PWS_Custodial_20160413.pdf

PERFORMANCE WORK STATEMENT

for

CUSTODIAL SERVICES

at

Joint Base Elmendorf-Richardson (JBER), Alaska

11 April 2016

TABLE OF CONTENTS

1.0 Description of Services

1.1 Facility Cleaning Services

1.2 Restrooms/Locker Rooms Cleaning Services

1.3 Periodic Cleaning Services

1.4 Special Cleaning Requirements

1.5 Contractor Provided Equipment and Supplies

1.6 Miscellaneous Requirements

2.0 Service Summary

2.1 Quality Control (QC)

2.2 Quality Assurance (QA)

2.3 Surveillance Methods

2.4 Quarterly Progress Meetings

3.0 Government Furnished Property and Services

3.1 Government Furnished Facilities

3.2 Government Furnished Supplies and Equipment

3.3 Government Furnished Utilities

3.4 Security, Fire and Medical Services

3.5 Refuse Collection and Disposal

4.0 General Information

4.1 Hours of Operation

4.2 Federal Holidays

4.3 Base Closures

4.4 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander

4.5 Security Requirements……………………….………………………………………………… 19

4.6 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes

4.7 Cleaning and Restroom Supplies

4.8 HAZMART

4.9 Hazardous Material Handling

4.10 Training

4.11 Traffic Laws

4.12 Weapons, Firearms, and Ammunition

4.13 For Official Use Only (FOUO)

4.14 Reporting Requirements

4.15 Physical Security

4.16 Contract Manager

4.17 Personnel

4.18 Key Control

4.19 Basic Cleaning Task and Time Schedule……………………………………………………….24

4.20 Contract Modifications

4.21 Manpower

5.0 APPENDICES

Appendix A, AF Common Levels of Service Standards Appendix B, Technical Exhibit (TE-1) Estimated Square Footages JBER Appendix C, Floor Plans and Maps Appendix D, Required Reports/Forms Discrepancy Record (Customer Complaint Form)

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at JBER, 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, hand pump soap bottles and paper products in all restrooms identified in Appendices A and B, in order to meet the requirements of this Performance Work Statement (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, Technical Exhibit Estimated Square Footages and Cleaning Level. Facility drawings of areas cleaned are established in Appendix C, Floor Plans and Maps. All work performed by the contractor shall be performed in accordance with (IAW) all applicable laws, regulations, Air Force standards, 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 be clean and free of debris. 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 vacuuming. 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 COR. Area and throw rugs shall also receive this service.

Furnishings (chairs, trash receptacles, other easily moveable items, etc.) shall be moved to maintain floors underneath these items and returned to their original location and proper position after cleaning.

1.1.3 Stairways/Elevators/Handicap Lifts. All floor surfaces shall be cleaned IAW 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 original location.

1.1.5 Trash Collection/Removal. Government personnel shall place trash in tied up plastic bags, or other appropriate containers labeled as “trash” in hallways or visible locations for the Contractor to see. Contractor shall collect and dispose of all trash from these locations. The trash shall be deposited in the nearest outside trash collection container and ensure that no spills of fluids or trash remain behind. Contractor is not responsible for replacement of plastic office trash bags.

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, doors, walls, mirrors, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), and other such surfaces shall be cleaned with no dust, spots, soil substances, discoloration, mold, build-up, or excess moisture and disinfected using a germicidal detergent/cleaner to be free of deposits, stains, and soap scum. Restrooms shall have a clean scent to no odor. Wipe clean any electric hand dryers, including accessible interior of air intake and outlets. All surfaces will be disinfected and free of dust, dirt, debris, graffiti, smudges, fingerprints, streaks, spots, stains, scale, scum, incrustations, urine deposits, corrosion, rust, odor, fungus, mold, mildew, soap film, lime deposits, and any foreign substances. Pine Oil products prohibited. Showers, toilets, and urinals shall be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Shower stalls and sauna room shall be maintained to be mold and mildew free. All drains shall be cleaned, remove hair and other foreign debris. Mirrors shall be kept clean and streak free 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 IAW paragraph 1.1.1 by effective routine cleaning. Moveable items shall be moved to sweep and damp mop underneath.

