Cust._PWS_Revised_14_Mar_13.doc

Attachment 1

RFP No: FA4486-13-R-0001

Revised: 14 March2013

PERFORMANCE WORK STATEMENT

CUSTODIAL SERVICES

LAJES FIELD, AZORES, PORTUGAL

Table of Contents

Section Number and Title

Page Number

1.0 Description of Services

2.0 Service Summary

3.0 Government Furnished Property and Services

4.0 General Information

5.0 APPENDICES

Appendix A, AF Custodial Standards

Appendix B, Estimated Square Footages and Cleaning Level

Appendix C, Required Reports/Forms

Appendix D, Employee Statement Form

Appendix E, Hours of Operation

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at Lajes Field, 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 soap and paper products in all restrooms identified in Appendices A and B, in order to meet the requirements of this PWS and the Service Summary (SS). Minimum cleaning frequencies are established in Appendix A, Air Force Custodial Common Levels of Service Standards. Facility cleaning levels and estimated square footages are established in Appendix B, Estimated Square Footages and Cleaning Level. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, final governing standards for Portugal, instructions, and commercial practices.

1.1 Facility Cleaning Services:

1.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc...) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished 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, 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. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.2 Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. The contractor shall use efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the facility manager. Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned 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. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.2 Restrooms/Locker Rooms Cleaning Services:

1.2.1 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 shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

1.2.2 Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 1.1.1 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.2.3 Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored 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. Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

1.2.5 Restroom Trash Removal. All trash containers in restrooms and locker rooms shall be emptied, trash shall be disposed in local area dumpsters, and containers returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

1.3 Periodic Cleaning Services: (Services performed on a monthly, semi-annual, annual basis)

1.3.1 Periodic Hard Floor Maintenance. Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, and stripped 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. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

1.4 Special Cleaning Requirements:

1.4.1 Child Development Center (CDC) Designated CDC facilities shall be maintained in accordance with AFI34-248 Child Development Centers, summarized below, and Appendix A. Kitchen areas are not part of the contractor's responsibility for cleaning. The operating hours of the Child Development Center are from 0700 through 1730. All routine cleaning requirements will be performed during CDC operational duty hours. Periodic cleaning requirements will be performed either before or after CDC operational duty hours and CDC employees will be available, upon notification, to provide access to the facility. Daily floor cleaning shall be accomplished during operational duty hours as indicated in Appendix A.

1.4.2 Special Clearance Requirements; Child Development Center and Youth Center.

1.4.2.1 In accordance with DODI 1402.5, “Criminal History Background Checks on Individuals in Child Care Services,”, a Criminal history background check must be initiated and completed for each contractor employee before being allowed to work in the Child Development Centers and Youth Centers. A copy of the criminal background checks shall be provided to the contracting officer before start of work.

a. Locale background checks shall be initiated and completed at either Tribunal da Praia da Vitória (registo civil) or RIAC in Praia da Vitória, Portugal. A copy will be provided to the CDC director and Youth Center director to keep for his/her records.

1.4.3 Required Training. All contract employees working at the CDC, and or Youth Activity Center shall be required to attend annual training on child abuse prevention, identification and reporting. (AFI 34-248, 5.4.4) Child-abuse training will be conducted annually, coordinated through the Family Advocacy center. Employees must complete this training as well as agree to child-abuse and guidance policies, prior to official start of work date. It shall be the Contractor’s responsibility to ensure new employees working at the CDC, and or Youth Activity Center receives this training.

1.4.4 Immunizations. All Contractor employees assigned to the CDC, and or Youth Activity Center shall be free of communicable diseases to include tuberculosis, prior to entering either facility. 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. All contractor employees must have the following immunizations required by AFJI-48-110, “Immunizations and Chemoprophylaxis” prior to being allowed to work: Mumps; Rubella; Diphtheria; Hepatitis B; Tuberculosis Skin Test; Measles; Tetanus; Polio; Varicella, and Influenza.

1.4.4.1 Required Documentation. The Contractor shall provide a summary spreadsheet listing of all employees proposed to work in CDC and/or Youth Activity Center 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 (1.4.2.1, e.) for assignment to work in the CDC and or Youth Activity Center. In the event that an employee is replaced, even temporarily, the replacement shall meet all requirements set forth in paragraph 1.4.1 through 1.4.4, inclusive, be completed 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/or Youth Center. 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.

