractor shall inspect and clean areas as needed to maintain a clean and neat indoor and outdoor appearance.

Daily - Services performed five times during each week of the contract.

Weekly - Services performed one time during each week of the contract.

Monthly - Services performed twelve times during each 12-month period of the contract.

Semi-Annual - Services performed two times during each 12-month period of the contract, specifically during the months of April and November.

2.1.10. INSPECTION. The critical examination of a facility, system or procedure to discover and remedy discrepancies and inefficiencies.

2.1.11. MAJOR DEFICINCY. Any service feature which would cause the contractor to be determined unacceptable.

2.1.12. PERFORMANCE REQUIREMENTS. Tasks to be performed by the contractor.

2.1.13. PERFORMANCE REQUIREMENTS SUMMARY TABLE (PRST). An outline of contract requirements that identifies the key service outputs that will be inspected or surveyed by the Government, and related performance standards and method(s) of performance assessment and surveillance.

2.1.14. PERFORMANCE STANDARD. The desired results, expressed by the Government, expected from performance of contract services, to satisfy the requirement.

2.1.15. CONTRACT DISCREPANCY REPORT. A formal letter produced by the CO upon receipt of a Quality Assurance Surveillance Checklist that documents defective services are being provided by the contractor. The letter will indicate if the Government will affect the price computation system in accordance with the Performance Requirements Summary Table and the Inspection of Services Clause in the contract.

2.1.16. QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements established in the Performance Work Statement (PWS).

2.1.17. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized, written, “living” document outlining the Government’s methodology for monitoring contractor performance.

2.1.18. QUALITY CONTROL. Those actions taken by a contractor to ensure that contractor performance meets the requirements of the contract.

2.1.19. QUALITY CONTROL PLAN. An organized, written document outlining the contractor’s methodology for ensuring contractor performance.

2.1.20. RANDOM SAMPLING. A method of surveillance the Government may use in the administration of the Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, the Government prepares documentation on a regular and continual basis to assess the contractor's ongoing performance.

3. SECTION C-3 - GOVERNMENT-FURNISHED REQUIREMENTS

3.1. GENERAL.

The Government shall provide, without cost, the facilities, equipment, materials, and information listed below. The contractor shall be liable for any loss or damage to Government property while in their possession, and shall be responsible for any damage to Government buildings or equipment occurring as a result of performance of the contract. The contractor shall understand that in the performance of the contract, the contractor is an independent contractor, and not an agent or employee of the United States.

3.2. GOVERNMENT-FURNISHED PROPERTY AND MATERIALS.

The Government will provide storage space. The Government will not be responsible for the loss of or damage to the contractor's property while in storage on Government premises. All property found in the performance of this contract shall become the property of Wyoming Area Office, and must be turned into the COR.

3.3. POST AWARD CONFERENCE.

In accordance with Reclamation Clause WBR 1452.242-80, the Government will hold a post award conference within 10 calendar days after award of the contract and prior to the beginning of any onsite work. The purpose of the post award conference will be to review the contract, the work to be performed, established safety requirements and procedures, and to clarify the work areas.

3.4. PERFORMANCE EVALUATION MEETINGS.

The contractor’s administration personnel may be required to meet with the COR, as determined necessary, to discuss the contractor’s performance, to include actual or potential problems. All parties shall make a mutual good faith effort to resolve any issues. All parties to the discussion shall review and sign written minutes of the meeting. Should the contractor not concur with the minutes, the contractor shall state any areas of non-concurrence in writing to the CO within seven business days of receipt of the minutes. Whenever the CO issues a Contract Discrepancy Report, the COR will hold a meeting if the contractor requests such a meeting.

4. SECTION C-4 – CONTRACTOR-FURNISHED REQUIREMENTS

4.1. GENERAL.

Except for those items or services specifically stated to be Government-furnished in Section C-3, the contractor shall furnish all items (equipment, materials, cleaning supplies, incidentals, etc.) required to perform the tasks identified in this contract. All equipment used in the performance of the contract shall be of the type and durability used by professional janitorial firms and in good working condition.

