Attch_1_-_PWS_(11_Jun_14).pdf

PERFORMANCE WORK STATEMENT

For

CUSTODIAL SERVICES

18 CES/CEOSS

Kadena Air Base Okinawa, Japan

11 June 2014

FA5270-14-R-0003

Attachment 1 PWS

SECTION A:

Administrative Industrial Facilities O&M and Tenant Units

Okinawa, Japan

18 CES/CEOSS

Kadena Air Base Okinawa, Japan

3 June 2014

Table of Contents

Section Number and Title Page Number

1.0 Description of Services 3

2.0 Service Summary 11

3.0 Government Furnished Property and Services 13

4.0 General Information 14

5.0 APPENDICES 20

Appendix A, AF Custodial Standards 21

Appendix B, Estimated Square Footages and Cleaning Level 31

Appendix C, Floor Plans and Maps 32

Appendix D, Required Reports/Forms 33

Appendix E, Banned Substances 38

Custodial Services Contract Bid Schedule 43

Customer Complaint 45

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services for Administrative Industrial Facilities O&M and Tenant Units are performed at Kadena Air Base, Okinawa Japan in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The Contractor shall provide all cleaning supplies necessary, with the exception of those specifically mentioned in para 3.2.1, to accomplish all cleaning tasks to meet the requirements of this Performance Work Statement (PWS) and the Service Summary (SS).

Maximum cleaning frequencies are established in Appendix A, Air Force Custodial Common Levels of Service Standards. Facility cleaning levels and estimated square footages are established in Appendix B, Estimated Square Footages and Cleaning Level. 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 all applicable laws, regulations, Headquarters 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 also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.2 Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. The contractor shall use efficient vacuum cleaners that shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed.

All tears, burns, and raveling shall be brought to the attention of the facility manager. Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.2.1 Extra Strip/Scrub/Seal/Wax Floors (733 AMS Bldg.3409 Air Terminal). In addition to services listed in para.1.1.1, the contractor shall perform one (1) additional strip/scrub/seal/wax services of the passenger terminal floors (a total of 2 x per year). After this service, floor surfaces including grout shall have a uniform clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

1.1.3 Stairways/Elevators/Handicap Lifts. Reserved.

1.1.4 Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats.

Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.1.5 Trash Collection/Removal (Centralized Locations). Occupants in Government facilities shall place trash in clear plastic bags in designated facility centralized locations (identified by the facility manager) on the scheduled cleaning day. The contractor shall remove trash from centralized location to the outside trash enclosure (dumpster). Trash cans in restrooms, saunas, locker rooms and laundry rooms shall still be emptied, liners replaced, and returned to the initial location by the contractor. The contractor shall not remove contents from a container marked "recyclable items". Facility managers are responsible for the removal of recyclable items.

1.2 Restrooms/Locker Rooms Cleaning Services:

1.2.1 Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, saunas, partitions, dispensers, doors, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

1.2.2 Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 1.1.1 by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.2.3 Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any supplies provided by the Government including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas whenever available (refer to para 3.1.1).

The contractor shall notify the facility manager if it appears insufficient supplies exist to support the next service date. If supplies run out prior to the next service date, the contractor shall refill with Government provided supplies provided by the facility manager within two hours of notification.

1.2.4 Drinking Fountains. Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected.

Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

1.2.5 Restroom Trash Removal (Laundry/Sauna/Locker room). All trash containers in restrooms and locker rooms shall be emptied, trash disposed, and containers returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

1.3 Periodic Cleaning Services.

1.3.1 Periodic Hard Floor Maintenance. Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

1.3.2 Periodic Carpet Restorative Cleaning. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

1.4 Special Cleaning Requirements:

1.4.1 Child Development Center (CDC). Designated CDC facilities shall be maintained in accordance with AFI34-248 Child Development Centers, summarized below and in Appendix A.

