A15_Attch_1-_Custodial_PWS_Mar_2016.docx

PERFORMANCE WORK STATEMENT

for Custodial Services at F.E. Warren AFB Cheyenne, Wyoming March 2016

Table of Contents Section Number and Title

1.0. Description of Services

2.0. Service Summary (SS)

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, RESERVED

Appendix D, Required Reports/Forms

Custodial Services Contract Custodial Services Contract Bid Schedule

PERFORMANCE WORK STATEMENT FOR CUSTODIAL SERVICES

1. Description of Services. The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at F. E. Warren AFB, Wyoming, 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 as 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 Levels. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, HAF standards, instructions, and commercial practices.

The Government may reduce or increase the workload of specific services based on the Air Force Common Output Level Standards (AF COLS) set by Headquarters Air Force. Each AF COLS level will be associated with a specific workload found in Appendix A. The Contractor shall provide costs based on each AF COLS level at contract bid. The Contractor will be notified of the AF COLS level for the base year by the CO. The Contractor shall perform services and invoice the Government according to the AF COLS level specified by the CO. The Government will notify the Contractor to specify which AF COLS level. Refer to paragraph 4.25 for more information.

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. 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 in accordance with carpet manufacturer’s recommendations. Any spots and/or spills (36” in diameter) 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 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.

1.1.5. Trash Collection/Removal (Centralized Locations). Government personnel shall place trash in tied up plastic bags, or other appropriate containers labeled as “trash” in hallways, or designated facility centralized locations. The contractor shall collect and dispose of all trash from these locations. The contractor is responsible for replacement of plastic trash bags.

1.1.6. Entrance, Lobby, and Corridors. All areas within the entrance, lobby and Corridors shall be cleaned in accordance with paragraph 1.1.1, 1.1.2., 1.1.4, as appropriate up to 72 inches from floor to maintain a clean, uniform appearance.

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 and stain free (excluding shower curtains). 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 1.2.1 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the walls (up to 72”), and floor tiles shall be free of dirt, scum, mildew, and residue.

1.2.3. Stock Restroom Supplies. The government will provide all paper products, soap products and trash liners for restrooms and locker rooms. 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 inform facility manager to reorder.

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 disposed, 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:

1.3.1. Periodic Non-Carpeted 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 AFI 34-248, ”Child Development Centers”, summarized below and in Appendix A. Kitchen areas are not part of the contractor’s responsibility for cleaning. Operational duty hours of the CDC are from 6:30 AM to 5:30 PM, Monday thru Friday. Exceptions to the normal duty hours may occur during Command directed exercises which cause extended duty hours. All cleaning requirements will be performed either before or after CDC operational duty hours except for any cleaning requirement standard performed more than one (1) time daily. For those specific cleaning requirements of two (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 in accordance with the standards as listed in Appendix A.

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

1.4.2.1. Background Checks. 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. The Contractor is responsible for initiating and following through of all paperwork required to comply with regulations. The Contractor shall contact the COR for receipt of all required forms and procedures before any employee can work at the CDC, Teen Center, and/or Youth Center.

a. An Installation Records Check (IRC), inclusive of a check of the Air Force Central Services Registry (CSR) has been completed on all employees who have lived or worked on a military installation, before they were hired. The IRC includes all bases the individual lived or worked on in the last two years. (DODI 1402.5, E.6.1.2) (AFI 34-248, 5.2.8).

b. A State Criminal History Repository Check (SCHR) has been requested from all the states the individual employee or contractor has lived in during the last five years. NOTE: Only required if a completed NAC is not on file. (DODI 1402.5, E.6.1.2) (AFI 34-248, 5.3.1)

c. A National Agency Check (NAC) or National Agency Check with Inquiries (NACI) has been requested for each individual contract employee if the results of the NAC or NACI were not completed within six months, follow-up action has been conducted and documented until the NAC or NACI is completed. (AFI 34-248, 5.3.1/5.3.2)

d. Record re-verification of the IRC and a Defense Central Index of Investigations (DCII) has been completed for all contractor employees every 5 years. (AFI 34-248, 5.3.2)