All equipment shall have adequate bumpers and guards to prevent marking or scratching of fixtures, furnishings, or building surfaces.

All electrical equipment used by the contractor, or contractor’s employees, shall meet all applicable safety requirements. The equipment must operate at full-rated performance levels using existing building circuits. It shall be the responsibility of the contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits.

4.2. GENERAL WORK PLAN

The contractor shall provide a written work plan along with their initial offer. At a minimum, the written work plan shall address the following:

A description of methods, procedures, and commercial equipment the contractor will use to perform the tasks identified in this PWS;

The contractor’s commitment to the use of biobased products;

The contractor’s procedures to meet employee health, safety, and environmental management practices; and

Example checklists, forms, etc. to document when the contractor has completed the required work.

4.3. COMPANY PAST EXPERIENCE.

Company past experience is an objective criterion that determines whether the contractor has or has not performed similar work. Therefore, the contractor shall furnish a list (no more than five) of Federal, State, local government, or commercial projects similar in scope, complexity, and magnitude to the work required under this solicitation that the contractor has completed within the last three years.

These projects must clearly demonstrate the contractor’s successful ability to accomplish projects in a timely and satisfactory manner. The contractor shall provide the list along with their initial offer.

Name of the Customer (Government Agency or Commercial);

Contract number, type, date, name of project;

Description of the work;

Initial contract amount and final contract amount; and

Name, telephone number, and e-mail address of a point of contact for the customer that may be contacted to confirm and verify the information provided.

The Government may not evaluate references with incorrect or missing phone numbers and contact names, which may potentially result in a less favorable rating of the contractor’s offer.

4.4. BIOBASED CLEANING SUPPLIES.

The contractor shall comply with Section 9002 of the Farm Security and Rural Investment Act (FSRIA) of 2002, Executive Order 13423, and the Federal Acquisition Regulation to provide biobased products. Therefore, the contractor shall utilize products and material made from biobased materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. The COR must approve all supplies and material used in the performance of the contract.

The contractor shall submit a complete list of biobased products that the contractor will use in carrying out the requirements of the PWS. This list shall include the name of the manufacturer, cost of each material, and the intended use of each of the materials. It is desirable that the contractor supply the greatest number of biobased products listed that meet the health and environmental specifications. The following is an example list of products that the contractor may use in this contract for which biobased products are available. The list is not all-inclusive.

Bathroom and Spa Cleaners

Carpet and Upholstery Cleaners

Drain Cleaners

Floor Care Cleaners and Protectors

Floor Care Sealers

General Purpose Cleaners

Glass Cleaners

Graffiti and Grease Removers

Industrial Cleaners

Lavatory Flushing Fluids

Multi-Purpose Cleaners

Wax Strippers

At the end of each period of performance, the contractor shall be required to submit a complete list of biobased products purchased to carry out the contract requirements. The contractor shall list the volume used and the total cost for each individual product. The Government will use this information for reporting purposes.

Contractors can find more information about the BioPreferred Program by visiting www.biopreferred.gov.

4.5. PRICING INFORMATION.

The contractor shall not include any allowance for contingencies that cover increased costs for adjustments contained in FAR Clause 52.222-41, Service Contract Act of 1965.

If Reclamation exercises any option periods, the CO will furnish updated wage determinations at the beginning of each renewal option period to the contractor. The contractor shall be responsible for paying employees under this contract the required minimum monetary wages and fringe benefits.

Additionally, the contractor shall notify the CO of any claimed increase in the contract price, contract unit price, or fixed hourly labor rates within 30 days after received the new wage determination. Such notice shall contain a statement of the amount claimed and any relevant supporting data that reflect the contractor's actual increase or decrease in applicable wages and fringe benefits, including payroll records. Any adjustment will be limited to increases or decreases in wages and fringe benefits and the accompanying increases or decreases in social security and unemployment taxes and workers’ compensation insurance, but shall not include any amount for general and administrative costs, overhead, or profit.

