1 Performance Work Statement PWS.pdf

Mar 2020 revision 2

PERFORMANCE WORK STATEMENT

CUSTODIAL SERVICES

LAJES FIELD, AZORES, PORTUGAL

Table of Contents

Section Number and Title Page Number

1.0 Description of Services 03

2.0 Service Summary 05

3.0 Government Furnished Property and Services 08

4.0 General Information 09

5.0 APPENDICES 14

Appendix A, AF Custodial Standards 15

Appendix B, Estimated Square Footages and Cleaning Level 21

Appendix C, Required Reports/Forms 23

Appendix D, Hours of Operation 24

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, 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.

1.3.3 Emergency Carpet Restorative Cleaning. Carpets shall be cleaned in accordance with paragraph 1.3.2 once requirement is identified upon notification by the CO or COR through the issuance of a work order. Emergency carpet cleaning can be required to the buildings listed at appendix B or others that may be considered for this purpose.

1.4 Contractor Provided Equipment and Supplies.

1.4.1 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.

1.4.1.1. 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.

1.4.1.2 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.

1.4.2 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.

1.5 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

Performance Objective PWS Para.

Performance Threshold

Remedy Method of Assessment

SS-1 Facility Cleaning Services

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways/Elevators/ Handicap Lifts

d. Walk-off Mats

e. Trash Removal

1.1, Inclusive

No more than 5 valid defects per month

Re-performance within 2 hours of notification

Periodic validation, customer complaint

SS-2 Restrooms/Locker Rooms Cleaning Services

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

e. Trash Removal

1.2, Inclusive

No more than 5 valid defects per month

Re-performance within 2 hours of notification

Periodic validation, customer complaint

SS-3 Periodic Cleaning Services

a. Hard Floor Cleaning

b. Carpet Restorative Cleaning

c. Emergency Carpet Restorative

Cleaning

1.3, Inclusive

0 Zero defects per month

Re-performance within 1 day of notification, or a mutually acceptable timeframe (COR, customer & Kt’r)

Periodic validation, 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).

2.1 1 valid defect per month

Contractor shall provide a written corrective action report

Periodic validation, customer complaint

SS-5 Special Requirements

a. Fitness Center

Appendix A, Inclusive

No more than 3 valid defects per month

Re-performance within 2 hours of notification

Periodic validation, customer complaint

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. The QCP shall be incorporated into the contract within 10 days after award.

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.

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. None.

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.

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 D. 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

Facility Description Service Hours of Operation or Restrictions

T-333 Fitness Center All Monday- Friday 0600-2100 Saturday-Sunday 0900-1700 U.S Holidays 0800-2100 Portuguese Holidays 0600-2100

4.2 Holidays. Some scheduled service days may fall on a U.S. or Portuguese holiday. The contractor shall observe the following rules in regards to holiday cleaning.

4.2.1 U.S. 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.

4.2.2 Portuguese Holidays. The contractor is required to work on Portuguese Holidays only at the following facilities:

T-134 Control Tower,T-319 Consolidated Club and T-333 Fitness Center.

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 safety data sheet (SDS) 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.

4.6.1 Hazardous Material Identification.

Safety Data Sheets (SDS) 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. SDSs must be submitted by the Contractor upon contract award to the Contracting Administrator and the COR. Failure to provide SDSs 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 SDSs. 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 SDSs 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 SDSs 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 SDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit SDSs 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 to 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 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 is maintained by the CES and updates to this list will be the responsibility of the

CES.

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 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 contract award.

4.21 Safety Requirements and Reports. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact.

Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

4.22 Contractor Manpower Reporting

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

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

*Reporting Period: Contractors are required to input data by 31 October of each year.

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

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

5.0 APPENDICES. The government will make all publications, forms, references and report formats listed available.

Publications can be accessed on-line at http://www.e-publishing.af.mil/. Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance.

Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions - Commercial Items clause. Failure of the Contractor to submit a price proposal within 30 calendar days from the date of receipt of any change, shall entitle the government to performance in accordance with such change, at no increase in contract price.