1.4.2.2. Criminal Background History Check Procedures. The Contractor shall contact the COR to initiate and complete a Questionnaire for Non-Sensitive Positions. During this time, the COR shall request the individual obtain and complete an Applicant Fingerprint Card from the F. E. Warren AFB Security Forces Squadron located in building 34. The COR shall initiate an Installation Records Check (IRC) for each contract employee. The IRC must be completed before the contract employee is authorized to work in the Child Development, Teen Center, and Youth Center. The COR shall also initiate a National Agency Check (NAC), which encompasses a State Criminal History Repository (SCHR) check on each contractor employee. An unfavorable or derogatory report would include, but not be limited to, the following applicable crimes: any charge or conviction for a sex crime, an offense involving a child victim, a substance abuse felony, or a violent crime. The COR shall identify all report results whether favorable, unfavorable or derogatory to the Contracting Officer (CO). The CO shall provide the appropriate documentation for the CDC Director’s file. No contract employee shall be allowed to work on F.E. Warren AFB with an unfavorable or derogatory NAC report.

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) The training will be conducted during normal duty hours by a government certified trainer. 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. All contract employees must have the following immunizations required by AFI 48-110, “Immunizations and Chemoprophylaxis for the Prevention of Infectious Diseases” prior to an employee being allowed to work. The Contractor shall be responsible for providing certification that all of his/her employees meet the above conditions. Payment for any required immunizations shall be incurred at the Contractor’s expense.

Tuberculosis Skin Test

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 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., 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 Name Tags. All personnel shall wear a nametag or other identifying apparel. (AFI 34-248, paragraph 8.7.7)

1.4.5. Cleaning Requirements Child Development Center. Physical contact with children 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 a soap and water solution to remove visibly soiled areas.

Disinfecting Solution: Use an approved 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: Use approved chemical agents that comply with public health requirements when using a sanitizing solution. 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. Trash, mops, brooms, and cleaning buckets shall be inaccessible to children. Bathroom mops shall be clearly labeled and identified in red marking.

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

1.4.5.5. Clean/Sanitize Food Preparation and Diaper Changing Tables and Adjacent Walls. The Contractor shall clean food preparation tables, diaper changing counters, sinks, and adjacent walls at least daily, in accordance with the standards as listed in Appendix A, 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).

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

1.4.5.8. Clean/Sanitize Children’s Toilets and Fixtures. Toilets, sinks, adjacent walls and partitions (up to height of six feet) shall be cleaned with hot water and detergent and then sanitize with the bleach water solution.

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

1.4.5.10. Non-carpeted floor maintenance. The Contractor shall spray buff all non-carpeted floors. 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 and returned items to their original location upon completion.

1.4.5.11. Vacuum. The Contractor shall maintain all carpet areas free from visible soil and vacuumed in accordance with the standards as listed in Appendix A, 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, 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 in accordance with the standards as listed in Appendix A. The contractor shall 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 in accordance with the standards as listed in Appendix A, 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, and stored in designated areas, so any provided supplies including toilet tissue, paper towels, and hand soap do not run out in accordance with the standards as listed in Appendix A. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification from CDC Staff or COR.

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

1.4.5.17. Windows/Interior Glass. All windows and interior glass up to 72 inches, 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 in accordance with the standards as listed in Appendix A.

1.4.5.19. Clean Door Knobs. Clean door knobs with sanitizing solution in accordance with the standards as listed in Appendix A.

1.4.5.20. Clean Cabinets/Millwork. Clean cabinets and millworks in accordance with the standards as listed in Appendix A.

1.4.6. Special Requirements (And Level 4 Cleaning). The contractor shall accomplish all cleaning tasks IAW 1.1, 1.2, 1.3, 1.4 and 1.5 as appropriate, for Special Requirement Facilities (Youth Center, School Age Program, Fitness Centers), 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 COLS Standards.

1.4.7 Fitness Center Floor Exclusions (Wood Floors). The contractor will not be required to clean the wood floors in the basketball/gym area or the racquetball courts. The wood floors in the aerobic room and parent/child exercise area will only be cleaned using a dry cleaning method.

1.4.8 Fitness Center Ceiling Sound Damper Panels. The contractor will be required to clean the sound damper panels on a yearly basis coordinated with the COR.

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 repairs 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 performance of this contract during normal hours of operation.

1.5.1.1. Operational Equipment. 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 or unable to function as designed, shall not be used in performance of this contract. The CO or contracting officer designated contract officer 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. Backup Equipment. 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 Supplies. - RESERVED

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.

