Attch_1_-_Commissary_Custodial_Service_PWS-5_Aug_14.pdf

RFP NO. FA5270-14-R-0040

Attachment 1, Performance Work Statement

PERFORMANCE BASED WORK STATEMENT

FOR

CUSTODIAL SERVICES

Defense Commissary Agency

Kadena Air Base, Japan

July 25, 2014

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 2-6

2 SERVICES SUMMARY 6-7

3 GOVERNMENT-FURNISHED PROPERTY, 7-8

SERVICES, EQUIPMENT, AND SUPPLIES

4 CONTRACTOR-FURNISHED EQUIPMENT AND SUPPLIES 9-10

5 GENERAL INFORMATION 10-21

6 APPENDICES 22

1. DESCRIPTION OF SERVICES.

1.1. INTRODUCTION.

The contractor shall furnish all personnel, supervision, supplies, equipment, tools, materials and other items and services as necessary to perform custodial tasks in accordance with (IAW) this

Performance Work Statement (PWS) at the Kadena Commissary located at Bldg. 407 on Kadena

Air Base, Okinawa, Japan.

1.2. BASIC SERVICES.

1.2.1. The contractor shall perform all tasks described in this section to include day and night custodial services and service frequencies to maintain a sanitary, healthy, and safe environment for our patrons and employees at Kadena Commissary. The designated custodial areas are shown in APPENDIX A.

1.2.1.1. Day Custodial. Day custodial refers to custodial tasks that are normally done during hours when the commissary is open for business, when custodial care is generally limited to rapid response and quick fix action necessary to maintain clean and safe conditions.

1.2.1.2. Night Custodial. Night custodial refers to custodial that require much deeper and more extensive operations that cannot be performed during day custodial coverage. Although the

Government generally expects the contractor to do night custodial tasks during the day, the

Contracting Officer’s Representative (COR) and the contractor may mutually agree that the contractor do certain night custodial tasks during hours of daylight or during commissary operating hours. The criteria for any such agreements shall not change the terms and conditions of the contract, costs, interfere with other custodial tasks, or patron's shopping experience.

1.2.2. Exclusions. The following departments and sections are excluded from this Custodial

PWS: Meat Department processing, preparation, backup storage area, and interior of display cases; Produce Department processing, preparation area, backup storage area, and interior of display cases; Dairy department backup storage area and interior of display cases; Frozen/chill food backup storage area and interior of display cases; Contracted service operations such as bakery, deli, and sushi; Receiving/Storage/Holding Area (RSHA) operations and value mart area.

1.2.3. Facility Cleaning Services.

1.2.3.1. General. Proper floor maintenance results from a program of care that includes:

consideration of the age and type of floor covering and of specifications for care provided by manufacturers or industry groups; use of equipment, supplies, and procedures that are consistent with specifications for floor type. In addition, floor maintenance operations include removing splash marks, floor cleaning solutions and mop streaks from baseboards, furniture, trash receptacles, gondolas, display cases, shelf bases, checkout stands, display case bumper guards, and other store fixtures.

1.2.3.2. Non-Carpeted Floors. Non-carpeted floors or hard floors include vinyl tile, ceramic tile, wood, concrete, and other tile materials. 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.

1.2.3.3. 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. Walk-off and regular mats 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.

1.2.3.4. 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. Mats must be returned to their normal location.

1.2.3.5. Trash Collection and Removal. The contractor will be responsible for trash collection in the restrooms, locker rooms, commissary exterior, and designated centralized locations. Trash cans shall be emptied, liners replaced, and returned to the initial location by the contractor. All trash receptacles shall be left clean, free of foreign matter, and free of odors. In other areas not designated, occupants in Government facilities shall place trash in clear plastic bags and dispose in designated facility centralized locations, which is identified by the COR, on the scheduled cleaning day. The contractor shall remove all trash from centralized locations to the outside trash dumpster whenever necessary.

1.2.4. Restrooms and Locker Room Cleaning Services.

1.2.4.1. Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, stalls, stall doors, entry doors, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. 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. 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. Contractors must continuously check every two (2) hours to maintain cleanliness standards in all restrooms.