1.4.4.2 All employees shall wear a nametag or other identifying apparel. (AFI 34-248, 8.7.7)

1.4.5. Cleaning Requirements Child Development Center. Physical contact shall not be allowed and contractor employees shall not be alone with children unsupervised.

1.4.5.1 Disinfecting, Cleaning and Sanitizing Solutions. The Contractor shall store cleaning solutions in a non-brand name container and/or clearly labeled as “BLEACH WATER”. The solution shall be kept out of children’s reach at all times.

Cleaning Solution: Use of soap and water to remove visibly soiled areas.

Disinfecting Solution: Use of a chemical agent, to prevent infection from non-food surfaces and equipment by destroying harmful bacteria and other microbes. These chemicals must be registered with the US EPA and so state on the label.

- Examples:

- Liquid chlorine bleach (without scent), one-quarter (1/4) cup (5.25% sodium hypochlorite) in one (1) gallon of water (or 1 Tablespoon bleach in 1 quart water), made fresh daily.

- Quaternary Ammonium Compound mix at 400 ppm or as directed and confirm with test papers.

- Pine Oils (must be at least 70% pine oil) follow manufacturer’s directions.

- Commercial Disinfectants follow manufacturer’s instructions.

Sanitizing Solution: A limited list of chemical agents that reduce the number of bacteria and viruses to a safe level for public health requirements. Use sanitizers on food contaminated surfaces and equipment.

- Examples:

- Liquid chlorine bleach (without scent), 1 Tablespoon (5.25% sodium hypochlorite) in one (1) gallon of water, made fresh daily; must be left on for 2 minutes to be effective.

- Quaternary Ammonium Compound mix as directed and confirm with test papers. Check with label to ensure it is recommended for food surfaces. Ammonium compounds are deactivated by soap and detergents and may not protect against all bacteria. Follow manufacturer’s instructions and allow time to work.

1.4.5.2 Cleaning Products Approval. The Contractor shall provide a list of all cleaning products to be used in CDCs and Youth Activity Centers to the directors of those facilities to ensure that the cleaning products are suitable for use in a child care environment. The cleaning products which include warnings that they may not be used in areas occupied by children cannot be used. Chemical air fresheners are not permitted. All chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a locked closet inaccessible to children.

1.4.5.3 Cleaning Equipment/Materials. Mops and rags used for cleaning must be segregated: One set used for bathrooms and diaper changing areas and a separate set for classrooms, food preparation counters, hallways, and lobby. The Contractor shall clean and disinfect the mops and rags daily in detergent and hot water, rinsed in warm water and sanitized in a bleach solution, wrung out, and hung to air dry. Mop heads and rags must be changed out when dirty. Sponges cannot be used. As a minimum, mop water and disinfectant must be changed after cleaning 900 square feet. Trash, mops, brooms and cleaning buckets shall be inaccessible to children.

1.4.5.4 Clean/Sanitize Tables, Chairs, and Highchairs. The Contractor will clean tables, chairs, and highchairs used for eating after each meal and will sanitize daily. The Contractor will sanitize all other remaining tables and chairs daily.

1.4.5.5 Clean/Sanitize Food Preparation and Diaper Changing Tables and Adjacent Walls. The Contractor will clean food preparation tables, diaper changing counters, sinks, and adjacent walls at least daily, and as needed, with hot water and detergent and then sanitize with a bleach solution.

1.4.5.6 Sweeping/Mopping Non-Carpeted Floors. The Contractor shall sweep and mop (clean and sanitize) the floors underneath all eating tables and adjoining walls (if necessary) after each meal.

1.4.5.7 Other Non-Carpeted Floors. All other floors (not including restrooms) shall be swept, mopped with hot water, and sanitized with the bleach water solution daily.

1.4.5.8 Clean/Sanitize Children’s Toilets and Fixtures. Toilets, sinks and adjacent walls (up to height of four feet) will be cleaned with hot water and detergent and then sanitized with the bleach water solution at least twice daily (after lunch and in the evening, after hours) for children over two years old rooms and once per day for children under two years old rooms.

1.4.5.9 Sweep/Mop Children’s Bathroom Floors. The Contractor shall sweep and mop the children’s bathroom floors twice a day first with hot water and detergent and then sanitized with the bleach water solution.