Grout on the 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 do not run out prior to next scheduled cleaning service, taking into consideration weekends, 24-hour operations, holidays, and military exercises. Supplies include, but not limited to toilet tissue, toilet seat covers, sanitary napkin bags/envelopes, paper towels, hand soap for liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial soap bottle when installed dispensers are non-operational. 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 Dispensers. Refill all soap dispensers and clean nozzles to keep them free-flowing. When soap dispensers are defective, substitute a bottle of liquid hand soap for each sink. The contractor will notify the COR immediately for government repair or replacement.

1.2.5 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 dirt, watermarks, streaks, stains, spots, smudges, scale, and all other debris or encrustation or other obvious soil. Drinking fountains shall be sanitized and present a lustrous appearance.

1.2.6 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. Trash shall be deposited in the nearest outside trash collection container.

1.3 Periodic Cleaning Services. Services performed on a monthly, quarterly, semi-annual, annual basis. Refer to Appendix A for service frequencies.

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. Periodic floor maintenance shall be performed on weekends or after normal operating hours, to ensure sealant, polish or wax are completely dry.

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. Periodic carpet cleaning shall be performed on weekends or after normal operating hours, to ensure carpets are completely dry.

1.4 Special Cleaning Requirements.

1.4.1 Child Development Centers (CDC). The definition of CDC refers to all childcare facilities including Youth Activity Center and School Age Center on JBER. Designated CDC facilities shall be maintained IAW Air Force Instruction (AFI) 34-144 and Appendix A. Kitchen areas are not part of the contractor’s responsibility for cleaning. All cleaning requirements shall be performed either before or after CDC operational duty hours except for any cleaning requirement standard performed more than one time daily. For those specific cleaning requirements of two or more times daily at least one cleaning shall be performed during operational duty hours. Daily floor cleanings shall be accomplished during operational duty hours as indicated in Appendix A. Physical contact or interaction with children shall not be permitted by contractor employees.

1.4.2 Special Clearance Requirements: Security Clearance and Background Check. Each contractor employee shall be required to have a Criminal History Background Check IAW Department of Defense Instruction (DODI) 1402.5, para E.6.1.2., Defense Criminal Investigative Index (DCII), State Criminal History Repository (SCHR), and National Agency Check (NAC) or National Agency Check with Inquiries (NACI) completed being allowed to work in the CDC.

Below is the procedure:

a. The CDC Director will provide the contractor an Installation Records Check (IRC) and Defense Criminal Investigative Index (DCII) forms. The contractor shall complete these forms and the CDC Director will process through the various organizations for approval. These results shall be maintained by the CDC Director. Results take 1-2 weeks for determination. This procedure will be repeated for re-verification of the IRC and DCII every 5 years IAW AFI 34- 14, para 9.6.13.2).

b. State Background Check and NAC or NACI.

(1) To initiate a state background check and NAC or NACI, the contractor employee shall complete the following form:

(a) DD 1172-2, Application for Identification Card/DEERS Enrollment.

(b) OF 306, Declaration for Federal Employment.

(c) OFI 86C, Special Agreement Checks (SAC).

(d) SF 85P, Questionnaire for Public Trust Positions. Information on form will be transferred in a system called eQIP at the 673 FSS Security Monitor Office. Contractor employee shall provide and bring all required documentation (Social Security Number (SSN) card, work VISA/naturalization papers, passport, etc., and a government issued picture identification card, on the day of the appointment.

(2) The contractor employee shall contact 673 FSS Security Monitor representative at

552-1990, located at Bldg 8124, Room 21, to set up an appointment to initiate security background check and to submit the above required signed forms.

(3) The waiting period from the Base Information Protection Office (IPO) to process contractor’s security state background check can take up to six months to determine the result.

(4) The IPO will notify contractor employee and 673 FSS Security Monitor upon favorable result in order to sign required documentation in their presence and to do fingerprints for the background investigation.

(5) The background investigation request is submitted to Official Personnel Management

(OPM) to complete the investigation and adjudicate the results. There is a possibility that OPM may request more information from the contractor employee. If OPM makes no determination on the background investigation, the 673 ABW Commander must determine if the contractor employee can continue to service in his/her assigned capacity.

c. Contractor employees have the right to obtain a copy of the background check report from the Security Monitor. Contractor employees have the right to challenge the accuracy and completeness of any information contained in the report through the Privacy Program described in DoD 5400.11-R. The CO shall inform the contractor of employees whose criminal history background checks result in an unfavorable or derogatory report. Contractor shall immediately remove this employee from their service at the CDC.

d. Contractor employees who have previously received a background check must provide proof of the check to the Security Monitor who will determine if and when a new background check is required.