1.2.4.2. Restroom Floor Care. All floor surfaces shall be maintained in accordance with para.

1.2.3.2. 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. The floors should be mopped with proper cleaning solution based on floor material.

1.2.4.3. Stock and Restock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any supplies provided by the Government including toilet paper, paper towels, hand soap, and clear plastic trash bags do not run out. Supplies shall be stored in designated areas for availability. The contractor shall notify the COR two (2) weeks prior to support the next service date. Contractors must continuously check every two (2) hours for sufficient bathroom supplies.

1.2.4.4. Restroom Trash Removal. All trash containers in restrooms 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. In accordance with the approved annual custodial schedule, the Contractor shall coordinate periodic cleaning schedules with the COR.

1.3.2. Wash/Wax/Buff Floors. The contractor shall perform monthly wash, wax, and buff services for all hard floor surfaces. Hard floors shall be cleaned, scrubbed, polished, and waxed 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.

1.3.3. Stripping/Seal Floors. The contractor shall perform stripping and sealing services twice a year or when necessary to maintain a uniform glossy appearance on all hard floor surfaces. A uniform glossy appearance is free of heel marks, wax build-up, and other stains and discoloration. Chemicals used should not damage the floor material.

1.3.4. Shampoo Carpet. In addition to services listed in para. 1.2.3.3., the 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 REQUIREMENTS.

1.4.1. Other Non-Carpeted Floors. All other floors shall be swept, mopped with hot water, and sanitized with the bleach water solution daily. Please refer to para. 4.3.4. for proper sanitation solutions.

1.4.2. 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, and etc. High dusting is needed for shelves.

1.4.3. 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. This requirement only applies to the first floor. This requirement only applies to the first floor, especially the customer entrance and exit area.

1.4.4. Clean Drinking Fountains. Contractor shall clean all facility drinking fountains with sanitizing solution once daily. 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.

1.4.5. General Spot Cleaning. During these general spot cleaning operations, the contractor shall take appropriate precautions, such as blocking off unsafe areas, or posting “wet floor” caution signs as needed to prevent injury to employees and patrons. Contractor shall perform spot cleaning if a potential safety hazard arises upon notice. These conditions may be the result of broken merchandise containers, spills, patron traffic, accumulation of debris or trash of any sort, inclement weather, personal injury, which may involve blood or other potentially infectious materials, and human waste.

1.4.5.1. With Government Notification. When the Government finds unclean or unsafe conditions, the Government will notify the contractor of such conditions. Within five (5) minutes of notification by the Government, the contractor shall begin taking whatever action may be necessary to clean up or remove the condition identified.

1.4.5.2. Without Government Notification. When Contractor personnel find an unclean or unsafe condition in any of the areas described above, they shall take whatever action may be necessary to clean up or remove the condition without notification by the Government. Within five (5) minutes, the Contractor shall begin taking whatever action may be necessary to clean up or remove the condition identified.

1.4.6. Commissary Exterior Cleaning. As outlined in para. 1.2.3.2., contractors must also maintain these standards around the commissary’s exterior as shown on APPENDIX A. This requirement includes 50ft. of commissary’s overall perimeter.

1.4.7. Emergency Cleaning. As required service only. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours. In the event of typhoon, fire, flood, hurricane, tornado, other acts of God, power outage, or similar emergency or disaster, only the Contracting Officer or COR may contact the contractor and request contractor support. If the contractor agrees to perform work in response to any such request there will be no additional cost for the government. The contractor shall perform emergency or special event cleaning required in any areas that need attention. Contractor is given two (2) hours to respond to such a request. Such a request can include, but not limited to, clean-up of overflowing floor drains, ceiling leaks covering sales floor, broken glass, spills, foreign matter clean up due to occupants illness, and etc.

2. SERVICES SUMMARY.

The contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the

Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control.

SS-1: Facility Cleaning Services

Performance Objective PWS Para.

Performance

Threshold

Non-Carpeted Floors 1.2.3.2.

