SOW_Janitorial_2016.pdf

PERFORMANCE BASED SERVICE CONTRACT—JANITORIAL

This solicitation contains a work statement for a performance based service. This means that the Government has described WHAT is to be accomplished, not HOW to accomplish it, and states a basis for determining whether finished work meets the Government quality requirements. It does not state detailed procedures for accomplishing the requirement unless there are safety, security or communication requirements.

It is the responsibility of the contractor to ensure that they build into their bid/proposal price the necessary hours that it will take to meet the performance standards specified.

The contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality before performance becomes unacceptable.

STATEMENT OF WORK

C.1. SCOPE OF WORK

A. Place of performance will be as follows: National Weather Service, 810 Main Street, Caribou, ME, 04736.

B. All cleaning under this contract is required to meet the quality and performance standards as identified.

The majority of the cleaning at this location shall be accomplished between the hours of 6:00 p.m. and 10:00 p.m., Sunday through Saturday, Federal holidays included, unless specifically approved by the Contracting Officer’s Technical Representative (COTR). Total area of facility to be cleaned is approximately 8,428 square feet. Approximately one half of the office is of open-space design with a ceiling height of 25 feet (not the traditional layout of a standard WFO facility).

C. Itemized services, specific rooms, areas requiring a different cleaning schedule, and services covered under a separate rate will be furnished under Attachment Number 1, “Itemized Services Requirement Sheet” and updated by the COTR as needed.

D. All cleaning shall be accomplished utilizing the latest technology, products, equipment, industry practices, and specifications in order to achieve the quality and performance standards.

C.2. SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES

A. Government Furnished:

(1) Space in building, for the storage of supplies and equipment, will be provided for use in the performance of work under this contract. No flammable or explosive liquids such as gasoline will be stored in the building. The Government will not be responsible for damage or loss to the Contractor’s stored supplies or equipment.

(2) Electrical power will be provided at existing outlets for the Contractor to operate such equipment, as necessary, in the performance of this contract.

(3) Hot and cold water will be made available, as necessary, for cleaning purposes.

B. Contractor Furnished:

(1) The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

(a) Outdoor trash receptacle (dumpster), size: 3 ½’ high x 3 ½’ deep x 5 ½’ wide in space designated by COTR.

(b) Outdoor receptacle for recyclable materials (i.e., cardboard, white paper, newspapers/magazines), size: 4’ high x 4’ deep x 6 wide.

(c) Consumable Materials: Consumable materials required for the execution of the contract include cleaning chemicals and solutions, rubber gloves, respirators, plastic liners for waste baskets, paper products (multi-fold paper towels, two-ply toilet paper, disposable bags for sanitary napkin disposal) for restrooms, soap for soap dispensers, two-ply white roll paper towels for the breakroom and shower room, light bulbs and fluorescent tubes for replacing burnt out lighting. Consumables in place, other than back-up supplies, remaining at the conclusion of the contract period will become the property of the Government.

(d) Training shall include all applicable OSHA and other related standards. The Contractor shall submit all Material Safety Data Sheets (MSDS) for any materials used under this contract containing “dangerous” or “warning” labels to the COTR within 10 days after contract award date.

(2) The Contractor shall furnish all equipment necessary to accomplish the work under this contract.

All equipment must meet all applicable OSHA standards. Contractor shall not use any unsafe equipment nor any equipment in need of repair.

C.3. CONTRACTOR PERSONNEL

A. Five days prior to the contract start date, the Contractor shall submit, in writing, the name of the Site Manager and an alternate to the Contracting Officer. The Contractor shall supply telephone, cell phone, and/or pager numbers to the COTR for use in contacting the Site Manager. The Site Manager shall conduct overall management coordination and shall be the central point of contact with the Government for performance of all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency in contract performance. The notices may include, but not be limited to, the following: non-performance of work, deficiencies in work performed and notices of proposed payment deductions due to the above. The Site Manager shall be available weekdays, between the hours of 8:00 a.m. and 3:00 p.m., within 2 hours to meet at the facility to discuss problem areas. Along with the quotation package, the vendor must provide the Site Manager’s name, address and telephone number who can meet within 2 hours at the facility to discuss problem areas.

B. All personnel employed by the Contractor shall be experienced in the type of work involved and familiar with the specifications of this contract.

C. The Contractor is required to provide necessary and on-going tenant relations or customer service training for their employees.

D. Contractor personnel shall conduct all operations in such a manner as to minimize any inconvenience in the use of the facilities to the occupants.