5. SECTION C-5 - SPECIFIC TASKS / SERVICES REQUIRED

5.1. GENERAL.

The specified frequency requirements are the minimum intervals for each of the described tasks. The contractor shall inspect and clean areas as needed to maintain a clean and neat indoor and outdoor appearance.

The contractor shall indemnify, save, and hold harmless, the Government against any or all loss, cost, damage, claim, expense, or liability whatsoever, because of accident or injury to persons or property of others occurring in connection with operations under the contract. The contractor agrees to comply with the workmen's compensation law of the state of Wyoming and to secure public liability insurance with companies satisfactory to Reclamation. The contractor further agrees to exonerate, indemnify, and hold harmless the United States from and against, and shall assume the responsibility for payment of all federal, state, and local taxes or contributions imposed or required under employment insurance, social security, income tax laws, and workmen's compensation law, with respect to the contractor's employees engaged in the performance of this contract.

The contractor shall provide experienced and qualified professional personnel to provide the services to include, but not limited to the tasks identified below. Throughout the life of the contract, the contractor is encouraged to continuously seek ways to incorporate innovative and emerging technologies that in the most economic and efficient manner improve mission performance.

The contractor must recognize that the timely and accurate performance of these services is a vital and mandatory requirement of the contract. Therefore, on-time performance of this work is required.

5.2. CONSTRAINTS.

The contractor shall comply with the rules and regulations governing public buildings and grounds and the following constraints:

The contractor shall use separate disposable disinfecting wipes or rags and gloves for surfaces that are unsanitary (i.e. restroom urinals, toilets, stalls, wall surfaces in restrooms and any other surfaces). Rags used for such services shall be identified in the work plan. Rags for cleaning in office spaces, table tops, outside of microwaves, lunch rooms, etc shall be separate and easily differentiated by site and in the work plan.

All contractor personnel shall be safety-oriented and familiar with general safety and health guidelines.

All cleaning supply containers will be labeled and provide Material Safety dtat sheets (MSDS) to the COR.

5.3. PERFORMANCE CRITERIA.

The COR will document acceptable and unacceptable contract performance. When the COR considers the contractor's performance to be unsatisfactory, the COR will report the information to the CO along with the recommendation of any applicable payment deductions.

The CO may require the contractor to explain, in writing, the cause of the poor performance, any corrective actions the contractor has already taken to obtain an acceptable level and any future corrective actions the contractor will utilize to prevent unacceptable performance. Unacceptable performance may result in payment deductions as specified in Section C-5.7.

5.4. TASK NO. 1 – WYOMING AREA OFFICE COMPLEX

5.4.1. DAILY SERVICES. The contractor shall perform the following tasks on a daily basis

(Monday thru Friday) at Wyoming Area Office Complex:

All trash receptacles inside shall be emptied into exterior dumpsters and shall be kept clean inside and out. All trash receptacles shall be returned to their initial locations.

Plastic liners shall be furnished by contractor for each trash receptacle. Plastic liners will be replaced only when soiled and or torn.

Clean, remove stains, and disinfect all surfaces of sinks (including breakroom), dispensers, toilets, urinals, and drinking fountains with acceptable germicidal disinfectants, using an evaporative cleanser or similar, leaving no residue behind. No hard abrasives.

Clean and refill all dispensers in the restroom and kitchen areas with the necessary supplies supplied by the contractor.

All Quarry tiled lobbies, vestibules, concrete floors, and restroom floors shall be sweep and mopped. Including under the mats and rugs. All chairs, coat racks, waste baskets shall be moved before sweeping and mopping and returned to their initial locations after sweeping and mopping.

All carpeted areas including under chairs and waste baskets shall be vacuumed Mirrors, bathroom counters, and waste receptacles shall be clean and free from streaks, stains, spots, and smudges Entrance doors shall be free of all hand prints, smudges, dirt, and water marks.