Service Summary (SS)

2.0. Service Requirements: The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical 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 thirty (30) days of contract performance, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

SS-1

Facility Cleaning Service Non-Carpeted Floors Carpeted Floors Stairways / Elevators / Handicap Lifts Walk-off Mats, Trash Removal 1.1., inclusive

SS-2

Restrooms/Locker Rooms Cleaning Services Clean and Disinfect Floors, Drinking Fountains, Trash Removal 1.2., inclusive

SS-3

Quality Control Inspection procedures are followed and documented in accordance with Contractor’s Quality Control Plan

SS-4

Special Requirements (QC) Child Development Center Fitness Center Youth Center School Age Program Aquatic Center 1.4., inclusive

2.1. Quality Control Plan (QCP). 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 contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in Section 2.0, Service Summary. The QCP will be required within 5 day after contract award and will be submitted to the COR.

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. The COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation 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 ten (10) calendar days of receipt.

2.3. Performance Assessment.

2.3.1. Periodic Validations. 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 validations 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 unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service within 2 hours after notification.

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 Customer Complaint Form shall be used to document all Customer 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 2 hours of notification.

2.4. Periodic Progress Meetings. The CO, Functional Commander, COR, other government personnel as appropriate, and the Contractor shall periodically meet as needed to discuss the Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3.0. Government Furnished Property and Services.

3.1. Government Furnished Facilities. - RESERVED

3.1.1. Janitorial Closets. Janitorial closets may be available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. If provided, the Contractor shall be required to maintain odorless and clean closets, free of clutter and debris. Cleaning supplies and tools shall be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use shall be locked if locks are available. The government shall 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. Every effort shall be made to provide a closet for each facility, however no guarantee is made that each facility shall have a supply closet and access to closets may be revoked at the convenience of the Government.

3.2. Government Furnished Supplies and Equipment. - RESERVED

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. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.4. Telephone Service – RESERVED

3.5. Security, Fire and Medical Services. The Government shall provide police and fire protection while on F. E. Warren AFB. In the event of a medical emergency, commercial ambulance service is available for transporting an injured employee to a local hospital. Any costs for services shall be incurred at the Contractor’s expense.

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.

3.7. Mail Service. - RESERVED

4.0. 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. F. E. Warren AFB hours of operation are from 7:00 AM to 5:00 PM Monday to Friday.

Some buildings operate 24 hours a day, seven days a week, including holidays. 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. The contractor shall perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services under this contract during the following shift hours unless otherwise directed by COR. Day Shift - Monday-Friday, if applicable Saturday and Sunday 4:00 am through 4:00 pm Night Shift - Monday-Friday, if applicable Saturday and Sunday 6:00 pm through 11:00 pm.

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

4.1.3. Child Development Center (CDC), Hours of Operation. Normal operational duty hours are from 6:30 AM to 5:30 PM, Monday thru Friday, excluding Federal Holidays. All cleaning requirements shall be performed either before or after CDC operational duty hours except for any cleaning requirement standard in accordance with appendix A. Daily floor cleanings shall be accomplished during operational duty hours in accordance with the standards as listed in Appendix A.

4.2. Federal Holidays. 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. Some facilities are open during Federal Holiday’s and cleaning schedules will have to be coordinated with COR.

· 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

4.2.1. Base Down Day. Base down days usually classified as AFGSC Family Days, are scheduled randomly throughout the year. Down days are normal duty days declared time off by the acting authorizing official for specific personnel. Contractor personnel will be required to work on base down days. The Contractor may be notified one to two weeks prior to the down day.

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

4.4. Performance of Services during Crisis. It is determined the custodial services essential to the PWS during a crisis are as follows: Services provided to the Child Development Center (CDC), the Youth Center, and the Fitness Center. The required services are to be performed during any crisis, unless the Contractor is notified otherwise by the CO.

4.5. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW AFFAR 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

4.5.1. Pass Requirements. The Contractor shall provide and maintain an up-to-date roster of contractor personnel, by employee name, and position title, last four digits of the social security number, valid driver license number (or valid state issued identification card) and level of clearance held who are authorized to work on the installation to the Contracting Officer at the Pre-Performance conference or when changes occur.

4.5.2. Termination Requirements. Upon completion or termination of the contract, the Contractor shall surrender all Government issued Identification or passes to include, all vehicle identification to the Security Forces at the Visitor Control Center (Building 426).

4.5.3. Heightened Security and FPCONs. During periods of heightened security and Force Protection Conditions (FPCONs), the Contractor shall still be responsible for meeting the same contractual cleaning schedule unless notified by the Contracting Officer or QAP/COR that cleaning service has been temporarily suspended or restricted. During times of heightened security, delays at the entry gates should be expected; also movement on to and around the base will be significantly restricted.