1.4.5.10 Non-carpeted floor maintenance. The Contractor shall spray buff all non-carpeted floors once a month. These floors shall also be stripped and waxed on a semi-annual basis, after operating hours. The Contractor shall remove all movable furniture prior to stripping and waxing.

1.4.5.11 Vacuum. The Contractor shall maintain all carpet areas free from visible soil and vacuumed at least once per day, when children are not present in the activity rooms, or as required to maintain clean and sanitary conditions. Soiled areas should be cleaned as necessary.

1.4.5.12 Carpet Maintenance. The Contractor shall steam clean all carpet in accordance with the standards as listed in Appendix A, preferably on weekends or after operating hours, to ensure carpets are completely dry when children are present.

1.4.5.13 Empty Trash Cans and Diaper Pails. The Contractor shall empty trash cans once daily and diaper pails twice daily. The contractor shall provide, and replace worn, torn or otherwise soiled plastic trash bags suitable for the type of trash containers within the entire facility.

1.4.5.14 Clean/Sanitize Trash Container and Diaper Pail. The Contractor shall disinfect trash containers and diapers pails daily, first with hot water and detergent and then sanitized with the bleach water solution.

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

1.4.5.16 Dusting. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces could include items such as tables, shelves, bookcases, storage lockers, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, etc.

1.4.5.17 Windows/Interior Glass. All windows and interior glass, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

1.4.5.18 Clean Drinking Fountains. Clean drinking fountains with sanitizing solution once daily.

1.4.5.19 Clean Door Knobs. Clean door knobs with sanitizing solution once daily.

1.4.6 Special Requirements. The contractor shall accomplish all cleaning tasks IAW 1.1, 1.2, 1.3 and 1.4 as appropriate, for Special Requirement Facilities (Youth Center, Child Development Center, Fitness Center, Medical Center), identified in Appendices A and B, in order to meet the requirements of this PWS and the Service Summary (SS). Minimum cleaning frequencies are established in Appendix A, AF Common Levels of Service Standards.

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. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished 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 during normal hours of operation.

1.5.1.1. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The CO or contracting officer designated 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 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 alleviate the contractor from performing any requirement contained in this contract.

1.5.2 Contractor Furnished Restroom/Special Requirements Supplies.

Toilet Tissue: Two-ply.

Paper Towels: Bi-Fold, Tri-Fold, 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.

1.6 Miscellaneous Requirements

· Turn off unnecessary lights

· Report fire hazards, conditions, and items in need of repair to the COR

· Turn in lost and found articles to the COR

· Notify COR when unauthorized or suspicious persons are seen on the premises

· 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 in a facility or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

· The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

2. Service Summary (SS): The contract service requirements are summarized in performance standards that relate directly to mission success. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of contractor performance (performance threshold) and the expected method of assessment by the government to ensure services have been provided. These thresholds are a key element to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

SERVICE SUMMARY TABLE

SS-1 Facility Cleaning Services

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways/Elevators/ Handicap Lifts

d. Walk-off Mats

e. Trash Removal

SS-2 Restrooms/Locker Rooms Cleaning Services

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

e. Trash Removal

SS-3 Periodic Cleaning Services

a. Hard Floor Cleaning

b. Carpet Restorative Cleaning

customer complaint

SS-4 Quality Control

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

SS-5 Special Requirements

a. Child Development Center(s)

b. Youth Center

c. Fitness Center

d. Medical Group

Definitions:

Quality Control – The observation techniques and activities used to fulfill requirements for quality. (Inspections, Audits, Records, etc.)

Quality Assurance – The planned and systematic activities implemented in a quality system so that quality requirements for a product or service will be fulfilled. (Customer Communication process, Training, System Assessment/Audits, etc.)

Critical nonconformance – A nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission.

Major nonconformance – A nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

Minor nonconformance – A nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services Performance Threshold – The performance threshold is the maximum number of deficiencies that can occur in a given period this is the same as the industry term “AQL”.

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 QC program shall be documented in a written Quality Control Plan (QCP). The contractor shall develop and implement systems and procedures to ensure performance to contractual requirements are maintained and managed. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. Records of all inspections, corrective and preventive actions shall be maintained and made available to the COR upon request.

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. These inspections shall be accomplished in a manner which is timely to ensure no defects are initiated after contractor has provided the services. The COR will utilize the contractor’s work schedule, to plan their inspections and surveillance activities. The COR will record inspection and surveillance results which then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.3 Performance Assessment.