Sweep and Mop 1.2.3.2. Daily

Carpeted Floors 1.2.3.3. 1 x Week

Clean Floor (Walk-Off) Mats. 1.2.3.4. Daily

Trash Collection and Removal 1.2.3.5. Daily

SS-2: Restrooms and Locker Room Cleaning Services.

Performance

Threshold

Clean and Disinfect 1.2.4.1.

Mirrors, Walls, and Partitions 1.2.4.1. Daily

Restroom Sinks 1.2.4.1. Daily

Descale Urinals & Toilets 1.2.4.1. Daily

Restroom Floor Care 1.2.4.2. Daily

Stock and Restock Restroom Supplies 1.2.4.3. Daily

Restroom Trash Removal 1.2.4.4. Daily

SS-3: Periodic Cleaning Services

Performance

Threshold

Wash/Wax Hard Floors 1.3.2. Monthly

Strip/Seal Floors 1.3.3. 2 x Year

Shampoo Carpet 1.3.4. Quarterly

SS-4: Special Requirements

Performance

Threshold

Other Non-Carpeted Floors 1.4.1.

Clean and Mop Floors 1.4.1. Daily

Dusting 1.4.2.

Low Dusting 1.4.2. Monthly

High Dusting 1.4.2. 2 x Year

Windows/Interior Glass 1.4.3. 1 x Week

Clean Drinking Fountains 1.4.4. Daily

General Spot Cleaning 1.4.5., inclusive Daily

Commissary Exterior Cleaning 1.4.6. Daily

Emergency Cleaning 1.4.7. As required.

3. GOVERNMENT-FURNISHED PROPERTY, SERVICES, EQUIPMENT, AND

SUPPLIES

3.1. Government-Furnished Property. The Government will furnish and/or make available the commissary facilities identified in APPENDIX A for performance of work under this contract.

These facilities have been inspected for compliance with safety regulations. No hazards have been identified for which workarounds have been established. The Government will correct (if necessary) hazardous conditions in accordance with Government developed and approved plans of abatement taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contracting initiative.

The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists, or that workaround procedures will not be necessary or that the facilities as furnished will be adequate to meet the responsibilities of the contractor. The contractor is responsible for ensuring contractor employees comply with the requirements of DoD, DeCA, and installation safety regulations. The Government will assume no liability or responsibility for the contractor's compliance or noncompliance with such responsibilities with the exception of the aforementioned responsibility to make corrections IAW approved plans of abatement.

3.2. Government-Furnished Services. The Government will furnish the following facility-related services:

3.2.1. Building Maintenance. Service will be provided by the Government. However, the contractor shall notify the Government in writing or verbally when repairs or maintenance to commissary facilities are required. The contractor shall not alter commissary facilities without specific prior written approval from the Contracting Officer. At the end of the contract performance, the facilities used in the performance of the required services shall be in the same condition as when contractor performance began, fair wear and tear and approved modifications excepted.

3.2.2. Utilities. The Government will provide the utilities necessary to perform all operations required by this contract.

3.2.3. Insect, Pest, and Rodent Control. Service will be provided by the government.

However, the contractor shall notify the Government when insect, pest, or rodent activity is discovered.

3.2.4. Bulk Refuse Pickup and Disposal. The Government will provide bulk refuse disposal.

3.2.5. Telephone. The Government will provide access to local telephone service installation and surrounding community. The local service is limited to use for official Government business only. Internet access will not be provided.

3.3. Government-Furnished Equipment and Supplies.

3.3.1. Equipment. The government will not provide any operating equipment needed to meet the requirements in this contract.

3.3.2. Supplies. Government will only supply the contractor with the following items listed below. Other cleaning supplies will be procured by the contractor at no additional cost to the

Government.

Hand soap

Paper towel

Toilet paper

Clear trash bags

3.3.2.1. Supply Storage (Janitorial Closets). Janitorial closets will be provided for the purpose of storing supplies, 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.

3.3.2.2. Equipment Storage. A designated equipment storage area will be provided in RSHA.

The area will be designated by the COR.

3.3.2.3. Trash Receptacles and Covers. Trash receptacles and covers will be provided. These will be located throughout the designated areas.