APPENDIX A - Air Force Common Levels of Service Standards

-Level 1 Cleaning (Prestige)

-Level 2 Cleaning (Basic)

-Level 4 Cleaning (Special Requirements)

-- Fitness Centers

APPENDIX B - Estimated Square Footages and Cleaning Level

APPENDIX C – Required Reports/Forms

APPENDIX D – Hours of Operation http://www.ecmra.mil/ http://www.ecmra.mil/ http://www.e-publishing.af.mil/

APPENDIX A - Air Force Custodial Standards

AF CUSTODIAL SERVICES: Level 1 Cleaning (Prestige)

TASK / SERVICE Level 1 Cleaning - Prestige

SWEEP FLOORS 2 x Week

MOP FLOORS 2 x Week

BUFF FLOORS 1 x Month

MAINTAIN/STRIP FLOORS 1 x Year

VACUUM CARPET 2 x Week

SHAMPOO CARPET 1 x Year

CLEAN WALK-OFF MATS 2 x Week

TRASH COLLECTION/REMOVAL (Centralized Locations, Public & Common Areas) 2 x Week

REST ROOMS (All tasks/services) 1 x per 24 hour period when the facility is operational

- RESUPPLY REST ROOMS

- CLEAN DRINKING FOUNTAIN

- CLEAN WALLS/PARTITIONS

- SWEEP/DAMP MOP FLOORS

- CLEAN/DISINFECT REST ROOMS

- DESCALE TOILETS & URINALS

- REMOVE TRASH

APPENDIX A - Air Force Custodial Standards

AF CUSTODIAL SERVICES: Level 2 Cleaning (Basic)