Kitchen areas are not part of the contractor’s responsibility for cleaning. The operational duty hours for the CDC(s) are from 5:45 a.m. to 6:00 p.m. (0545 – 1800). However, and Shima No Ko (Bldg 4081) will operate one Saturday per month from 8:00 am to 6:30 pm (0800 – 1830). All cleaning requirements will be performed either before or after CDC operational duty hours except for any cleaning requirement standard performed more than 1 time daily. For those specific cleaning requirements of 2 or more times daily at least one cleaning will be performed during operational duty hours. Daily floor cleanings shall be accomplished during operational duty hours as indicated in Appendix A.

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

1.4.2.1 In accordance with DoDI 1402.5, “Criminal History Background Checks on Individuals in Child Care Services,”, a Criminal history background check must be initiated and completed for each contractor employee before being allowed to work in the Child Development Centers and Youth Centers. The Services Squadron Security Monitor shall receive and process the results of all background checks. All results shall be maintained by the CDC Director. The following steps are required to process the background check.

a. An Installation Records Check (IRC). Reserved.

b. State Criminal History Repository Check. Reserved.

c. National Agency Check (NAC). Reserved.

d. Record re-verification of the IRC and a Defense Central Index of Investigations

(DCII). Reserved.

e. All contract workers shall sign a statement indicating whether or not they have been arrested or convicted of any crime involving children, drugs, or alcohol. (AFI 34-248, 5.3.3)

f. Host-government law enforcement and security agency checks at the city, state

(province), and national level by the laws of the host government.

1.4.2.2 Criminal Background History Check Procedures. The Contractor shall initiate a Criminal Background History Check for all contractor employees. The criminal background history check must be completed before the contract employee is authorized to work in the CDC and Youth Center. The Security Monitor shall receive and processes the background check report. An unfavorable or derogatory report would include, but not be limited to, the following applicable crimes: any charge or conviction for a sex crime, an offense involving a child victim, a substance abuse felony, or a violent crime. The Security Monitor shall identify all report results whether favorable, unfavorable or derogatory to the Contracting Officer (CO). The CO shall provide the appropriate documentation for the CDC Director’s file. No contractor employee shall be allowed to work on Kadena Air Base, Japan with an unfavorable or derogatory report.

a. Installation Records Check (IRC). Reserved.

b. National Agency Check (NAC). Reserved.

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 DoDI 5400.11-R. The CO shall inform the contractor of employees whose criminal history background checks result in an unfavorable or derogatory report. The contractor shall immediately remove this employee from their service at the CDC or Youth Center.

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, and or Youth Center shall be required to attend annual training on child abuse prevention, identification and reporting.

(AFI 34-248, 5.4.4) The training will be conducted during normal duty hours by a Government certified trainer. It shall be the Contractor’s responsibility to ensure new employees working at the CDC, and or Youth Center receives this training.

1.4.4 Immunizations. All Contractor employees assigned to the CDC, and or Youth Center shall be free of communicable diseases to include tuberculosis, prior to entering either facility.

All contract employees must have the following current immunizations required by AFJI-48-110, “Immunizations and Chemoprophylaxis” prior to an employee being allowed to work. The Contractor shall be responsible for providing certification that all of his/her employees meet the above conditions. Payment for any required immunizations will be incurred at the Contractor’s expense.

Mumps Measles Rubella Tetanus Diphtheria Polio Hepatitis B Varicella Tuberculosis Skin Test

1.4.4.1 Required Documentation. The Contractor shall provide a summary spreadsheet listing of all employees proposed to work in CDC and/or Youth Center with the employees name, position, date background checks were initiated and completed, date child abuse training was completed, certification that immunization requirements have been met, and employee statement (1.4.2.1, e.) for assignment to work in the CDC and or Youth Center. 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 and/or Youth Center. It shall be the Contractor’s responsibility to update the spreadsheet as necessary. Contractor employees shall submit a negative test report from the Health Department or their doctor and current immunization records to the CDC Director prior to starting work on an annual basis.