3.3.2.4. Employee Lockers. Contractors may request from COR based on locker availability.

Contractors must abide by commissary policies and regulations when using a locker. Use of

DeCA locker requires acknowledgment of DeCA’s locker agreement.

4. CONTRACTOR-FURNISHED EQUIPMENT AND SUPPLIES

4.1. Except for those items or supplies specifically stated as Government-furnished in the contractor shall furnish everything required to perform the work described in this contract.

4.2. Equipment.

4.2.1. Contractor-Furnished Equipment. The contractor is solely responsible for ensuring they have a sufficient equipment inventory to fulfill the requirements of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment is down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from performing any requirement contained in this contract. The contractor shall provide and maintain all equipment to perform the requirements of this contract.

The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site.

4.2.2. Compliance with Equipment Standards. All contractor-furnished equipment shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing or a local Japanese equivalent, as well as comply with all applicable DeCA, installation, and other nationally recognized consensus standards. The Government reserves the right to require the contractor to remove from the commissary premises any contractor-owned property that does not meet such standards, that is not being used for its intended purpose, or that the Government determines may cause damage or destruction to commissary facilities or property.

4.3. Supplies.

4.3.1. Operating Supplies. The contractor shall furnish all operating supplies necessary to meet the requirements of this contract except those listed in para. 3.3.2. inclusive.

4.3.2. Cleaning Supply Requirements. The contractor shall furnish a listing of all cleaning supplies utilized during the contract period to the COR. After award, any new cleaning supplies added to the contract will require CO and COR 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

Material Safety Data Sheets (MSDS)

If the product is written in Japanese, the contractor must be able to provide the information above in English.

4.3.3. Prohibited Chemicals. Products containing chlorofluorocarbons, ozone depleting substances, and other banned chemicals shall not be allowed or approved for use.

4.3.4. Disinfecting, Cleaning, and Sanitizing Solutions. The contractor shall store cleaning solutions in a non-brand name container and clearly labeled as “BLEACH WATER”.

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

b. 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.)

c. 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; and 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.

5. GENERAL INFORMATION.

5.1. QUALITY CONTROL.

The contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services

Summary.

5.1.1. The government shall rely on the contractor's existing quality assurance systems as a substitute for government inspection and testing, when contracting for commercial services, unless market research indicates otherwise.

5.1.2. Quality Control Plan. The contractor shall provide a complete Quality Control Plan

(QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the requested services listed in the PWS.

The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall submit to the Contracting Officer for review no later than 40 days from contract award. The contractor shall update the plan as changes occur and changes shall be submitted for review by the Contracting Officer. The contractor’s QCP shall contain, as a minimum, the following items annotated from para. 5.1.2.1.

until 5.1.2.5.:

5.1.2.1. Inspection System. The contractor shall establish an inspection system that covers all the services to be performed under this contract. The inspection system shall identify the areas and items to be inspected, methods of inspection, inspection frequency, and the name(s) and title(s) of the person(s) who shall perform the inspection.

5.1.2.2. Methods of Identifying Deficiencies. The contractor shall establish methods for identifying (and preventing) deficiencies in the quality of services performed before the level of performance becomes unacceptable.

5.1.2.3. Documentation Inspections and Results. The contractor shall establish checklists for documenting all inspections conducted along with corrective actions taken. This documentation shall be immediately available to Government representatives designated by the Contracting

Officer at any time during the term of the contract. Moreover, contractor must provide description how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

5.1.2.4. Performance Contingency. The contractor shall establish procedures for no disruption of service. Contractor must notify COR of possible contract disruption, how the contractor will perform all work with no disruption.

5.1.2.5. Record Retention. Records of inspections shall be kept and made available to the

Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

5.2. QUALITY ASSURANCE.

The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

5.2.1. The Contracting Officer’s Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

5.2.2. The COR(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

5.2.3. Any matter a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).

5.2.4. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or authorized representative(s).

5.2.5. Government Observations. Government personnel, other than contracting officers (COs) and CORS, may from time to time, with CO coordination, observe contractor operations.