Drinking fountains shall be free from streaks, stains, spots, and smudges

5.4.1.1. STANDARD. The contractor uses the appropriate equipment, tools, and chemicals that are in good operational condition for completing the required services in a satisfactory manner.

No more than three (3) tasks per month shall result in the need for service re-performance.

5.4.2. WEEKLY SERVICES. The contractor shall perform the following tasks on a weekly basis at Wyoming Area Office Complex:

Cigarette receptacles (outside) to be emptied into exterior dumpsters.

Clean restroom walls, restrooms stalls, and woodwork areas. These shall be free of soil marks, stains, and spills.

Internal doors all glass and metal shall be free of all hand prints, smudges, and dirt Tops of bookshelves, filing cabinets, window sills, mop boards, tables and other trim shall be dusted and polished Remove soil marks around light switches, doors, door knobs/handles, door frames, and marks from walls and floors Venetian Blinds dusted and cleaned Trash receptacles outside be emptied into exterior dumpsters and shall be kept clean inside and out. Plastic liners must be changed every time they are emptied.

Clean outside of microwaves and refrigerators

5.4.2.1. STANDARD. The contractor uses the appropriate equipment, tools, and chemicals

No more than three (3) tasks per month shall result in the need for service re-performance.

5.4.3. MONTHLY SERVICES. The contractor shall perform the following tasks on a monthly basis at the Wyoming Area Office:

Dust all ceiling vents Dry buff all tile floors and wax if needed as determined by contractor

5.4.3.1. STANDARD. The contractor uses the appropriate equipment, tools, and chemicals

The contractor shall perform the required services with no deviation in timeliness or quality.

5.4.4. SEMI-ANNUAL SERVICE. The contractor shall perform the following task on a semi-annual basis at Wyoming Area Office Complex. The anticipated period of performance is every April and November but may be flexible at the discretion of the CO or the designated COR. The contractor must use a 25% solids wax on all tile floors with an initial seal coat plus 4 coats (total of 5). Once the floors have proper base coats the Government will consider the abrading or top coat process, meaning that stripping the floors will not have to be done every cycle.

Shampoo all carpeted areas Clean all windows inside and out; including removing the screens Completely strip and wax tile and concrete floors and mop boards

5.4.4.1. STANDARD. The contractor uses the appropriate commercial equipment, tool, and chemicals that are in good operational condition for completing the required services in a satisfactory manner.

The contractor shall perform the required services with no deviation in timeliness or quality.

5.4.5. SPECIAL EVENT(S)/EMERGENCIES. The Government may undertake or award other contracts for additional work at the Wyoming Area Office Complex. The contractor shall fully cooperate with the other contractors and with Reclamation employees to adapt scheduling and performing the work under this contract. Such coordination may require limited services or additional work. The contractor shall not commit or permit any activities that will interfere with the performance of work by any other contractors or Reclamation employees. On occasion, the office may be closed for inclement weather or construction, the contractor will be notified by the COR by noon that day that services will not be needed on those occasions. Payment for closures for construction or incelement weather will be made.

5.4.5.1. CONTRACTOR’S RESPONSIBILITIES. On occasion, the contractor may be required to provide additional or limited services as a result of an unforeseen circumstance or combination of circumstances. The CO will direct the contractor’s responsibilities for such services. In accordance with Clause 52.212-4, any resultant changes in the terms and conditions of this contract, including equitable adjustments, will be made by written agreement of both parties.

5.4.6. SPECIAL REQUIREMENTS. In addition to the above, the main entrance to the building shall be kept clean at all times. The volume of traffic and weather conditions will normally determine this requirement.

5.5. PERFORMANCE REQUIREMENTS SUMMARY TABLE (PRST).

The following table summarizes the tasks, the performance standard, monitoring method and disincentives for not meeting performance standards.