1.4.3 Required Training. All contract employees working at the CDC shall be required to attend a 3-hour annual training on child abuse prevention, identification and reporting. (AFI 34- 144, para 10.10) The training will be conducted during normal duty hours by a government certified trainer. It shall be the Contractor’s responsibility to ensure all employees working at the CDC receives this training annually.

1.4.4 Immunizations. All Contractor employees assigned to the CDC shall be free of communicable diseases to include tuberculosis, prior to entering either facility. All contract employees must have the following immunizations required by Air Force Joint Instruction (AFJI) 48-110, “Immunizations and Chemoprophylaxis” prior to an employee being allowed to work: Diphtheria, Hepatitis B, Measles, Mumps, Polio, Rubella, Tetanus, Tuberculosis Skin Test, and Varicella. 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.

1.4.4.1 Required Documentation. Contractor shall provide a summary spreadsheet listing of all employees proposed to work in CDC 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 to the 673 FSS Security Monitor and CDC directors. In the event that an employee is replaced, even temporarily, the replacement shall meet all requirements set forth in paragraph

1.4.1 through 1.4.4, inclusive, be completed prior to beginning work. Failure to fulfill these requirements, in sufficient time to replace an employee, will not relieve the Contractor of their responsibilities under this contract. Failure to provide these statements will prohibit Contractor employee(s) entrance into the CDC. 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. All employees shall wear a nametag or other identifying apparel (AFI 34-144, para 13.3.2).

1.4.5 Cleaning Requirements for CDC. Physical contact shall not be allowed and contractor employees shall not be alone with children unsupervised.

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

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

Disinfecting Solution: Use of a chemical agent to prevent infection from non-food surfaces and equipment by destroying harmful bacteria and other microbes. These chemicals must be registered with the United States Environmental Protection Agency (US EPA) and so state on the label. Below are 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 pm or as directed and confirm with test papers.

Commercial disinfectants follow manufacturer’s instructions.

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

Liquid chlorine bleach (without scent), 1 tablespoon (5.25% sodium hypochlorite) in one (1) gallon of water, made fresh daily. Solution 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 CDC to the directors of those facilities to ensure that the cleaning products are suitable for use in a child care environment. Cleaning products which include warnings that they may not be used in areas occupied by children cannot be used. Chemical air fresheners are not permitted. All chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a locked closet inaccessible to children.

1.4.5.3 Cleaning Equipment/Materials. Mops and rags used for cleaning must be segregated:

one set used for bathrooms and diaper changing areas and a separate set for classrooms, food preparation counters, hallways, and lobby. The Contractor shall clean and disinfect the mops and rags daily in detergent and hot water, rinsed in warm water and sanitized in a bleach solution, wrung out, and hung to air dry. Mop heads and rags must be changed out when dirty.

Sponges cannot be used. As a minimum, mop water and disinfectant must be changed after cleaning 900 square feet. Trash, mops, brooms, and cleaning buckets shall be inaccessible to children.

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

1.4.5.5 Clean/Sanitize Food Preparation and Diaper Changing Tables and Adjacent Walls.

The Contractor shall clean food preparation tables, diaper changing counters, sinks, and adjacent walls at least daily, and as needed, with hot water and detergent and then sanitize with a bleach solution.

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

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

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

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

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

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

1.4.5.12 Carpet Maintenance. Contractor shall steam clean all carpet IAW the standards as listed in Appendix A. Periodic carpet cleaning shall be performed on weekends or after normal operating hours, to ensure carpets are completely dry.

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

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

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

1.4.5.16 Dusting. Low dusting includes surfaces within six feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above six feet up to 10 feet.

Surfaces could include items such as tables, shelves, bookcases, storage lockers, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, etc.

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

1.4.5.18 Drying and Maintaining Mops:

1.4.5.18.1 After use, mops shall be placed in a position that allows them to air-dry without soiling walls, equipment, the mop handle, or supplies.

1.4.5.18.2 Mops shall be marked with company name and colored label or tape, red for restroom use only and black for all other floor use only.

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

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

1.4.6 Special Requirements. Contractor shall accomplish all cleaning tasks IAW 1.1, 1.2, 1.3 and 1.4, for Special Requirement Facilities (CDC and Fitness Center), identified in Appendices A and B, in order to meet the requirements of this PWS and the Service Summary (SS).