1.4.4.2 All employees shall wear a nametag or other identifying apparel (AFI 34-248, 8.7.7).

Nametag or other identifying apparel shall display the company’s name in English.

1.4.5 Cleaning Requirements Child Development Center. Physical contact with children shall not be allowed, and contractor employees shall not be alone with children unsupervised.

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

Cleaning Solution: Use 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 US EPA, and be stated on the label.

- Examples:

- Liquid chlorine bleach (without scent), one-quarter (1/4) cup (5.25% sodium hypochlorite) in one (1) gallon of water (or 1 Tablespoon bleach in 1 quart water), made fresh daily.

- Quaternary Ammonium Compound mix at 400 ppm or as directed and confirm with test papers.

- Pine Oils (must be at least 70% pine oil) follow manufacturer’s directions.

- Commercial Disinfectants follow manufacturer’s instructions.

Sanitizing Solution: 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.

- Examples:

- Liquid chlorine bleach (without scent), 1 Tablespoon (5.25% sodium hypochlorite) in one (1) gallon of water, made fresh daily; must be left on for 2 minutes to be effective.

- Quaternary Ammonium Compound mix as directed and confirm with test papers. Check with label to ensure it is recommended for food surfaces. Ammonium compounds are deactivated by soap and detergents and may not protect against all bacteria. Follow manufacturer’s instructions and allow time to work.

1.4.5.2 Cleaning Products Approval. The Contractor shall provide a list of all cleaning products to be used in CDCs and Youth Centers to the directors of those facilities to ensure that the cleaning products are suitable for use in a child care environment. The cleaning products which include warnings that they may not be used in areas occupied by children cannot be used.

Chemical air fresheners are not permitted. All chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a locked closet inaccessible to children.

1.4.5.3 Cleaning Equipment/Materials. Trash, mops, brooms, and cleaning buckets shall be inaccessible to children.

1.4.5.4 Clean/Sanitize Tables. The Contractor will clean tables used for eating after each meal and will sanitize daily. The Contractor will sanitize all other remaining tables daily.

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

Reserved.

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.

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 and adjacent walls (up to height of four feet) will be cleaned with hot water and detergent and 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. The Contractor shall sweep and mop the children’s bathroom floors twice a day first with hot water and detergent and then sanitized with the bleach water solution.

1.4.5.10 Non-Carpeted Floor Maintenance. The 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. The 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. The Contractor shall steam clean all carpet in accordance with the standards as listed in Appendix A, preferably on weekends or after operating hours, to ensure carpets are completely dry when children are present.

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

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

1.4.5.15 Stock Restroom/Facility Supplies. The Contractor shall ensure restrooms and facility supplies are sufficiently stocked so any supplies provided by the Government including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas whenever available (refer to para 3.1.1). If supplies run out prior to the next service date, the contractor shall refill with Government provided supplies provided by the facility manager within two hours of notification.

1.4.5.16 Dusting. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 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 Clean Drinking Fountains. Clean drinking fountains with sanitizing solution once daily.

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

1.4.6 Special Requirements and Level 4 Cleaning. The contractor shall accomplish all cleaning tasks IAW 1.1, 1.2, 1.3 and 1.4 as appropriate, for Special Requirement Facilities (Youth Center, School Age Program, Fitness Center), identified in Appendices A and B, in order to meet the requirements of this PWS and the Service Summary (SS). Minimum cleaning frequencies are established in Appendix A, AF Common Levels of Service Standards.

1.5 Contractor Provided Equipment and Supplies.

1.5.1 Contractor-Furnished Equipment/Vehicles. The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle in English 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 a U/L (Underwriters Laboratory) listing or a local Japanese equivalent.

Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The CO or contracting officer representative (COR) may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

1.5.1.2 The contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from performing any requirement contained in this contract.