Task Description

Performance Standard Method of Monitoring

Disincentives

Wyoming Area Office

Daily Services

The contractor uses the appropriate commercial equipment, tools, and chemicals that are in good operational condition for completing the required services in a satisfactory manner.

No more than three (3) tasks per month shall result in the need for service re-performance.

Random Sampling

Customer Feedback

100%

Inspection

(1) Rework at contractor’s expense

(2) Payment deductions as specified in C-5.7.

Weekly Services

The contractor uses the appropriate commercial equipment, tools, and chemicals that are in good operational condition for completing the required services in a satisfactory manner.

No more than three (3) tasks per month shall result in the need for service re-performance.

(1) Rework at contractor’s expense

(2) Payment

Monthly Services equipment, tools, and chemicals that are in good

The contractor shall perform the required services with no deviation in timeliness or quality.

(1) Rework at contractor’s expense

(2) Payment

Semi-Annual Services equipment, tools, and chemicals that are in good

(1) Rework at contractor’s expense

(2) Payment

5.7. GOVERNMENT REMEDIES.

All work shall be subject to inspection, approval, and acceptance by the Government. The Government will compare the contractor's performance to industry standards and will not exclude common sense considerations as applied by the COR. The CO will follow the requirements of FAR Clause 52.212-04 for the contractor’s failure to correct nonconforming services. The Government will consider work incomplete when any one of the following conditions exits:

The contractor did not perform any or all of the tasks.

The contractor did not use the appropriate commercial equipment, tools, and chemicals or the equipment was not in good operational condition for completing the requirement in a timely and satisfactory manner.

The contractor is not in compliance with FSRIA, EO 13423, or the FAR regarding the mandatory use of biobased products to the maximum extent possible.

If the performance of any required service is unsatisfactory, and poor performance is clearly the fault of the contractor, the Government may reduce the contract price to reflect the reduced value of defective services; provided that the Government gives the contractor a written Contract Discrepancy Report prior to executing such payment deductions.

The CO will determine the payment deduction amount by calculating the percentage of acceptable services performed by the contractor. The Government will use the total number of deficiencies found to determine the percentage found unacceptable. The percentage found unacceptable subtracted from 100 percent will determine the percentage acceptable.

For example - During the month, the contractor was required to complete 10 service tasks. By the last calendar day of the month and after Government surveillance was completed, the Government determined that two of the service tasks were deficient. Two tasks out of 10 results in a 20% unacceptable rate. Twenty percent subtracted from 100% is 80% acceptable. Therefore, the CO may pay for 80% of the contractor’s monthly invoice.

The mentioned deductions will in no way affect the Government’s right under the “Default” clause of the contract. The Government explicitly reserves the unilateral right to apply any of the above payment provisions and to deduct any appropriate amounts from contractor’s submitted invoices prior to payment of such invoices.

6. SECTION C-6 - SUBMITTALS

6.1. REQUIRED SUBMITTALS.

Submittals from the contractor are required during the term of the contract to ensure quality and safe work under the contract. Required submittals are as follows:

RSN

Clause Or Section Title

Submittals Required Due date or delivery time

No. of sets to be sent to:

CO COR

Liability Insurance 1452.228-70

Acceptable certificate of liability insurance

Within 10 calendar days after award

1 0

Personal Identity Verification

(PIV)

52.204-09 &

WBR 1452.237-

Complete application form for each contractor and subcontractor employee requiring unsupervised access to the facilities

Within 10 calendar days after award and continuously for new employees

0 1

Site Security

(1) List of all contactor and subcontractor employees performing work under this contract with supporting documentation

Within 10 calendar days after award

0 1

(2) List of all vehicles and equipment to be brought onsite with supporting documentation

Within 10 calendar days after award

0 1

Hazardous Material Identification and Material Safety Data 52.223-03 A1

List of chemicals to be used for this contract and their associated MSDS

Within 10 calendar days after award

Section C-1.4 &

WBR 1452.223-

Contractor’s safety plan Within 10 calendar days after award

0 1

6 Section C-1.6 Contractor’s quality control plan

Within 10 calendar days after award

0 1

Reporting Requirements 52.204-10

Reporting Executive Compensation and First- Tier Subcontract Awards at http://www.fsrs.gov

By the end of the month following the month of award of a subcontract with a value of $30,000 or more.