TASK / SERVICE Level 2 Cleaning - Basic

SWEEP FLOORS 1 x Week

MOP FLOORS 1 x Week

BUFF FLOORS 1 x Month

MAINTAIN/STRIP FLOORS 1 x Year

VACUUM CARPET 1 x Week

SHAMPOO CARPET 1 x Year

CLEAN WALK-OFF MATS 1 x Week

TRASH COLLECTION/REMOVAL (Centralized Locations, Public & Common Areas) 1 x Week

REST ROOMS (All tasks/services) Every 2 Days

- RESUPPLY REST ROOMS

- CLEAN DRINKING FOUNTAIN

- CLEAN WALLS/PARTITIONS

- SWEEP/DAMP MOP FLOORS

- CLEAN/DISINFECT REST ROOMS

- DESCALE TOILETS & URINALS

- REMOVE TRASH

APPENDIX A - Air Force Custodial Standards

TASK / SERVICE HALLWAYS, CORRIDORS, LOBBIES,

STAIRWAYS, ENTRANCE WAY, GENERAL

ROOMS

SWEEP FLOORS 1 x Daily

MOP FLOORS 1 x Daily

BUFF FLOORS 1 x Monthly

MAINTAIN/STRIP FLOORS 1 x Yearly

CLEAN ENTRYWAY GLASS DOORS 1 x Daily

VACUUM CARPET 1 x Daily

SHAMPOO CARPET 1 x Year

CLEAN WALK-OFF MATS 1 x Daily

CLEAN SANITIZE DRINKING FOUNTAINS 1 x Daily

LOW DUST (LEDGES/WINDOW SILLS) 1 x Quarter

EMPTY TRASH 1 x Daily

CLEAN INTERIOR/EXTERIOR HIGH GLASS 1 x Yearly

TASK / SERVICE LOCKER ROOMS, PUBLIC RESTROOMS,

FAMILY CHANGING AREAS

- CLEAN/DISINFECT SHOWERS,FIXTURES,

WALLS,CURTAINS

2 x Daily

- SWEEP/ MOP FLOORS/VACUUM IF CARPETED 2 x Daily

- CLEAN SMALL TRASH CAN WITHIN ACCESS OF

EACH FEMALE TOILET 2 x Daily

- CLEAN/SANITIZE TOILETS, URINALS, SINKS,

FIXTURES, BENCHES 2 x Daily

- RESUPPY LOCKER ROOMS AND RESTROOMS 2 x Daily

- CLEAN MIRRORS 2 x Daily

- REMOVE TRASH 2 x Daily

AF CUSTODIAL SERVICES: Level 4 Cleaning (Special Requirements) – Fitness Centers

- CLEAN WEIGHT SCALES 2 x Daily

- CLEAN INFANT CHANGING TABLES 2 x Daily

- CLEAN WALLS /PARTITIONS 1 x Weekly

- CLEAN TRASH CANS 1 x Weekly

- POWER SCRUB SHOWER /FLOOR DRAIN COVERS 2 x Weekly

- POWER SCRUB LOCKER ROOM FLOORS 2 x Weekly

- HIGH DUST (CEILING FANS, TOP OF LOCKERS,

IMMEDIATE VICINITY AROUND AIR DUCTS, VENTS 1 x Monthly

- DESCALE TOILETS, URINALS, SHOWERS 2 x Monthly

MACHINE CLEANED GENERAL HARD FLOOR (Grey Area)

2 x Weekly

DUST/MOP GENERAL HARD FLOOR (Grey Area) 2 x Weekly

DUST/MOP WEIGHT TRAINING AREA HARD FLOOR 2 x Weekly

DUST/MOP CARDIO EXERCISE AREA HARD FLOOR 2 x Weekly

CLEAN EQUIPMENT HOUSING IN CONTACT WITH

FLOOR

2 x Weekly

CLEAN MIRRORS 1 x Daily

SPOT CLEAN WALLS 1 x Month

TASK / SERVICE SAUNA

CLEAN FLOORS 1 x Daily

CLEAN BENCHES 1 x Daily

CLEAN GLASS 1 x Daily

CLEAN WALLS 1 x Weekly

TASK / SERVICE AEROBIC/SPIN ROOMS

SWEEP / MOP FLOORS 1 x Daily

CLEAN MIRRORS 2 x Weekly

BENCH 2 x Weekly

TASK / SERVICE PARENT CHILD AREAS

SWEEP/VACUUM FLOOR 1 x Daily

MOP/SANITIZE FLOOR 1 x Daily

CLEAN MIRRORS 1 x Daily

CLEAN EQUIPMENT HOUSING IN CONTACT

WITH FLOOR

1 x Daily

TASK / SERVICE BASKETBALL/RACQUETBALL/TENNIS/

VOLLEYBALL COURTS

SWEEP/DUST BASKETBALL, RACQUETBALL,

TENNIS, &VOLLEYBALL COURTS (Leaf Blower)

2 x Weekly

MOP RACQUETBALL COURT 2 x Weekly

CLEAN INTERIOR GLASS (UP TO 6 FEET) 2 x Weekly

PICK UP DEBRIS AROUND BLEACHERS 2 x Weekly

DUST BLEACHERS & STAIRS 2 x Weekly

CLEAN WALLS IN COURT/HALLWAYS 1 x Weekly

SWEEP/MOP BLEACHERS AND STAIRS 1 x Weekly

CLEAN PADDED WALLS AROUND COURT 1 x Weekly

CLEAN CORRIDOR 1 x Weekly

TASK / SERVICE RUNNING TRACK

CLEAN OUTDOOR TRACK BATHROOMS 2 x Weekly

DUST RAILINGS 1 x Monthly

TASK / SERVICE MASSAGE ROOMS

SWEEP / MOP FLOORS 1 x Daily

REMOVE TRASH/DEBRIS 1 x Daily

SHAMPOO CARPETS 1 x Yearly

TASK / SERVICE ADMIN AREAS

SWEEP FLOORS 1 x Weekly

MOP FLOORS 1 x Weekly

VACUUM CARPET 1 x Weekly

CLEAN WALK-OFF MATS 1 x Weekly

BUFF FLOORS 1 x Monthly

MAINTAIN / STRIP FLOORS 1 x Yearly

SHAMPOO CARPET 1 x Yearly

APPENDIX B - Estimated Square Footage and Cleaning Level

The Facility List reflects the square footage of work areas to be cleaned by the Contractor. The contactor shall verify existing conditions, during site visits, prior to commencing work.

FLOOR PLANS. Contractors can view floor plans during the solicitation process by contacting the Contracting Officer.

Maps are available at the 65th Civil Engineer Squadron, Bldg. T-570. However, please allow up to 5 workdays for processing these requests. Due to restrictions and protection of Government assets on the installations, floor plans will not be available to keep.