1.5 Contractor Provided Equipment and Supplies.

1.5.1 Contractor-Furnished Equipment/Vehicles. Contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. 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. The contractor shall operate vehicles to comply with base traffic regulations. Government provided parking space should not be used for overnight parking of privately owned vehicles, trailers, snowmobiles, all-terrain vehicles or other conveyances.

Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

1.5.1.1 All equipment used in the performance of this contract shall be in good operable condition and carry an Underwriters Laboratory (UL) listing. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The CO or designated representative 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 Contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. Also 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.

Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle

Toilet Tissue: Two-ply Toilet Seat Covers as required where dispensers are installed Paper Towels: Bi-Fold, Tri-Fold or Dispenser type Sanitary Napkin Bags/Envelopes as required where dispensers are installed.

Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial soap bottle when installed dispensers are non-operational

Waterless Urinal Cleaner Recycled Products: 100% of all paper products procured (toilet tissue and paper towels) shall contain recycled materials

Possible Surges in Occupancy due to mission requirements will cause increased supply usage.

COR will notify contractor of mission requirement changes as received.

1.6 Miscellaneous Requirements.

Report fire hazards, conditions, and items in need of repair to the Contracting Officer Representative (COR)

Turn in lost and found articles to the COR Notify COR or Security Forces 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 notify the COR within 15 minutes of any conditions that may interrupt or delay performance under this PWS such as locked offices/facilities, occupied rooms, adverse weather condition, and/or any other conditions. Once any delay issue has been resolved, the Contractor shall start performance within 3 hours of notification of resolution.

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.

The Contractor shall notify the COR of any buildings that appear to not have utility services or building appears vacant.

2. SERVICE SUMMARY (SS). 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 (QCP) provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the Federal Acquisition Regulation (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.

Performance Objective

PWS Para

Performance Threshold

Method of Assessment

SS-1

Facility Cleaning Service

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 10 defects per month (Each defect must be re-performed within 3 hrs of notification).

Re-performance does not negate a defect.

A failed re-performance is an additional defect upon CO approval.

Periodic Surveillance, 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 10 defects per month (Each defect must be re-performed within 3 hrs of notification).

Re-performance does not negate a defect.

A failed re-performance is an additional defect upon CO approval.

Periodic Surveillance, customer complaint

SS-3

Periodic Cleaning Services

a. Hard Floor Maintenance

b. Carpet Restorative Cleaning

1.3, 1.3.1, 1.3.2 inclusive

2 defects per month (Each defect must be re-performed).

Periodic Surveillance, customer complaint

SS-4,

Quality Control Inspection procedures and other requirements, as defined in the Contractor’s Quality Plan (incorporated into contract after award) are followed and document

2.1 No more than 2 defects per

month

Contractor shall provide a written Corrective Action Plan and execute to plan

Periodic Surveillance, customer complaint

SS-5

Special Requirements

a. Child Development Center(s)

b. Fitness Center

c. Youth Center

d. School Age Program

1.4, inclusive

No more than 3 defects per month (Each defect must be re-performed within 2 hrs of notification).

Re-performance does not negate a defect.

A failed re-performance is an

Periodic Surveillance, customer complaint additional defect upon CO approval.

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 and/or processes implemented in a quality system so that quality requirements for a product or service will be fulfilled.

(Customer Communication process, Inspection 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. (Example: Areas were not safely cornered off during or after mopping)

Major nonconformance – A nonconformance, other than critical, that will result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Example: office space could not be used because carpets were not dried after periodic cleaning/shampooing.

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. Examples: small water marks on mirrors, carpets not vacuumed under tables.

Performance Threshold – The performance threshold is the maximum number of deficiencies that can occur in a given period.

2.1. Quality Control (QC). 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 QCP. The contractor shall develop and implement systems and procedures to ensure performance to contractual requirements are maintained and managed. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in section 2 of this Service Summary. The plan shall include but is not limited to:

2.1.1 Inspection. An inspection system covering all the services listed on the Services Summary. The description shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement for correcting deficiencies as required specifics as to the areas to be inspected on both a scheduled as well as unscheduled basis, frequency of inspections, submission of quality control inspection schedule, contractor’s schedule for customer surveys (if available), and the title and organizational placement of the inspectors.