1.5.2 Contractor Furnished Restroom Supplies. Reserved.

1.6 Miscellaneous Requirements

• Turn off unnecessary lights

• Report fire hazards, conditions, and items in need of repair to the COR

• Turn in lost and found articles to the COR

• Notify COR when unauthorized or suspicious persons are seen on the premises

• Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

• The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk of injury to any personnel that are present.

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 provide information on contract requirements, the expected level of contractor performance and the expected method of Government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first 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

Remedy 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 5 valid defects per month

Re-performance Within 2 hours of notification

Periodic Validation, customer complaint

SS-2

Restrooms/Locker Rooms Cleaning Services

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

e. Trash Removal

1.2, inclusive

No more than 2 valid defects per month

Re-performance Within 2 hours of notification

Periodic Validation, customer complaint

SS-3

Quality Control Inspection procedures are followed and documented in accordance with Contractor’s Quality Control Plan (incorporated into contract after award).

2.1 1 valid defect per month

Contractor shall provide a written Corrective Action Report.

Periodic Validation, customer complaint

SS-4

Special Requirements

a. Child Development Center(s)

b. Fitness Center

c. Youth Center

d. School Age Program

1.4, inclusive

No more than 3 valid defects per month

Re-performance Within 2 hours of notification

Periodic Validation, 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 valid defects per month

Re-performance Within 2 hours of notification

Periodic Validation, customer

2.1 Quality Control The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The 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 paragraph 2, Service Summary.

2.2. Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

Defects found during periodic validation shall be re-performed within 2 hours of notification.

2.3 Performance Assessment.

2.3.1 Validations. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s incorporated Cleaning Frequency Schedule (CFS, PWS paragraph 4.19). Validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. The CFS or modified version thereof, shall be used for COR scheduled inspections and results documentation.

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

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

Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.2 Customer Complaints. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be re-performed within 2 hours of notification. Notifications will be made during duty hours (notifications are generated through periodic validations and customer complaints which will be validated by the COR).

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

Exceeding the performance threshold for performance objectives for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4 Periodic Quarterly Progress Meetings. The CO, Functional Commander, COR, other Government personnel as appropriate, and the Contractor shall periodically 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 and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the Contractor not concur with the minutes, the Contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Government Furnished Facilities. Reserved.

3.1.1 Janitorial Closets. Janitorial closets will be provided in facilities for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials whenever space is available. The Contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet.

Closets provided for janitorial service use will be locked if locks are available. The government will not be responsible for Contractor’s stored supplies or equipment kept in the building or janitor’s closets or for the Contractor’s employees’ personal belongings. However, if space is not available, the Contractor shall be responsible to provide its own storage location. The G overnment reserves the right not to allow the C ontractor to keep a closet or storage in its facility.

3.2 Government Furnished Supplies and Equipment.

3.2.1 The Government, through the facility custodians, will furnish the items listed below:

a. Paper Towels

b. Clear Plastic Trash Can Liners

c. Toilet Tissue

d. Hand Soap

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

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

3.4 Telephone Service. Reserved.

3.5 Security, Fire and Medical Services. The Government 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.

3.6 Solid Waste Collection and Disposal. The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS.

The contractor shall adhere to all base level recycling programs when disposing of any items while performing duties.

3.7 Mail Service. Reserved.

4. General Information

4.1 Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor is not required to perform services on Federal Holidays.

4.1.1 Normal Base Hours. Base hours of operation are From 7:30 a.m. to 4:30 p.m. (0730 – 1630), Monday through Friday. The only exceptions are the Child Development Center that operated from 5:45 a.m. to 6:00 p.m. (0545 – 1800), Monday through Friday, and military exercises, contingency operations, weekend hours (Shima No Ko Bldg 4081 will operate one Saturday per month from 8:00 am to 6:30 pm (0800 – 1830), or weather emergencies. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the Government.