E. The Contractor is responsible to ensure employees obtain a DOC identification badge after the proper background check in accordance with current DOC security requirements. Also a list of employees must be provided to the COTR. Employees must have a badge to identify the company they work for.

Facility Management should be introduced to all current and future contract employees who may be servicing the facility.

C.5. SCHEDULING WORK AND REPORTING REQUIREMENTS

Five work days prior to the contract starting date, and annually thereafter for renewal periods, the Contractor shall submit to the COTR annual schedules and plans of all periodic cleaning. (Periodic cleaning is defined as janitorial and related services performed that are not on a daily or weekly basis).

C.6. QUALITY CONTROL PROGRAM

A. The Contractor shall establish a complete, written Quality Control Program (QCP) to ensure that the requirements of the contract are provided as specified. The written QCP shall be submitted to the COR five days prior to start date of work.

B. The QCP’s purpose is to provide a plan for meeting all requirements of this contract. The QCP is intended to identify and correct deficiencies before contract performance becomes unacceptable. The QCP should include, but not be limited to, the following:

1. An inspection of the building which covers all services stated in Exhibit 2, “Performance

Standards and Guideline Requirements”, and Attachment 1, “Itemized Services Requirement Sheet” of this contract.

2. A system to ensure that the Contractor’s employees, or subcontractor’s employees, are notified of all deficiencies in their area of responsibility. A system and plan to retrain employees to ensure that deficiencies do not reoccur.

3. A plan for monitoring and correcting customer complaints. A record of customer complaints and the corrective action taken must be kept on file at the site and available for review by the Contracting Officer or his/her representative, at any time.

C. The QCP must be kept current, reflecting the pertinent contract modifications and building changes or conditions. The Contractor shall review the plan with his onsite personnel to ensure complete understanding. A copy of the most current QCP must be kept on file at the worksite where the tasks are being accomplished.

D. If performance or quality measures are not being met by the Contractor, the Government retains the right to review the QCP and related documents. Upon review of the plan and related documents, the Government will take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

PERFORMANCE STANDARDS AND GUIDELINE REQUIREMENTS

NOTE: All cleaning under this contract is required to meet the quality and performance standards as identified. The majority of the cleaning at this location shall be accomplished between the hours 6:00 p.m.

and 10:00 p.m., Sunday through Saturday, Federal holidays included, unless specifically approved by the Contracting Officer’s Technical Representative (COTR).

A. The Contractor shall ensure that the building listed herein meets all quality and performance standards under this contract and presents an overall appearance of cleanliness. The Contractor shall provide sufficient supplies, materials, and equipment to adequately maintain the premises at an acceptable level of cleaning which is consistent with comparable industry standards for this type of contract.

1. The following guidelines describe what is considered to be the normal industry quality and performance standards for intended services under this type of contract.

2. The Contractor, through innovation, technology, or other means, shall perform the required cleaning services in order to meet the quality and performance standards.

B. The following guidelines are for reference only and final results will be the determining factor for the success or failure of this contract. The definition of clean will be to remove dirt, water streaks, gum, grease, tar or any other extraneous matter from all surfaces or objects in order to present an overall appearance of cleanliness.

1. Glass/Mirror surfaces and coverings shall be clean and free of obvious dirt, dust streaks and smudges. As needed on a daily basis, clean the interior of all windows in the main entryway of the facility.

2. Furniture and all surfaces under 70 inches shall be free of obvious dust and dirt.

3. All carpets shall be clean and free of dirt, debris and obvious spots and stains. Carpet spotting should be accomplished as needed.

(a) CARPET NOTES:

1. Carpet spotting shall be accomplished as needed to meet the quality standard.

2. A bonnet type shampoo cleaner, hot water extraction, or other acceptable methods shall be used to accomplish performance standards.

4. Resilient flooring shall be maintained at a high level of luster, free of all types of marks.

(buffing, stripping and waxing are included in the cost of this contract)

5. All other flooring shall be free of dirt, debris and foreign material and maintain a high level of luster. (buffing, stripping and waxing are included in the cost of this contract)

6. ADP flooring shall be free of dirt, debris and foreign matter, and damp mopped as the only method of wet cleaning.

7. Drinking fountains and water dispensers shall be cleaned and free of water marks and any other debris or encrustation. Drinking fountains shall be maintained at a high level of sanitation.

8. All trash shall be collected from work areas and removed to an outside location designated by the COTR. Trash and recycling containers shall be lined and kept relatively free of dirt, stains, and debris. All trash removed from the facility shall be disposed of in accordance with Federal, State, and Local jurisdictional laws and regulations governing solid waste disposal, recycling, and landfill operations.