0 1

8 Section C-4.5 List of biobased products purchased to carry out the contract requirements.

Annually on the anniversary date of the contract award

0 1

6.2. SUBMITTAL REVIEW.

6.2.1. TIME REQUIRED FOR SUBMITTAL REVIEW. Submittal review will require 10 days for review of each submittal or re-submittal, unless otherwise specified. Time required for review of each submittal or re-submittal begins when the Government receives the complete sets of materials required for a particular RSN and extends through the return mailing postmark date.

6.2.2. REVIEWER ADDRESSES. Submittals shall be provided to the following addresses/individuals:

Contract Specialist(CS): Terra Warren

Bureau of Reclamation –

APPENDIX A

QUALITY ASSURANCE SURVEILLANCE PLAN

Purpose The Government has developed this Quality Assurance Surveillance Plan (QASP) to implement a quality surveillance strategy for janitorial services at the Wyoming Area Office Complex. The primary intent of this plan is to provide the Contracting Officers Representative (COR) a basis and systematic method to evaluate the services the contractor is required to furnish and not the details of how the contractor accomplishes the work.

Oversight of the contractor's performance will ensure contract quality. The plan will afford the COR a proactive mechanism to preclude major deficiencies in the performance of services and provide for evaluation of the contractor's performance.

As it pertains to services, a concept of "fully compliant" shall be the basis used in reference to where there has been no willful departure from the terms of the contract and no omission of essential work.

The contractor has performed the required work honestly and faithfully and the only variance consists of infrequent minor omissions or deficiencies. In general, work is substantially complete when the contractor has successfully performed 90 percent or more of the required tasks.

Authority Section E - Inspection and Acceptance, provides the authority for issuance of this QASP. This authority provides for the Contracting Officer's, or his duly authorized representative's, inspection and acceptance of the articles, services, and documentation called for in the contract.

Scope In order to understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance Plan. The contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The contractor develops and submits his Quality Control Plan (QCP) for Government acceptance. Once accepted, the contractor then uses the QCP to guide and to document the implementation of the required management and quality control actions to achieve the specified results.

On the other hand, the Government puts the QASP into place to provide Government surveillance oversight of the contractor's quality control efforts to assure that they are timely, effective, and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the contractor's QCP. The Government will periodically evaluate the contractor’s performance. Therefore, the Government has provided the contractor an informational copy of the QASP as an appendix to the PWS to support the contractor's efforts in developing a QCP and for providing the contractor an opportunity to comment and propose innovative solutions for the Government's QASP.

Government Resources & Responsibilities The following definitions for Reclamation resources are applicable to this plan:

Contracting Officer (CO) - A duly appointed person with the authority to enter into, administer, or terminate contracts, and to make findings and determinations on behalf of the United States Government. This is the only individual authorized to change the contract or any of the requirements stated herein.

Contracting Officers Representative (COR) - A Government person designated by the Contracting Officer, with authority to act within the scope of the delegated authority, including but not limited to, the surveillance and inspection of the contractor’s performance.

The Government resources shall have responsibilities for the implementation of this QASP as follows:

The CO ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract, and safeguards the interests of the United States in the contractual relationship. The CO ensures the contract receives impartial, fair, and equitable treatment under the contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance.

The COR is responsible for technical administration of the project and assures proper Government surveillance of the contractor's performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. The contractor shall refer any changes that may affect price, terms, or conditions to the CO for action.

Performance Indicators/Measures The COR will determine whether the contractor has consistently satisfied the expected quality level as per the contractual requirements. Section C-5 of the Performance Work Statement identifies the performance standards for all services that the contractor shall perform.