AIR FORCE CUSTODIAL STANDARDS. The Air Force custodial standards establish the standards for each level of cleaning. The Air Force custodial standards are attached to this facility list.

ESTIMATED SQUARE FOOTAGE AND CLEANING LEVELS

CLEANING LEVEL 1

BLDG

NO.

LOCATION Total Sq.

Ft. Cleaned

Restrooms Sq. Ft.

Carpet

Sq. Ft.

Hard Floor

Sq. Ft.

Wood Sq.

Ft.

T-112 65ABG Admin 21,086 711 19,728 647

T-134 Control Tower 3,581 489 2,653 439

T-305 Chapel 19,871 425 7,241 12,205

T-315 Ocean V Field Restroom 892 892

T-319 Ocean View Club 10,806 261 2,576 7,969

T-320 AAFES Gas Station 2,291 35 2,256

T-612 PAX Terminal 17,140 913 1,648 14,579

TOTAL SQ.FT. (LEVEL 1) 75,667 3,726 33,846 38,095

CLEANING LEVEL 2

BLDG NO. LOCATION Total Sq.

Ft. Cleaned

Restrooms Sq. Ft.

Carpet

Sq. Ft.

Hard Floor Sq. Ft.

Wood Sq. Ft.

T-146 Education Center 7,090 1,086 4,907

T-216 Vehicle Maint. 4,613 365 1,173 3,075

T-220 Vehicle Ops 2,564 301 739 1,524

T-324 Post Office 2,280 57 2,223

T-569 CES/Admin 1,032 191 841

T-570 CES/Admin 14,157 323 12,652 1,182

T-572* CES/Electric 845 140 705

T-573* CES/WFMSS 1,254 216 1,038

T-574* CES 813 140 673

T-576* CES/Heavy. Equip 586 156 430

T-582 DRMO Admin 874 66 808

T-605 Supply Warehouse 941 61 880

T-611 Vehicle Maint. 2,269 500 1,769

T-615 Contracting/Comm 13,941 432 12,072 1,437

T-627 CES Material Control 3,280 1,568 1,712

T-628 CES/Power Pro 83 83

T-629 New Readiness 3,253 430 2,823

T-706 Aircraft Ground Equipment 1,225 125 1,100

T-709 Air Freight Term. 5,100 673 4,427

T-714 Comm Admin 11,651 477 9,515 1,659

T-767 Fuels Ops Admin 4,573 146 2,614 1,813

T-810 AMSS Admin 14,111 582 8,839 4,690

T-815 Security Forces 12,643 409 10,921 1,313

T-821 Cryogenics Office 1,095 72 1,023

T-857 Fuel Hydrants 812 38 774

T-872 Entomology 689 103 586

T-1210 Port Restroom 178 178

T-1632 Fuels OPS Bldg 588 45 543

POAF

Terminal

Weather Flight 301 301

TOTAL SQ.FT. (LEVEL 2) 112,841 9,264 68,067 35,510

* Mentioned Areas only include restrooms and offices.

CLEANING LEVEL 4

BLDG

NO.

LOCATION Total Sq.

Ft.

Restrooms Carpet

Sq. Ft.

Hard Floor

Sq. Ft.

Wood Sq.

Ft.

T-333 Fitness Center 55,948 4,465 1,117 35,976 14,390

T-405 Fitness Center - track 797 797

TOTAL SQ.FT. (LEVEL 4) 56,745 5,262 1,117 35,976 14,390

APPENDIX C - Required Reports/Forms

Required Due Date

Written Proof of Records Check Pre-Performance Conference

Cleaning Frequency Schedules Upon Contract Award

Primary/Alternate Point of Contact Upon Contract Award

AF Form 332 – Civil Engineer Work Order As Needed

AF Form 3952 - Chemical/Hazardous Material Authorization

As Needed

Customer Complaint Form As Needed

APPENDIX D – Hours of Operation

Hours of operations for affected facilities will be from 0800 -1700 with the following exceptions:

T-612-Passenger Terminal Sunday – Saturday 1000-1800

T-709-Aircraft Service Sunday – Saturday 1000-1800