PWS_(3_Feb_2014)_-_Final-RFQ-Amd_1.pdf

Attachment 1 to Solicitation FA5209-14-T-0029 modified by Amendment 0001

PERFORMANCE-BASED WORK STATEMENT

FOR

CUSTODIAL SERVICES FOR COMMISSARIES

AT SAGAMIHARA FHA, SAGAMI GD, CAMP ZAMA & KANTO

PLAIN CDC AT SASGAMI GD AND KANTO CDC, COMPLEX

AT YOKOHAMA NORTH DOCK, JAPAN

DECA SAGAMIHARA COMMISSARY

SO/LWAD/SAA

3 Feb 2014

Table of Contents

SECTION 1 DESCRIPTION OF SERVICE/GENERAL INFORMATION

SECTION 2 SERVICES SUMMARY Page 8

SECTION 3 GOVERNMENT FURNISHED PROPERTY Page 9

SECTION 4 APPENDICES

APPENDIX A Estimated Workload Data Page 11

APPENDIX B Building Cleaning Schedule Page 12

APPENDIX C Floor Plan

Floor Plan for CDC Page 25 – Page 37

Floor Plan for Commissaries Page 38 – Page 40

SECTION 1 - DESCRIPTION OF SERVICES/GENERAL

INFORMATION

1. DESCRIPTION. The Contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials and any other items or services necessary to perform custodial service for commissaries at Sagamihara Family Housing

Area, Sagami General Depot & Camp Zama and the Kanto Plain Central Distribution

Center (CDC) at Sagami General Depot and Yokohama North Dock, Japan in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance IAW commercial practice and the standards of this Performance-

Based Work Statement (PWS).

1.1. BUILDING CLEANING SCHEDULE.

1.1.1. Building Cleaning Schedule. The contractor shall accomplish the following cleaning tasks to meet the requirements of this PWS IAW the minimum cleaning frequencies established in Appendix B, Building Cleaning Schedule:

1.1.1.1. Maintain Floors and Grout. The contractor shall maintain all floors to include grout lines (except carpeted areas), baseboards, corners, and wall/floor edges as necessary to ensure a uniform, glossy appearance free from dirt, debris, dust, scuff marks, heel marks, stains, discoloration, and any other foreign matter. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position following completion of floor care operations.

1.1.1.2. Vacuum and Clean Floor Mats. The contractor shall vacuum and clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

The contractor shall vacuum and clean carpeted areas at Kanto Plain CDC in Bldgs 129-

S1, 139-S1 at Sagami GD and Bldg 100135 at Yokohama North Dock. There is no need to vacuum at Bldg 690, CZ, Bldg 80-T-11, Sagami GD, Bldg S-104, Sagamihara FHA.

1.1.1.3. General Spot Cleaning. The contractor shall perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. Surfaces shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.1.1.4. General Dusting. The contractor shall dust all horizontal surfaces that must be dusted or cleaned to eliminate dust collection.

1.1.1.5. Clean and Disinfect. The contractor shall clean and disinfect sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, walls, mirrors and other such surfaces, using a germicidal detergent or equal. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

1.1.1.6. Descale Toilet Bowls and Urinals. The contractor shall descale toilet bowls and urinals as often as needed to keep areas free of scale, soap films, and other deposits.

After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

1.1.1.7. Remove Trash. The contractor shall empty and return to their initial location all waste baskets and other trash container within the areas. Ashes and debris shall be placed in a nonflammable container. The contractor shall dispose of the trash in plastic bags secured with bag ties.

1.2. PERIODIC CLEANING.

1.2.1. Periodic Cleaning Services. The contractor shall accomplish the following cleaning tasks to meet the requirements of this PWS IAW the minimum cleaning frequencies established in Appendix B, Schedule:

1.2.1.1. Strip, Scrub, Seal, and Wax Floors. The contractor shall strip, scrub, seal, and wax all floors except Kanto Plain CDC Warehouse Bldg. 129-S1and Bldg. 139-S1 as necessary to maintain a uniform glossy appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration. A non-skid wax is required.