Frequencies - The COR will determine whether tasks and frequencies conform to the tasks and frequency requirements accepted as a part of the contractor's offer.

Management Responsiveness - The COR will determine whether the contractor provides satisfactory project management, adequate timely response to customer complaints, the quality of the management of customer complaints, quality accountability of complaints, the quality of the reporting of complaints, and conformity to the contractor's final Quality Control Plan.

Methods of Surveillance The below listed method of surveillance shall be used in the administration of this QASP. In addition to specific instructions, the COR will use the standardized Surveillance Activity Checklist, which is contained in this document, to document COR surveillance.

100% Inspection - A method of surveillance the Government may use in the administration of the Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, the Government will prepare documentation on all service outputs in a surveillance period (i.e. the Government will evaluate every task every time the contractor performs the task).

Customer Feedback - A method of surveillance the Government may use in the administration of the Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, the Government reviews firsthand information from the actual users of the service. The Government will use feedback to supplement other forms of evaluation and assessment.

Random Sampling - A method of surveillance the Government may use in the administration of the Government’s Quality Assurance Surveillance Plan. Under this level of monitoring, the Government prepares documentation on a regular and continual basis to assess the contractor's ongoing performance.

Documentation In addition to providing documentation to the CO, the COR will maintain a complete Quality Assurance file onsite. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government's performance of the quality assurance function, including the originals of all Surveillance Activity Checklists. The Government will retain all such records for the life of this contract. The COR shall forward these records to the CO at termination or completion of the contract.

Janitorial Service Wyoming Area Office Complex

Daily Services

All trash receptacles inside shall be emptied into exterior dumpsters and shall be kept clean inside and out. All trash receptacles shall be returned to their initial locations. Plastic liners shall be furnished by contractor for each trash receptacle.

Plastic liners will be replaced only when soiled and or torn.

Clean, remove stains, and disinfect all surfaces of sinks (including breakroom), dispensers, toilets, urinals, and drinking fountains with acceptable germicidal disinfectants, using an evaporative cleanser or similar, leaving no residue behind.

No hard abrasives.

Clean and refill all dispensers in the restroom and kitchen areas with the necessary supplies provided by contractor.

All Quarry tiled lobbies, vestibules, concrete floors, and restroom floors shall be sweep and mopped. Including under the mats and rugs. All chairs, coat racks, waste baskets shall be moved before sweeping and mopping and returned to their initial locations after sweeping and mopping.

All carpeted areas including under chairs and waste baskets shall be vacuumed Mirrors, bathroom counters, and waste receptacles clean and free from streaks, stains, spots, and smudges Entrance doors shall be free of all hand prints, smudges, dirt, and water marks.

Drinking fountains shall be free from streaks, stains, spots, and smudges

ACKNOWLEDGEMENT

COR DATE

CONTRACTOR DATE

METHOD OF SURVEILLANCE

Random Sampling Customer Feedback 100% Surveillance

Weekly Services

Cigarette receptacles (outside) to be emptied into exterior dumpsters.

Clean restroom walls, restrooms stalls, and woodwork areas. These shall be free of soil marks, stains, and spills.

Internal doors, all glass and metal, shall be free of all hand prints, smudges, and dirt Tops of bookshelves, filing cabinets, window sills, mop boards, tables and other trim shall be dusted and polished Remove soil marks around light switches, doors, door knobs/handles, door frames, and marks from walls and floors Venetian Blinds dusted and cleaned Trash receptacles outside be emptied into exterior dumpsters and shall be kept clean inside and out. Plastic liners must be changed every time they are emptied Clean outside of microwaves and refrigerators.

WEEK OF _________________________________

COR DATE

CONTRACTOR DATE

Monthly Services

Dust all ceiling vents Dry buff all tile floors and wax if needed as determined by contractor

January_______________________________________________________________________________________________________ COR DATE Method CONTRACTOR DATE

February________________________…