2.3.1 Periodic Surveillance. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS, PWS paragraph 4.19). Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. The CFS or modified version thereof, shall be used for COR scheduled inspections and results documentation.

Any nonconformance noted during an inspection shall be recorded, and the Contractor shall re-perform the service within the re-performance threshold of the SS.

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.

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. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

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 the re-performance thresholds of the SS.

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.

Exceeding the performance threshold for performance objectives 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. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4 Periodic Quarterly Progress Meetings. The CO, Functional Commander, COR, other government personnel as appropriate, and the Contractor shall meet quarterly, at a minimum, to discuss the Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory performance, inspection results (CRP and Government), and valid customer complaints against each performance objective observed, and the results of corrective and preventive action measures. The Contractor shall provide a summation of inspections and customer complaints and any identified trends.

The minutes of these meetings will be documented in writing, signed by the CO and the Contractor, and distributed to the functional areas. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence.

2.5 Equipment Inventory. Equipment shall be inventoried by the COR (Contracting Officer Representative) 90 days after the start of the contract and within 30 days of the start of any option period. The inventory should be completed within 2 weeks of the start date. The negotiated equipment list shall be used during the inventory, if negotiations did not take place the inventory will be based on the contractors proposed equipment list. This inventory will be performed by checking the equipment list against the contractor’s equipment log. The COR will physically check random pieces of equipment to ensure the contractors equipment log is accurate. These procedures will be used during each inventory.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Janitorial Closets. Janitorial closets will be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. The Contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. The government will not be responsible for 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.

3.3.1 Utility Conservation. The Contractor shall adhere to all base level utility conservation practices or requirements, such as turning lights or water off. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

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

3.5 Security and Fire Services. The Government will provide police and fire protection on Base.

3.6 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 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 Portuguese Holidays.

4.1.1 Normal Base Hours. Base hours of operation are 08:00 to 17:00. 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.

4.1.2 Base Wide Facilities, Hours of Operation. Normal operations hours are Monday through Friday, 0800 to 1700, except for those noted in Appendix E. There may be mission situations that require the contractor to work other than normal hours. Some of these situations are military exercises, contingency operations, or weather emergencies. When the contractor’s access to a work area conflicts with the Air Force’s mission requirements, the contractor shall (re)schedule the work to minimize any disruptions. Such scheduling may require work to be accomplished at times other than normal duty hours.

4.1.2.1. Base Wide Facilities, Hours of Operation with Special Restrictions:

Facility

Number

4.1.3 Child Development Center (CDC), Hours of Operation. The Lajes CDC’s normal business hours are from 0700 to 1730. All cleaning requirements will be performed either before or after CDC operational duty hours except for any cleaning requirement standard performed more than 1 time daily. For those specific cleaning requirements of 2 or more times daily at least one cleaning will be performed during operational duty hours. Daily floor cleanings shall be accomplished during operational duty hours as indicated in Appendix A.

4.1.3.1 CDC Periodic Cleaning Services Special Restrictions. All periodic cleaning services shall be performed on Friday nights from 0700 – 2400 midnight or Saturdays from 0900 – 1500 p.m. The services shall not conflict with hours identified in 4.1.3 If a scheduling conflict arises during the year the contractor shall adjust their periodic cleaning schedule and notify the COR before services are performed.

4.2 Federal Holidays.

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

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.

4.3 Base Closures. Work scheduled not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.4 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that Custodial Services requirements under this PWS are essential to be performed during a crisis.

4.5 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures from Headquarters Air Force Azores (HAAZ). All documentation shall be submitted at the pre-performance conference.

4.6 Cleaning and Restroom Supplies. The contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the CO not later than the pre-performance conference for acceptance by the CO. After award, any new cleaning supplies added to the contract will need acceptance before being used on the installation. The cleaning inventory supply list shall contain the following information:

Product name

Manufacturer

Item use

Disposal procedures if material remains after usage

Storage of item

The contractor shall be responsible for the proper disposal of all their cleaning supplies.

A material safety data sheet (MSDS) shall also be provided for each cleaning and restroom supply item and employees will be trained, by the contractor, on the proper use and disposal of each item. All cleaning supplies shall be non-flammable.