1.2.1.2. Clean In/Out-Door Windows. The contractor shall clean in/out-door windows.

After surfaces have been cleaned, all traces of film, dirt, smudges, water and other foreign matter shall be removed from frames, casings, sills, and glass.

1.2.2. Shampoo Carpeted Areas. The contractor shall shampoo carpeted areas in Bldg

100135, Kanto Plain CDC at Yokohama North Dock.

1.3. GENERAL INFORMATION.

1.3.1. QUALITY CONTROL. The contractor shall develop and maintain a quality control program (QCP) to ensure 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, Services

Summary.

1.3.2. QUALITY ASSURANCE. The government will evaluate all of the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) by appointing a COR to monitor performance to ensure services are received.

1.3.3. GOVERNMENT REMEDIES. The contracting officer shall follow FAR

52.212-4, Contract Terms and Conditions-Commercial Items for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.3.4. CONTRACTING OFFICERS REPRESENTATIVE (COR). The contractor shall coordinate all aspects of this project with the COR. Completed work shall be subject to inspection and acceptance by COR. This designation will be made in writing by the KO at the time of contract award or prior to commencement of COR duty.

1.3.5. CONTRACTOR PERSONNEL

(a) CONTRACT MANAGER. Contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. Prior to start performance, the name of this person and an alternate(s), who shall act for contractor when manager is absent, shall be designated in writing to COR. Contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal duty hours. He/She must be able to read and write English. Contract manager or alternate(s) shall have full authority to act for contractor on contract matters relating to daily operation of contract.

Contract manager or alternate shall be physically present and available during normal duty hours within thirty (30) minutes, or within one (1) hour after normal duty hours, to meet on the installation with KO or COR.

(b) CONTRACTOR EMPLOYEES. Contractor personnel shall be easily recognizable as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the contractor’s company name and the employee’s name.

(c) REMOVAL OF CONTRACTOR’S EMPLOYEES. The Contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The Contracting Officer may require that the Contractor remove from the

Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

(d) THIRD COUNTRY NATIONALS (TCN). The Security Forces on each base control entry to the base. Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

(e) U.S. GOVERNMENT OR JAPANESE NATIONAL EMPLOYEES.

Contractor shall not hire employees of the United States Government and/or MLC

(Master Labor Contract) if employing such persons would create a conflict of interest, or appearance of a conflict of interest as determined by the U.S. Government. Contractor shall not employ any person who is an employee of the Department of the Army, either military or civilian, unless such person seeks and receives approval according to DODD

5500.7, Standards of Conduct.

(f) MILITARY PERSONNEL. Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National

Guard members may be subject to recall to active duty. Abrupt absence of these personnel could adversely affect contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

1.3.6. INSTALLATION BASE PASSES. The Contractor shall take the necessary steps to secure base passes required for personnel and vehicles to enter Camp Zama, Sagamihara Family Housing Area and Sagami General Depot to provide service for the contract. The Contractor shall bear the expenses for all documents required on their behalf to procure military installation base passes.

The U.S. Government will issue all required Installation/Base Passes and Controlled Area

Badges to contractor personnel at no cost to the Contractor. Vehicle insurance certificates are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property

Damage - ¥3,000,000 per occurrence. The prime contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The

Contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

NOTE: Contractor personnel are required to comply with U.S. Army Regulation 190-5 http://www.apd.army.mil/USAPA_PUB_pubrange_P.asp for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan

Regulation 190-13 https://intranet.zama.army.mil/CmdStaff/usagj/cmdgrp/doc/reg190-

13.pdf for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

1.3.7. SECURITY REQUIREMENTS. Contractor shall ensure each employee obtains required pass and identification items for access to Camp Zama. These items are issued by the Security Forces Pass and Registration Section, located in Building 235.

Contractor and employees shall return identification cards to Security Forces within 24 hours of termination or completion of this contract. All other government identification for terminated employees shall be returned to the Contracting Officer within 24 hours of termination.

http://www.apd.army.mil/USAPA_PUB_pubrange_P.asp https://intranet.zama.army.mil/CmdStaff/usagj/cmdgrp/doc/reg190-13.pdf https://intranet.zama.army.mil/CmdStaff/usagj/cmdgrp/doc/reg190-13.pdf

The contractor shall not commence work at the job site until an Accident Prevention Plan and a Job Hazard Analysis are submitted for review and approved by the Contracting

Officer or his duly designed representative. The contractor is responsible for reviewing

EM 385-1-1 http://www.usace.army.mil/publications/eng-manuals/em385-1-1/toc.htm

, the US Army Corps of Engineers’ Safety and Health Requirements Manual.

1.3.8. PERSONNEL LIST. Contractor shall provide a complete roster of all personnel

(includes contract manager and alternate contract manager) to U.S. Government no later than pre-performance conference. Roster must include name, address and telephone number of employee. Contractor shall maintain a current listing of employees, providing updates as changes occur.

1.3.9. INSTALLATION SAFETY/FIRE REGULATIONS. The contractor is responsible for job site safety and fire prevention. Standard base procedures will be provided by the U.S. Government.

1.3.10. REPORTS OF DAMAGES, DESTRUCTION, INJURY, OR DEATH

(a) The Contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term

“Contractor” includes the Contractor, its agents, servants or employees.

(b) The Contractor shall submit these reports to the Contracting Officer through the Directorate of Public Works (DPW) as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Report may be either verbal or facsimile.

(2) A complete written report shall be submitted within 96 hours after occurrence of the incident. A copy of this report shall be furnished to the DPW.

1.3.11. HAZARDOUS MATERIALS. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. Contractor shall immediately report spills or releases of hazardous materials to the COR. Contractor shall be liable for containment and environmental clean up of spill or release of such substance. Contractor shall follow manufacturer’s guidelines and the Japan Environmental Governing

Standards (JEGS) for control of humidity, temperature, cleanliness, materials handling & transportation. Contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Material Safety Data Sheets

(MSDS).

1.3.12. ENVIRONMENTAL AND HAZARDOUS MATERIAL HANDLING.

Contractor shall comply with the JEGS to protect the health and safety of employees/residents and minimize or eliminate environmental pollution.

http://www.usace.army.mil/publications/eng-manuals/em385-1-1/toc.htm

1.3.13. RESPONSIBILITY FOR DAMAGES. Any damages caused to U.S.

Government property during the course of performing this contract shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S.

Government.

1.3.14. OFF LIMITS SIGNS. The contractor shall provide “OFF LIMITS” signs in both English and Japanese and post them at the entrances, as appropriate or required, and at the job site. Advance information concerning the contractor’s activities and on-site schedule will be provided to building occupants through the DPW.

1.3.15. KEY CONTROL. The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the U.S. Government are not lost or misplaced, and are not used by unauthorized persons. Keys issued to the contractor by the U.S. Government shall not be duplicated. When requested, the contractor shall present to the COR all keys, which have been issued to the contractor, for security accountability verification. Note: Keys will be issued by DoDDs personnel to the on-site contract manager for the rooms that are required to be cleaned. The manager will ensure rooms are secured after cleaning. The cleaning contractor will not be responsible for building security.

(a) The contractor may be required to replace lost keys or reimburse the

Government for replacement of keys or locks as a result of a key lost by the contractor.

(b) The contractor shall report the occurrence of a lost key immediately to the

COR, or no later than the next duty day.

(c) The contractor shall prohibit the use of keys, issued by the US Government, by any persons other than the contractor’s employees who are engaged in pursuing this contract. It is also the responsibility of the contractor to prohibit the opening of locked rooms and /or areas by the contractor’s employees to permit entrance of persons other than the contractor’s employees engaged in the performance of assigned work.

1.3.16. HOURS OF OPERATION.

(a) AVAILABILITY OF FACILITIES. Normal hours of operation shall be

0700 hours through 1500 hours, 7 days a week, 365 days a year, for store close dates.

(b) U.S. LEGAL HOLIDAYS. Recognized US legal holidays are listed below.

Holiday falling on a Saturday may be observed on the preceding Friday. Holidays falling on a Sunday may be observed on the following Monday.

DATE HOLIDAY

1st January New Year’s Day

3rd

Monday in January Martin Luther King’s Birthday

3rd Monday in February President’s Day

Last Monday in May Memorial Day

4th July Independence Day

1st Monday in September Labor Day

2nd Monday in October Columbus Day

11th November Veteran’s Day

4th Thursday in November Thanksgiving Day

25th December Christmas Day

1.4. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. This provision is not applicable since no services are required during the crisis. The KO or COR shall notify the contractor, by any means of communication, of a crisis. There shall be no costs paid by the Government to the contractor during a crisis except those costs incurred for work performed under this contract and PWS

SECTION 2 - PERFORMANCE OBJECTIVES

2. PERFORMANCE OBJECTIVE.

The following Services Summary (SS) identifies the performance objectives and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Paragraph Performance Threshold

SS1. Daily Cleaning Services Para 1.1.1. No more than 2 complaints per month

SS2. Periodic Cleaning Services Para 1.2.1. No more than 2 complaints per month

SECTION 3 - GOVERNMENT FURNISHED PROPERTY AND / OR

SERVICES.

3.1. GOVERNMENT FURNISHED FACILITIES, EQUIPMENT AND

MATERIALS.

3.1.1. Government Furnished Facilities. None

3.1.2. Government Furnished Tools and Equipment. None

3.1.3. Government Furnished Materials (GFM). None.

3.2. OTHER GOVERNMENT-FURNISHED ITEMS.

3.2.1. Utilities. The Government shall furnish available water, electricity and heat, without cost to the contractor. All temporary installations and connections made by the contractor shall comply with Army Regulations (AR) 420-1 and applicable building codes, and shall be subject to periodic inspection by the COR.

3.2.2. Supplies.

a. Toilet paper

b. Paper Towel

c. Hand Soap, Liquid

d. Trash Bag

3.2.3. Security Forces and Fire Protection. Upon request for emergency assistance, the following units will provide services on the installations as necessary:

Emergency Telephone for Fire, Ambulance, and the Military Police:

Telephone 911

If the contractor uses the above services, the contract manager shall immediately report the details to the COR. The detailed reporting requirements are specified in paragraph

1.3.10. above.

3.2.4. Medical Emergencies. In the event of a medical emergency, accident, or injury involving contractor personnel during performance of duties under this contract, services will be rendered in order to save life, limb or to stabilize for transportation to a local medical treatment facility. The contractor shall reimburse the Government for the emergency medical services. The contractor shall submit the report in accordance with paragraph 1.3.10. above.

3.3. MOBILIZATION AND PHASE-IN PERIOD. In the event other than the incumbent contractor is the successful offeror, a period of 20 calendar days is deemed sufficient for the new contractor to mobilize, phase-in and complete preparation prior to the start of contract performance on the date specified in the contract. All offerors are cautioned to be fully aware of the above and consider the stated phase-in time in their planning and the pricing of their proposals. Mobilization and phase-in costs are not reimbursable under this contract.

4. APPENDICES.

APPENDIX A Estimated Workload Data & Locations

APPENDIX B Building Cleaning Schedule

APPENDIX C Floor Plan

APPENDIX A

Estimated Workload Data & Locations.

Custodial Services, sweep floor, mop floor, maintain floor, stripping and waxing floor, vacuum and shampoo at carpeted areas.

Zama Commissary, Camp Zama *5,135 sq. ft.

Bldg 690 (CLIN 0001 and corresponding option CLINs).

Sagami Commissary, Sagami General Depot *3,200 sq. ft.

Bldg 80-T-11 (CLIN 0002 and corresponding option CLINs).

Sagamihara Commissary, Sagamihara Family Housing Area *11,000 sq. ft.

Bldg S-104 (CLIN 0003 and corresponding option CLINs).

Kanto Plain CDC, Warehouse, Sagami General Depot *627.40 sq. ft.

Bldg 129-S1, Bay 1 & Bay2, (CLIN 0004 and corresponding option CLINs).