4.5.3.1 Antiterrorism Training. The COR will coordinate with the installation Antiterrorism Office (ATO) to ensure Level I - AT Awareness Training is offered to the Contractor. The Contractor shall complete the AT Awareness Training as directed by the COR.

4.5.4. Contractor Drivers. All drivers shall have in their possession the following documentation: valid driver’s license, vehicle registration and insurance card. Any driver who does not have these items will be turned away and denied access to the installation. Any driver who is not on the Entry Authorization List (EAL) will be turned away and denied access to the installation.

4.5.4.1. Contractor Vehicles. Contractor vehicles and drivers may be searched prior to being allowed access to the installation at any time while on base. All Contractor vehicles must process through the specified entry gate dictated by the FPCON. The Contractor shall ensure that each employee obtains an AF Form 75 Visitor’s Vehicle Pass and other identification items as applicable for Contractor and other non-government owned vehicles. The Security Forces Pass and Identification office located in building 290, issues these forms.

4.5.5. General Requirements. General requirements implemented by base Security are as follows: 1) if a door to an office is closed, whether the door is locked or not, knock first and wait for a response. If no response is received, move on to the next office and 2) If an office door is displaying a “Classified or Sensitive work is in progress” sign, move on to the next office. In these situations, the owner or users of these office spaces will take care of their own trash, for that service period.

4.5.6. Work Environment. The work of this PWS occurs on a military installation and impairments due to exercises and contingencies are part of the environment and cannot be considered cause for an adjustment in price. The Contractor shall perform scheduled services on the next workday. The work on this PWS occurs in the State of Wyoming and impairments due to weather are part of the environment and cannot be considered cause for an adjustment in price. Contractor is responsible for calling the base Command Post at 773-3921, to check the reporting instructions due to inclement weather when necessary.

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 prior to 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 chlorofluorocarbons (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. Safety Data Sheets (SDS) shall be submitted by the Contractor upon contract award to 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. HAZMAT.

4.7.1 Spill Response. The Contractor is responsible for the disposal of all hazardous waste generated from their operations, including spill cleanup. The contractor shall bear all costs associated with hazardous waste disposal.

4.8 Hazardous Material/ Waste Management. The Contractor will be briefed on F.E. Warren AFB Environmental Protection at the pre-performance conference.

4.9 HAZMAT Material Handling. IAW 90 MW Environmental Procedures 01 01 00, the Contractor shall obtain an authorization from the Hazardous Materials Management Program (HMMP) Team (Civil Engineering, Bioenvironmental Engineering & Safety) prior to bringing any hazardous chemicals (defined under 29 CFR 1910.1200) on Air Force installations. The authorization procedures shall be followed to ensure that no Air Force restricted hazardous materials is used and that all regulatory requirements are met.

The Contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bioaccumulative and Toxic (PBT) chemicals. Any HM containing one of these banned substances will not be allowed on base.

4.10 Training. The Contractor shall appoint a primary and alternate Hazardous Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous waste containers maintained within F. E. Warren AFB and complete SDS’s immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit SDSs to 90 CES/CEIE as required.

4.11. Traffic Laws. The Contractor and its employees shall comply with base traffic regulations. Use of Cellular devices while on F. E. Warren AFB is restricted to hands-free use only.

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 F. E. Warren AFB.

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 with the government personnel designated by the CO to discuss problem areas within 1 hour. 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 submitted to the CO for acceptance at the pre-performance conference and 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. Buildings in Level 1, 2 and Level 4 may require the use of stairs and standard doors.

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/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.

4.19. Schedules. The contractor shall submit an annual schedule for services described in PWS paragraphs 1.0. 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 thirty (30) days to adjust work schedules based on inspections, use, traffic, to include, special requirements identified in PWS paragraph 1.4, the 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 ten (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 (identified in Appendix B) and not deviate from the accepted schedule without prior approval from the CO or COR. Any permanent changes to the CFS must be submitted ten (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 provided annually by the COR.

4.20.1. Schedule Change. 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.

4.21. Contract Modifications.

4.21.1. 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.

4.21.2. New Facility and/or 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.

4.21.3. Modification Unit Pricing. The contractor’s annual bid price for each bid schedule Contract Line Item Number (CLIN) under Levels 1, 2, 3 and 4 services shall be divided by the total square footage of…