Control procedures for any government provided keys or lock combinations shall be included.

Records of all inspections, corrective and preventive actions shall be maintained and made available to the Government upon request.

2.2 Quality Assurance (QA). Government shall evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this contract. The COR shall evaluate by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance 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 Corrective Action Report (CAR) for issuance to the contractor. The contractor shall respond to the CAR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.2.1 The Contractor is responsible for management and quality control actions to meet the terms and performance thresholds of the contract. The role of the government is quality assurance or ensuring that the performance standards are achieved.

2.3 Surveillance Methods.

2.3.1 Periodic Surveillances. 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.

a. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall complete the service within 3 hours after notification.

b. 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.

c. 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 IAW the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance. Government reserves the right to seek an equitable price adjustment for non-performed areas and government administrative costs.

d. Remedies for Non-Conformance: If inspections indicate unacceptable performance, the COR will notify the contractor’s contract manager of the deficiencies for correction. The contractor shall be given an appropriate time frame (depending on the discrepancy identified) after notification to correct the unacceptable performance. Re-performance at no additional cost to the government is the preferred course of action for the government to satisfy performance requirements; however, the government reserves the right to determine performance was unsatisfactory without requesting re-performance. Government reserves the right to inspect after re-performance is completed. If deficiencies are not corrected within the required time frame, the COR should notify the CO for action. If the contractor disagrees with the noted discrepancy and an agreement cannot be reached, the CO shall be notified for a final decision. When re-performance is not possible, contract price may be reduced to reflect the reduced value of the services performed.

2.3.2 Customer Complaint. The COR will receive and investigate complaints via a 714, Discrepancy Record. The COR shall be responsible for initially validating discrepancy record.

The CO shall make final determination of the validity of discrepancy record(s) in cases of disagreement with the COR and the Contractor. Validated discrepancy record shall be re-performed within two (two) or three (3) hours of notification depending upon the type of level of service, if performance can be completed without detrimental impact on customer.

a. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall complete the service within designated timeframe after notification.

b. Exceeding the performance threshold for performance objectives in any one month period shall result in a warning or letter of concern from the CO.

c. 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.

Government reserves the right to seek an equitable price adjustment for non-performed areas and government administrative costs.

d. Below is the processing procedure of discrepancy record:

(1) COR will ensure 714s is filled out correctly (blocks 1-7) received from customers (facility managers, staff offices, COR inspection, etc.).

(2) COR verifies against PWS and contractor’s schedule (blocks 8-9) and verify to ensure discrepancy record is valid.

(3) COR signs block 9 and will transmit/submit 714s to the Contractor via email.

(4) Contractor has 2 or 3 hours to re-perform tasks upon notification depending upon the type of level of service.

(5) The Contractor fills in block 10 and transmit/sends to COR within an hour of work completion. If work completion is after 4:30pm, the Contractor will submit complaint form first thing in the morning (8:00am) on the first business work day.

(6) Upon receipt/notification of Contractor’s completed re-performance, COR will validate/confirm tasks are done. COR fills in block 11 and either accepts re-performance or disputes and forwards to CO.

(7) If the Contractor disputes a 714, the COR will send/transmit the form to 673 CONS for final CO determination/decision.

2.4 Quarterly Progress Meetings. The CO, Functional Commander, COR, other government personnel as appropriate, and the Contractor shall meet 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, contractor 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 shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Government Furnished Facilities. The government will provide office and storage space.

No alterations to the office space shall be made without the specific written permission from the Functional Commander and the CO as coordinated and approved via the Civil Engineer work order. In case of alterations necessary for compliance with OSHA, such permission shall not be reasonably withheld. The Contractor shall return the office space to the government in the same condition as received, fair wear and tear and approved modifications.

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. The Contractor shall be required to maintain odorless, neat, clean closets, and orderly at all times.

Closets shall be 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 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. Ensure all containers are properly labeled and stored.

3.2 Government Furnished Supplies and Equipment. There is no Government furnished property.

3.3 Government Furnished Utilities. Government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

3.3.1 Utility Conservation. Contractor shall adhere to all base level utility conservation practices or requirements. Contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.4 Security, Fire and Medical Services. Government will provide police and fire protection.

In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.5 Refuse Collection and Disposal. Contractor shall use existing bulk containers to dispose of trash or refuse generated from accomplishment of services detailed in this PWS. The trash shall be deposited in the nearest outside trash collection container and contractor shall ensure that no spills of fluids or trash remain behind.