4.1.2 Base Wide Facilities, Hours of Operation. The contractor shall perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services under this contract during the following shift hours. Under periodic cleaning services, buffing floors, floor maintenance and shampooing carpets shall be accomplished during the Night Shift or Late Night Shift.

Day Shift - Monday-Friday, if applicable Saturday and Sunday 7:00 am through 4:00 pm Night Shift - Monday-Friday, if applicable Saturday and Sunday 4:00 pm through 12:00 am Late Night Shift - Monday-Friday, if applicable Saturday and Sunday 12:00 am through 7:00 am

4.1.3 Child Development Center (CDC), Hours of Operation. The operational duty hours for the CDC(s) are from 5:45 a.m. to 6:00 p.m. (0545 – 1800). All cleaning requirements will be performed either before or after CDC operational duty hours except for any cleaning requirement standard performed more than 1 time daily. For those specific cleaning requirements of 2 or more times daily at least one cleaning will be performed during operational duty hours. Daily floor cleanings shall be accomplished during operational duty hours as indicated in Appendix A.

4.3.2.1. CDC Hours of Operation Other Than Normal. There will be mission situations that require the contractor to work other than normal hours. Some of these situations are military exercises, contingency operations, weekend hours (Shima No Ko Bldg 4081 will operate one Saturday per month from 8:00 am to 6:30 pm (0800 – 1830), or weather emergencies.

Operational hours during these events shall be as identified in the pre-performance conference and be provided on a cost reimbursement (hourly), not to exceed, basis in accordance with bid schedule contract line item 0019. Days of service could include weekends. The facility manager or supervisor shall notify the COR at least one week prior to a scheduled exercise requesting service for hours of operation other than normal.

4.2 Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day past the holiday observance.

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. According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air

Force implementation thereof, unless otherwise directed by an authorized Government representative, it is determined that Custodial Services requirements under this PWS are essential to be performed during a crisis.

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

4.6 Cleaning and Restroom Supplies. The contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the CO not later than the pre-performance conference for acceptance by the CO. After award, any new cleaning supplies added to the contract will need acceptance before being used on the installation. The cleaning inventory supply list shall contain the following information:

Product name Manufacturer Item use Disposal procedures if material remains after usage Storage of item

The contractor shall be responsible for the proper disposal of all their cleaning supplies.

A material safety data sheet (MSDS) shall also be provided for each cleaning and restroom supply item in English and employees will be trained, by the Contractor, on the proper use and disposal of each item. All cleaning supplies shall be non-flammable.

NOTE: Products containing chlorofluorocarbons (CFC’s) or ozone depleting substances shall not be allowed or approved for use. Products containing phenolic compounds, such as “Lysol” shall not be allowed or approved for use in Child Development Centers.

4.6.1 Hazardous Material Identification. Material Safety Data Sheets (MSDS) are required as specified in the latest version of JEGS, Chapter 5 in addition to Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a Government technical representative as potentially hazardous and requiring safety controls.

MSDSs must be submitted by the Contractor upon contract award. Failure to provide MSDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

4.7 HAZMART. The Government (HAZMART personnel) will inventory all chemicals that the Contractor brings on to Kadena Air Base or any property under the control of Kadena Air Base.

Any products that meet the criteria of “Hazardous Waste” must be bar coded and tracked until permanently removed from Government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in JEGS, Chapter 6.

4.7.1 Spill Response. The Contractor will be briefed on Kadena Air Base spill response procedures at the pre-performance conference. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the Government for all associated costs.

4.8 Hazardous Material/ Waste Management. The Contractor will be briefed on Kadena Air Base Hazardous Material / Waste Management Plan at the pre-performance conference.

4.9 Hazardous Material Handling. The Contractor shall have approval from the Base Bio- Environmental (BEE) and HAZMART sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The Contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material Authorization Request, Process Identification Form, and Shop Disposal Form. The Contractor shall provide one copy of the MSDSs for each item to BEE and HAZMART sections for review prior to any chemicals being brought onto Kadena Air Base. The Contractor shall maintain one copy of the MSDSs for each hazardous material line item used within the work center.