9. Restrooms shall be cleaned and disinfected to maintain all fixtures at a high level of shine and cleanliness. Floors shall be sanitized and maintained to ensure that there is not a buildup of dirt, debris, or bacteria. Partitions and walls shall be free of obvious dirt, graffiti, dust or any other extraneous matter. Toilet supplies shall be replenished as needed to maintain an adequate supply at all times. Trash and sanitary napkins shall be collected and disposed of at a location designated by the COTR. NOTE: Due to the health implications and requirement for restrooms to be sanitized, restrooms shall be cleaned and sanitized daily.

10. Food and service break areas shall be cleaned. All counters, tables, chairs, sink, refrigerator

(inside minimum monthly or more as needed and outside daily), and microwave (inside and out), shall be free of stains, smudges, streaks and other foreign matter.

11. Metal and wood surfaces shall be cleaned and polished to obtain a uniform luster and protect the wood or metal.

12. Stairways, landings, railings, risers, ledges, grills, doors, radiators, and surrounding areas shall be free of obvious dirt, dust, stains, debris and other extraneous matter.

13. Windows and glass (includes all interior/exterior building windows, interior building lights, glass) shall be clean, free of obvious dirt, grime, streaks, cloudiness and water spots.

Surrounding areas shall be free of standing water, drips or watermarks.

14. Venetian blinds or coverings shall have cords and both sides of blind slats free of obvious dust, dirt, grime and water spots.

15. High cleaning surfaces above 70 inches shall be free of obvious dust, cobwebs, or any other extraneous matter (interior only). Duct vents should be physically removed from ceiling tiles and washed.

16. Check all light fixtures for light replacements. Replace incandescent bulbs and fluorescent tubes as needed. Clean all lighting fixtures of dust and dead insects. Light bulbs or fluorescent tubes shall be disposed in accordance with the applicable environmental laws and regulations.

17. All other space not specifically mentioned and covered by this contract shall be free of obvious dirt, debris, and present an overall appearance of cleanliness.

18. Paper products shall be replaced/replenished to the following minimum standards: Toilet paper rolls next to each commode shall be kept at least half full, and each commode shall have a least one full back-up roll on the appropriate type of holder. All paper towel dispensers shall be replenished at least three quarters full with appropriately sized paper towels.

C. Contractor shall provide trash removal service for National Weather Service Forecast Office at Caribou, Maine.

1. All trash removed from the facility covered by this contract shall be disposed of in accordance with all Federal, State, and Local jurisdictional laws and regulations governing solid waste disposal, recycling, landfill operations.

2. Contractor shall provide trash removal services for the dumpster weekly.

3. Contractor shall recycle all materials as allowed by Aroostook County, Maine.

4. The contractor will be responsible for immediate cleaning of any spills, debris etc., which may occur during the servicing of containers.

ITEMIZED SERVICES REQUIREMENT LIST

(Attachment 0001)

The following are services INCLUDED under this performance-based solicitation. The following are major service items and therefore, some minor or sub-item services may not be listed.

A. Carpet Cleaning (2x a year, spring and fall)

B. Carpet Spotting

C. Drinking Fountains and Water Dispensers

D. Entrance, Lobbies and Corridors

E. Floor Maintenance (including stripping 2x a year or as needed & buffing weekly)

F. Floor Mats and Entrance Rugs

G. Furniture

H. Glass and Mirrors

I. High Cleaning

J. Horizontal surfaces

K. Kitchen area (including refrigerator and micro-wave)

L. Lighting fixtures

M. Recyclables and Receptacles

N. Restrooms

O. Room cleaning

P. Trash collection

ATTACHMENT 0002

Performance Objectives and Thresholds

General

The contractor service requirements are summarized into performance objectives that relate directly to essential services. The stated performance thresholds are the minimum acceptable levels of service for each stated requirement. All aspects of the contractor performance are subject to Government surveillance, and absence of any contract requirement from the Performance Objectives are identified below shall not detract from its enforceability nor limit the rights or remedies of the Government under contract clauses.

Performance Objective Performance Threshold

Perform all services in accordance Not to exceed 1 with the SOW on a daily or weekly valid complaint of basis service per week

Perform all services as required for Not to exceed 1 periodic cleaning valid complaint of unsatisfactory service per interval

The preferred method of resolving deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall be provided with the opportunity to correct substandard performance within one business day.

When substandard performance is not corrected within the specified timeframe or the Contractor refuses to re-perform the service, the unsatisfactory service is logged as a deficiency. Deductions for deficiencies shall be calculated as 1/30th of unit price for each day that the Contractor fails to correct.