4.0 GENERAL

4.1 Hours of Operation. Contractor shall perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services in a manner to create minimum disturbance or inconvenience to the use of the facility excluding recognized holidays. The Contractor is not required to perform services on Federal Holidays. See attached technical exhibit for escort only facilities and day service requirement.

4.1.1 Base Hours. Base hours of operation are 7:30am to 4:30pm, Monday through Friday.

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 Fitness Centers Hours. Fitness Centers days of operation are 365 days a year, less Thanksgiving Day, Christmas Day, New Year’s Day, and Independence Day.

4.1.2.1 JBER-R Buckner Physical Fitness Center, Bldg. 690. Bldg 690 hours of operation is Monday through Friday from 5:30am to 10:00pm; Saturday, Sunday, and holidays are from 10:00am to 6:00pm.

4.1.2.2 JBER-E Physical Fitness Center, Bldg. 9510. Bldg 9510 hours of operation is Monday through Friday from 4:30am to 11:00pm; Saturday and Sunday are from 7:00am to 7:00pm; and holidays are from 10:00am to 6:00pm.

4.1.2.3 Hangar 5 Fitness Center, Bldg. 7309. Hours of operation are 24/7.

4.1.2.4 Health and Wellness Center (HAWC), Bldg. 9497. Monday through Friday with base hours of operation.

4.1.3 Child Development Center (CDC) Hours of Operation. CDC hours of operation is Monday through Friday from 6:30am to 6:00pm. All cleaning requirements shall be performed before or after CDC operational duty hours except for any cleaning requirement standard performed more than one time daily. For those specific cleaning requirements of two or more times daily at least one cleaning shall be performed during operational duty hours. Daily floor cleanings shall be accomplished during operational duty hours as indicated in Appendix A.

4.1.3.1 CDC Hours of Operation Other Than Normal. There will be an estimated 12 mission events annually that require the Contractor to work other than normal hours. (This does not require additional hours, just a schedule change.) These events are military exercises, contingency operations, or weather emergencies. These events are not limited to any one facility but could include all CDC’s.

Youth Center functions are estimated at 12 events per year. These events do not require additional hours, just a schedule change. Days of service could include weekends.

There will be a monthly Give Parents a break (GPAB). Twenty-four events will be held on the 1st Friday of every month. These events do not require additional hours, just a schedule change. The 2 buildings that will be affected are buildings 7181 and 7163. Access to these buildings will be available after 1800 on that Saturday. The Director shall notify the COR in writing at least two weeks prior to a scheduled event requesting service for hours of operation other than normal.

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 (or holiday observance) falls on a scheduled service day, the Contractor shall be responsible for rescheduling services for the first duty day post the holiday observance.

New Year’s Day Martin Luther King Day President’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

4.3 Base Closures. Work scheduled but 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. Custodial Services requirements under this PWS are not determined essential to be performed during a crisis.

4.5 Security Requirements. The Contractor and all employees will comply with all JBER security requirements imposed by the Installation Commander at all times while on the premises. Contractor will obtain all necessary passes, decals, badges or other items required for access to perform custodial services at JBER.

4.5.1 Security Officer. As soon as the contract is awarded, the contractor shall designate in writing to the Contracting Officer a point of contact (POC) for all security matters. The POC shall contact the 673rd Civil Engineer Group (CEG) Security Manager in Bldg 6346 regarding procedures to initiate personnel security requirements within 5 working days of contract award.

4.5.1.1 Contractor personnel shall be briefed by the POC on established security requirements and procedures.

4.5.1.2 Contractor shall brief all employees that they will immediately leave any area upon notification by the Contracting Officer, COR, constituted authority or the Security Forces, when directed, as occasional operational requirements or emergencies dictate.

4.5.3 Restricted/Controlled Areas. Facilities listed below are restricted or controlled areas and special security procedures are utilized. Contract performance required within these areas, will require Contractor compliance with various levels of security and established personnel security entry control procedures. Ensure all Contractor employees requiring access to these facilities obtain required badges/clearances before performing work in these facilities. Enter through designated entry control points by the most direct route to and from the work site. In certain areas, custodial service will be performed during normal duty hours because of the nature of the work in the area.

4.5.3.1 Escorted Entry (Restricted).