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

4.10 Training. See Paragraph 1.4.3.

4.11 Traffic Laws. The Contractor and its employees shall comply with base traffic regulations.

4.12 Weapons, Firearms, and Ammunition. Reserved.

4.13 For Official Use Only (FOUO). The Contractor shall comply with DoD 5200.01, vol. 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.14 Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.

4.15 Physical Security. The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for Contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

4.16 Contract Manager. The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the CO telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the CO the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The contract manager, and alternate(s), must be able to read, write, speak, and understand English.

4.17 Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo in English. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.18 Key Control. Contractors will not receive keys to any facilities, and must coordinate through the COR and Facility Managers to gain access to facilities.

4.19 Schedules. The contractor shall submit an annual schedule for services described in PWS paragraphs 1.1.1, 1.1.2, 1.1.3, and Appendices A and B to the CO for acceptance at the pre-performance conference, identifying facilities by building number in numerical order, and approximate time cleaning will occur. The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic, special requirements identified in PWS paragraph 4.1.2.1, minimum frequencies listed in Appendix A and with facility managers as appropriate.

This second work schedule shall be submitted to the CO for acceptance within 10 days after the first contract month period and shall be known as the Cleaning Frequency Schedule (CFS). The contractor shall provide the CFS to each facility manager (identified in Appendix B) and not deviate from the accepted schedule without prior approval from the CO or COR. Any permanent changes to the CFS must be submitted 10 days before implementation and receive CO acceptance before the Government will allow the proposed changes. The CFS may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software. A facility manager contact list will be provided to the Contractor at the pre-performance conference and updates to this list will be the responsibility of the COR.

4.19.1 One time (non-permanent) schedule changes due to customer requests or base exercises shall be submitted to the COR and do not require CO approval.

4.20 Contract Modifications. Contract modifications shall only take effect when approved in writing by the CO and the contract is modified.

4.20.1 Existing Facility Floor Plan Changes. Modifications for a price increase or decrease to the contract shall only be made when the overall identified “cleaning area” square footage, as identified in Appendix B, of a facility increases or decreases or a frequency of cleaning service changes. Modification unit pricing shall be implemented as identified in paragraph 4.20.3, below.

4.20.2 New Facility and/or New Facility Addition. Modifications for a price increase to the contract shall only be made when a new facility or addition is officially added to the contract and identified in Appendix A and B, with all information agreed upon. Modification unit pricing shall be implemented as identified in paragraph 4.20.3, below.

4.20.3 Modification Unit Pricing. The contractor’s annual bid price for each bid schedule contract line item under Levels 1, 2, 3 and 4 services shall be divided by the total square footage of that particular category as identified in Appendix B (total of restroom column sf - for restroom $/sf; total of carpet and hard floor columns sf - for basic cleaning $/sf and for periodic cleaning $/sf). The resultant figures represent three distinct prices per square foot per year ($/square foot per year) one for each type of cleaning service and shall be used for modifications stated above.

The overall custodial cost per year for a particular facility would then be addition of the three figures multiplied by the appropriate square footages as identified in Appendix B. The modification unit pricing shall be calculated upon contract award and then recalculated at the beginning of each option period. Those figures shall be used for any modifications throughout each contract performance period.

4.20.4 Wage Increases. Reserved.

4.21 Contracting Officer (CO) and Contracting Officer Representative (COR). The CO will appoint a primary and alternate representative for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the Contractor after contact award.

4.22 Safety Requirements and Reports. Reserved.

4.23 Contractor Manpower Reporting.

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

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

http://www.ecmra.mil/

5.0 APPENDICES. The government will make all publications, forms, references and report formats listed available. Publications can be accessed on-line at http://www.e-publishing.af.mil/ and at http://www.dtic.mil/whs/directives/corres/pub1.html . Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract.

The Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal and obtain prior approval.