NOTE: Products containing chloroflourocarbons (CFC’s) or ozone depleting substances shall not be allowed or approved for use. Products containing phenolic compounds, such as “Lysol” shall not be allowed or approved for use in Child Development Centers.

4.6.1 Hazardous Material Identification.

Material Safety Data Sheets (MSDS) are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. MSDSs must be submitted by the Contractor upon contract award to the Contracting Administrator and the COR. Failure to provide MSDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

4.7 HAZMART. The government (HAZMART personnel) will inventory all chemicals that the Contractor brings on to Lajes Field or any property under the control of Lajes Field. Any products that meet the criteria of “Hazardous Waste” must be bar coded and tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

4.7.1 Spill Response. The Contractor will be briefed on Lajes Field spill response procedures at the pre-performance conference. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that 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.

4.8 Hazardous Material/ Waste Management. The Contractor will be briefed on Lajes Field Hazardous Material / Waste Management Plan at the pre-performance conference.

4.9 Hazardous Material Handling. The Contractor shall have approval from the Base Bio-Environmental (BEE) and HAZMART sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The Contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material Authorization Request, Process Identification Form, and Shop Disposal Form. The Contractor shall provide one copy of the MSDSs for each item to BEE and HAZMART sections for review prior to any chemicals being brought onto Lajes Field. The Contractor shall maintain one copy of the MSDSs for each hazardous material line item used within the work center. The Contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio-accumulative and Toxic (PBT) chemicals. Any HM containing one of these banned substances will not be allowed on base.

4.10 Training. The Contractor shall ensure all employees complete the local Air Force Hazardous Communication, HAZMART, and hazardous waste training. The Contractor shall appoint a primary and alternate HAZMART and Hazardous Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous material containers maintained within Lajes Field and complete MSDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit MSDSs to HAZMART as required.

4.10.1 Environmental Management System. Lajes Field has an Environmental Management System (EMS) implemented and every contract employee that will physically work on the installation (on-site contractor) should be made aware of the requirements of the EMS and the importance of adhering to Lajes environmental policy. These individuals should also be made aware of the organization's significant environmental aspects and resulting impacts, and how their work activities relate to them. Contractor employees should also, be made aware of the benefits of improved environmental performance. To meet this purpose contractor is required to provide Lajes Environmental Commitment (policy) and Initial EMS Awareness Training to all employees, prior to their performance of any contract work on the installation. COR

(Contracting Officer Representative) provides to the Contractor the training materials in Portuguese and English languages. The employee's proof of training is required to be provided to the COR (Contracting Officer Representative) for inclusion in the contract file NLT 10 days following the effective date of the contract. Any new or replacement employee shall receive this training prior to commencing work on Lajes Field and the proof of acknowledgement shall be forwarded to the COR no later than the end of the week the employee begins work. This training is a 20 minute requirement. Questions regarding the training should be addressed to the COR.

4.11 Traffic Laws. The Contractor and its employees shall comply with base traffic regulations.

4.12 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 Lajes Field.

4.13 For Official Use Only (FOUO). The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.14 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.

4.15 Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.16 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 the 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.

4.17 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, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

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.

4.18 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.

4.19 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 identified in PWS paragraph 4.1.2.1, 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 provide the CFS to each facility manager 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 the responsibility of the COR.

4.19.1 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.

4.20 Contract Modifications.

4.20.1 Existing Facility Floor Plan Changes. Modifications for a price increase or decrease to the contract shall only be made when the overall 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.

4.20.2 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 4.20.3, below.

4.20.3 Modification Unit Pricing. The contractor’s annual bid price for each bid schedule contract line item under Levels 1, 2, 3 and 4 services shall be divided by the total square footage of that particular category as identified in Appendix B (total of restroom column sf - for restroom $/sf; total of carpet and hard floor columns sf - for basic cleaning $/sf and for periodic cleaning $/sf). The resultant figures represent three distinct prices per square foot per year ($/square foot per year) one for each type of cleaning service and shall be used for modifications stated above. The overall custodial cost per year for a particular facility would then be addition of the three figures multiplied by the appropriate square footages as identified in Appendix B. The modification unit pricing shall be calculated upon contract award and then recalculated at the beginning of each option period. Those figures shall be used for any modifications throughout each contract performance period.

4.21 Contracting Officer (CO) and Contracting Officer Representative (COR) 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.

4.22 Safety Requirements and Reports. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements.