PWS.pdf

Attachment 1 to Solicitation FA520919Q003A

PERFORMANCE WORK STATEMENT

FOR

CUSTODIAL SERVICES FOR COMMISSARIES

AT SAGAMIHARA FHA, CAMP ZAMA & KANTO PLAIN CDC

AT SAGAMI GENERAL DEPOT AND KANTO CDC, COMPLEX

AT YOKOHAMA NORTH DOCK, JAPAN

DECA SAGAMIHARA COMMISSARY

SO/LWAD/SAA

29 April 2019

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Services Summary Page 9

SECTION 3 Appendices

APPENDIX A Estimated Workload Data Page 11

APPENDIX B Building Cleaning Schedule Page 12

APPENDIX C Floor Plan

Floor Plan for CDC Page 13 - 24 Floor Plan for Commissaries Page 25 – 26

SECTION 1 - DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. DESCRIPTION OF SERVICES. The Contractor shall provide all necessary labor, 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 (SFHA) & Camp Zama (CZ) and the Kanto Plain Central Distribution Center (CDC) at Sagami General Depot (SGD) and Yokohama North Dock (YND), Japan in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance IAW commercial practices and the standards of this Performance Work Statement (PWS).

1.1. DAILY BUILDING CLEANING.

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, toilet access stair (including handrail) 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 SGD and Bldg. 100135 at Yokohama North Dock. There is no need to vacuum at Bldg. 690 at CZ, Bldg.

80-T-11 at SGD, and Bldg. S-104 at SFHA.

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, toilet access stair (including handrail) and other evidence of soil.

1.1.1.4. General Dusting. The Contractor shall dust all horizontal surfaces and toilet access stair (including handrail) 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. 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.

Any obviously soiled or torn plastic trash receptacle bag shall be replaced. The trash shall be deposited in the Empty all trash containers and all trash items placed near a trash container.

When plastic trash receptacle bags are replaced, the Contractor shall secure new plastic trash receptacle bags with trash baskets and/or trash containers by 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-S1 and 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 YND.

1.2.3. Grease Trap Cleaning. The Contractor shall clean the grease trap in the deli area at Sagamihara Commissary at SFHA on a quarterly basis.

1.2.4. The Government shall furnish supplies below for the purpose of this contract without cost to the contractor.

a. Toilet paper

b. Paper Towel

c. Liquid Hand Soap and Bar Soap

d. Plastic Bag

2.0. GENERAL INFORMATION.

2.1. CONTRACTOR PERSONNEL

2.1.1. Contract Manager. The Contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. The name of this person and an alternate(s), who shall act for the Contractor when manager is absent, shall be designated in writing to the Contracting Officer (KO). The contract manager or alternate shall have full authority to act for the Contractor on all matters relating to this contract. The Contractor shall provide the contract manager’s name, addresses, and telephone numbers. The Contractor shall maintain a current listing of employees, providing updates as changes occur. The contract manager or alternate shall have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued by the KO or

Contracting Officer Representative (COR). If the contract manager or alternate do not meet these requirements, the Contractor shall provide a translator for them.

2.1.2. 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.

2.1.3. Removal of Contractor’s Employees. The Contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The KO may require that the Contractor remove any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of the U.S. Government.

2.1.4. Other Country Nationals (OCN). The Security forces on each base control entry to the base.

Under certain circumstances, the OCN 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.

2.1.5. U.S. Government and/or Master Labor Contract Employees. The Contractor shall not hire employees of the US. Government and/or Government of Japan Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR 3.104. Furthermore, the Contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval IAW Department of Defense 5500.7-R, Joint Ethics Regulation.

2.1.6. Military Personnel. The 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 the Contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

2.2. QUALITY CONTROL. The Contractor shall utilize its existing quality control program to ensure the services are performed IAW commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Section 2, Services Summary

2.3. QUALITY ASSURANCE. The Government will evaluate the Contractor’s performance IAW the Quality Assurance Surveillance Plan (QASP) by appointing a COR to monitor performance to ensure services are received.

2.4. GOVERNMENT REMEDIES. The KO shall follow FAR 52.212-4, Contract Terms and Conditions- Commercial Items, for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.5. CONTRACTING OFFICER (KO) AUTHORITY. Only the KO has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the KO will be considered an unauthorized commitment and subject to ratification actions IAW FAR 1.602-3.

2.6. CONTRACTING OFFICER’S REPRESENTATIVE (COR). The Contractor shall coordinate all aspects of this requirement 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. The COR shall NOT direct or redirect any Contractor action(s). This can only be done by the KO.

2.7. AVAILABILITY OF FACILITY.

2.7.1. Hours of Service.

Bldgs. 129-S1 and 139-S1 at Sagami General Depot:

The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday including Japanese holidays (exclusive of the U.S. legal and other designated holidays listed below), during normal duty hours, 0800 - 1500 hours unless prior arrangements have been made with the COR.

Bldg. 100135 at Yokohama North Dock:

The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday including Japanese holidays (exclusive of the U.S. legal and other designated holidays listed below), during normal duty hours, 0800 - 1400 hours unless prior arrangements have been made with the COR.

Bldg. 690, CZ, Bldg. S-104, Sagamihara FHA:

The Contractor’s personnel will perform scheduled work on weekdays, Monday through Sunday including Japanese and U.S. legal holidays IAW para 1.2.3. (Exclusive of Commissary closure date), during normal duty hours, 0700 - 1500 hours unless prior arrangements have been made with the COR.

2.7.2. Legal American Holidays and Other Designated Holidays.

American Holidays 1 January New Year’s Days 3rd Monday in January Martin Luther King Jr.’s Birthday 3rd Monday in February President’s Day Last Monday in May Memorial Day 4th of July* Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day 11 November* Veterans Day 4th Thursday in November Thanksgiving Day 25 December* Christmas Day

Other Designated Holidays 11 August Mountain Day

1, 2 & 3 January New Year’s Days 29, 30 & 31 December Year End Days

Commissary Closure Days:

1 January New Year’s Days 4th Thursday in November Thanksgiving Day 25 December* Christmas Day

*Holidays falling on a Saturday will be observed on the preceding Friday, and holidays falling on a Sunday will be observed on the following Monday.

2.7.3. Arrangements of the Performance Time. Should the Contractor decide to perform any of the required services during other than the timeframe specified in Appendix B, the Contractor shall request approval prior to performance from the COR and shall do so at no additional cost to the Government.

2.8. SECURITY AND SAFETY REQUIREMENTS.

2.8.1. 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 for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation 190-13 for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

2.8.2 Security Requirements. The Contractor shall ensure each employee obtains all the required passes and identification items for access to U.S. Government’s installations. These items are issued by the Security Forces Pass and Registration Section. The 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 KO within 24 hours of termination.

2.8.3. Off Limit Signs. The Contractor shall provide warning and/or ”OFF LIMITS” signs in both English and Japanese and post them at the entrances of jobsite, and barricades around the jobsite while the equipment and/or systems are being serviced. The Contractor shall control all personnel desiring access into jobsite areas when work is in progress.

2.8.4. 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 DOD 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.

2.8.5. Photography Permission. The Contractor shall obtain COR approval prior to commencing any photography.

2.8.6. Reports of Damages, Destruction, Injury, or Death

2.8.6.1. 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. 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.

2.8.6.2. The Contractor shall submit these reports to the KO through the COR as follows:

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

(b) A complete written report shall be submitted within four (4) days (96 hours) after occurrence of the incident. A copy of this report shall be furnished to the COR.

2.8.6. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements. The Contractor shall comply with all pertinent requirements of the U.S. Army and USAG-J Fire Protection and Safety Regulations or Laws of Japan, whichever is more stringent, to insure compliance by all subcontractors.

2.8.8. Environmental Regulations. The Contractor shall comply with all U.S. Government and Japanese environmental laws (Japan Environmental Governing Standards), whichever are most stringent, to protect the health and safety of employees/residents, and preserve the local and global environment.

2.8.9. Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The Contractor shall immediately report spills or release of hazardous materials to the COR. The Contractor shall be liable for containment and environmental clean-up of spill or release of such substance. The Contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The Contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Material Safety Data Sheets (MSDS). Upon request of the COR, the contractor shall submit the MSDS to the COR.

2.8.10. Environmental and Hazardous Material Handling. The Contractor shall follow the installation Spill Prevention and Response Plan (SPRP) in case of a spill or release of Petroleum, Oil and Lubricant (POL) and/or hazardous substances. The Contractor shall immediately notify Fire and Emergency

Services, Directorate of Emergency Services, U.S. Army Garrison Japan of any spills that occur on the installation through the Emergency Phone Number. The Contractor will be liable for containment and clean-up of the site.

2.8.11. Delivery and Storage of Materials. All materials delivered and placed in storage shall be protected from the weather, humidity and temperature variations, dirt and dust, or other contaminants by the contractor.

2.8.12. 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.

2.8.13. Temporary Work Stoppage. In the event the Garrison Commander requests a temporary shutdown of the facility, the Contractor will be notified in writing by the KO. Any Government caused delays as a result of a temporary shutdown that may require an adjustment to the contract will be coordinated through the KO.

2.9. CLEANLINESS. The Contractor is responsible for cleanliness of the service areas. This includes, but is not limited to, washing, sweeping, dusting and other janitorial services necessary to maintain the area in a clean and sanitary condition. The Contractor shall furnish such supplies as required.

2.10. COMMERCIAL WARRANTY. The Contractor shall provide the Government with their commercial warranty. The Government shall receive the same warranty service as the Contractor’s most favored customers. If the services fail to be performed or otherwise fail due to workmanship or materials, the Contractor shall correct the affected area(s) at no additional cost to the U.S. Government. The Government reserves the right to reject any unserviceable or substandard item and to require replacement with a serviceable like item or acceptable quality item or to require full credit for the item.

2.11. CONSERVATION OF UTILITIES. The Contractor shall instruct employees in utility conservation practices. The Contractor shall be responsible for operating under conditions, which preclude the waste of utilities. The Contractor shall comply with additional energy policies upon notification by the KO.

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

2.12.1. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October each calendar year.

Contractors may direct questions to the Enterprise Contractor Manpower Reporting Application (ECMRA) help desk.

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

http://www.ecmra.mil/

SECTION 2

SERVICE SUMMARY

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.

SS Number and Performance Objective

PWS Paragraph Performance Threshold Method of Assessment

SS1. Daily Cleaning Services shall meet standards identified in PWS reference and common industry standards.

Para 1.1.

No more than two (2) defects per month

Periodic Inspection (Monthly)

SS2. Periodic Cleaning Services shall meet standards identified in PWS reference and common industry standards.

Para 1.2.

No more than one (1) defect per quarter

Periodic Inspection (Quarterly)

Note:

1. Adjustments to the method of assessment shall remain the unilateral right of the Government.

Contractor may not use the method of assessment for any excusable delay.

2. Defects shall be defined as failing to meet standards identified in the Performance Objectives of this Services Summary.

SECTION 3

APPENDICES

4. APPENDICES.

APPENDIX A Estimated Workload Data & Locations

APPENDIX B Building Cleaning Schedule

APPENDIX C Floor Plan

APPENDIX A

A-1. Estimated Square Footage Data & Locations.

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

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

Bldg. S-104 (CLIN 0001 and corresponding option CLINs).

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

Bldg. 690 (CLIN 0002 and corresponding option CLINs).

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

Bldg. 129-S1, Bay 1 & Bay2, (CLIN 0003 and corresponding option CLINs).

Kanto Plain CDC, Warehouse, Sagami General Depot *1,084.68 sq. ft.

Bldg. 139-S1, Bay 5, (CLIN 0003 and corresponding option CLINs).

Kanto CDC, Complex. Yokohama North Dock *7,489.00 sq. ft.

Bldg. 100135 (CLIN 0004 and corresponding Option CLINs).

A-2. Estimated Number. Seven (7) workers per day for all locations

* These numbers are approximate.

APPENDIX B

BUILDING CLEANING SCHEDULE

Requirement

Bldg. 690, Camp Zama

(5,135 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 (1,084.68

SF)

Bldg.

100135, Kanto CDC, Complex, Yokohama (7,489.00

SF)

1.1.1.1. Maintain

Floors and Grout.

0800 – 1000hr Turs - Tue

0700 – 0900hr Tue - Sun

0800 – 1500hr Mon - Fri

0800 – 1500hr Mon - Fri

0800 – 1400hr Mon - Fri

1.1.1.2. Clean

Floor Mats

0800 – 1000hr Turs - Tue

0700 – 0900hr Tue - Sun

Not Required

1.1.1.2. Vacuum

0800 – 1500hr Mon - Fri

0800 – 1500hr Mon - Fri

0800 – 1400hr Mon - Fri

1.1.1.3. General

Spot Cleaning

0800 – 1000hr Turs - Tue

0700 – 0900hr Tue - Sun

0800 – 1500hr Mon - Fri

0800 – 1500hr Mon - Fri

0800 – 1400hr Mon - Fri

1.1.1.4. General

Dusting

0800 – 1000hr Turs - Tue

0700 – 0900hr Tue - Sun

0800 – 1500hr Mon - Fri

0800 – 1500hr Mon - Fri

0800 – 1400hr Mon - Fri

1.1.1.5. Clean and

Disinfect

0800 – 1000hr Turs - Tue

0700 – 0900hr Tue - Sun

0800 – 1500hr Mon - Fri

0800 – 1500hr Mon - Fri

0800 – 1400hr Mon - Fri

1.1.1.7. Remove

Trash

0800 – 1000hr Turs - Tue

0700 – 0900hr Tue - Sun

0800 – 1500hr Mon - Fri

0800 – 1500hr Mon - Fri

0800 – 1400hr Mon - Fri

1.2.1.1. Strip, Scrub, Seal, and Wax Floors

0830 – 1300hr 1st Wed of each month

0830 – 1500hr 1st or 3rd Mon of each month

0800-1500hr Quarterly

1.2.1.2. Clean

In/Out-Door Windows

0800 – 1000hr Turs - Tue

0700 – 0900hr Tue - Sun

0800-1500

1.2.2. Shampoo

Carpeted Areas

Quarterly

1.2.3. Grease Trap

Cleaning

1.1.1.7. Remove Trash