Kanto Plain CDC, Warehouse, Sagami General Depot *1,277.30 sq. ft

Bldg 139-S1, Bay 5, (CLIN 0004 and corresponding option CLINs).

Kanto CDC, Complex. Yokohama North Dock *9,404.00 sq. ft

Bldg 100135 (CLIN 0005 and corresponding Option CLINs).

* These numbers are approximate.

APPENDIX B

BUILDING CLEANING SCHEDULE

Requirements CLIN:X001 CLIN:X002 CLIN:X003 CLIN:X004 CLIN:X004 CLIN:X005

Bldg 690, Camp Zama

(5,135 SF)

Bldg 80-T-

11, Sagami

SD (3,200

SF)

Bldg S-104, Sagamihara

Commissary

(11,000 SF)

Bldg 129-S1, Kanto CDC, Sagami SD

(627.40 SF)

Bldg 139-S1, Kanto CDC, Sagami SD

(1,277.30

SF)

Bldg 100135, Kanto CDC, Complex, Yokohama

(9,404.00

SF)

1.1.1.1. Maintain

Floors and Grout.

0800 – 1000hr

Turs - Tue

0900 – 1100hr

Every Friday

0700 – 0900hr

Tue - Sun 0900 – 1100hr

Mon - Fri 0900 – 1100hr

Mon - Fri 1200 – 1400hr

Mon - Fri

1.1.1.2. Clean

Floor Mats

0800 – 1000hr

Turs - Tue 0900 – 1100hr

Every Friday 0700 – 0900hr

Tue - Sun

Not Required

1.1.1.2. Vacuum

0900 – 1100hr

Mon - Fri 0900 – 1100hr

Mon - Fri 1200 – 1400hr

Mon - Fri

1.1.1.3. General

Spot Cleaning

0800 – 1000hr

Turs - Tue 0900 – 1100hr

Every Friday 0700 – 0900hr

Tue - Sun 0900 – 1100hr

Mon - Fri 0900 – 1100hr

Mon - Fri 1200 – 1400hr

Mon - Fri

1.1.1.4. General

Dusting

0800 – 1000hr

Turs - Tue 0900 – 1100hr

Every Friday 0700 – 0900hr

Tue - Sun 0900 – 1100hr

Mon - Fri 0900 – 1100hr

Mon - Fri 1200 – 1400hr

Mon - Fri

1.1.1.5. Clean and

Disinfect

0800 – 1000hr

Turs - Tue 0900 – 1100hr

Every Friday 0700 – 0900hr

Tue - Sun 0900 – 1100hr

Mon - Fri 0900 – 1100hr

Mon - Fri 1200 – 1400hr

Mon - Fri

1.1.1.6. Descale

Toilet Bowls and

Urinals

0800 – 1000hr

Turs - Tue 0900 – 1100hr

Every Friday 0700 – 0900hr

Tue - Sun 0900 – 1100hr

Mon - Fri 0900 – 1100hr

Mon - Fri 1200 – 1400hr

Mon - Fri

1.1.1.7. Remove

Trash

0800 – 1000hr

Turs - Tue 0900 – 1100hr

Every Friday 0700 – 0900hr

Tue - Sun 0700 – 0900hr

Tue - Sun 0900 – 1100hr

Mon - Fri 1200 – 1400hr

Mon - Fri

1.2.1. Periodic

Cleaning Services

0830 – 1300hr

1st Wed of each month

0830 – 1300hr

Every other month

0830 – 1500hr

1st or 3rd Mon of each month

0800-1500hr

Quarterly

1.2.1.1. Strip, Scrub, Seal, and

Wax Floors

0830 – 1300hr

1st Wed of each month

0830 – 1300hr

Every other month

0830 – 1500hr

1st or 3rd Mon of each month

1.2.1.2. Clean

In/Out-Door

Windows

0800 – 1000hr

Turs - Tue 0900 – 1100hr

Every Friday 0700 – 0900hr

Tue - Sun

0800-1500

1.2.2. Shampoo

Carpeted Areas