However, these personnel may not interfere with contractor performance or make any changes to the contract.

5.2.6. Government Performance of Work. The Government reserves the right to perform any work covered by this contract when required to provide patron support. Such actions do not constitute a breach of contract by the Government. The Contractor will not be paid for services performed by the Government.

5.3. SECURITY REQUIREMENTS.

Security and base access requirements are contained in clause 5352.242-9000 “Contractor

Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

5.3.1. Installation Access. The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa prior to start to work and during emergency events. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting

Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

5.3.2. Denial of Installation Access: Contractor employees may be denied access to the military installation by the installation law enforcement officials if it is determined that such entry may be contrary to good order, discipline or the security of the installation. The installation may bar contractor employees from entering the military installation under the provisions of Title 18, United States Code Section 1382.

5.3.3. Motor Vehicle Registration: Prior to commencing work contractor employees shall register their vehicles in accordance with (IAW) the installation motor vehicle registration regulations.

5.4. PHYSICAL SECURITY.

The security of the equipment and supplies is the responsibility of the contractor. The

Government will not be responsible in any way for loss or damage occasioned by fire, theft, accident, or otherwise to the contractor's materials, supplies or equipment stored on Government property. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

5.4.1. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons.

5.4.1.1. The contractor shall immediately report the occurrences of a loss of duplicate key to the contracting officer.

5.4.1.2. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, re-key or replace the affected lock or locks;

however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

5.4.1.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

5.4.2. Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s

Quality Control Plan.

5.5. HOURS OF OPERATION.

5.5.1. Normal Store Hours of Operation. Kadena Commissary is a 7-day operation. The store operation is from Sunday until Saturday. The commissary hours are from 0900 to 1900 daily.

5.5.1.1. Custodial Work Schedule. The contractor shall provide a schedule of planned performance of custodial work to the COR for approval. The schedule shall include the day, week, and month the Contractor shall perform each required task. The Custodial Work Schedule shall be provided to the COR during the post-award conference. The COR will review the proposed schedule and advise the Contractor as to its acceptability within five (5) business days of receipt. Once approved, the COR shall notify the Contractor and provide a copy of the approved schedule to the Contracting Officer. The Contractor shall notify the COR, in writing, of proposed changes to the schedule at least 10 calendar days prior to the effective date of such changes. During all of the hours indicated below for day and night custodial operations, the

Contractor shall have personnel available to perform the work described in this PWS.

Day

Morning

Shift

(Day

Custodial)

Mid-Shift

(Day

Custodial)

Closing Shift

(Day

Custodial)

Late Night

Custodial

(Night

Custodial)

Hard Floor

Maintenance

(Night

Custodial)

SUN 0600-1100 1000-1500 1000-1900 0300-0700 2400-0700

MON 0600-1100 1000-1500 1000-1900 0300-0700 2400-0700

TUE 0600-1100 1000-1500 1000-1900 0300-0700 2400-0700

WED 0600-1100 1000-1500 1000-1900 0300-0700 2400-0700

THU 0600-1100 1000-1500 1000-1900 0300-0700 2400-0700

FRI 0600-1100 1000-1500 1000-1900 0300-0700 2400-0700

SAT 0600-1100 1000-1500 1000-1900 0300-0700 2400-0700

5.5.2. Recognized Holidays and Closures. The commissary will be closed on these days:

New Year's Day

Thanksgiving Day

Christmas Day

In lieu of other federal holidays, the Kadena Commissary will remain open for business.

Therefore, the contractor will be required to work on other federal holidays not listed above.

5.5.3. Notification of Closure. The Contractor shall comply with the Government’s instructions concerning which days the commissary will be closed. The COR will notify the Contractor at least two calendar weeks prior to any scheduled closure of the commissary, including those listed in para. 5.5.2.

5.5.4. Notification of Changing Operating Hours. The Government may change the commissary operating schedule to accommodate patron requirements. These changes may dictate corresponding changes to the Contractor's work schedule. The Contracting Officer will give the Contractor a minimum of two calendar weeks’ notice prior to implementation of any change to the commissary operating schedule.

5.5.5. Closing for Inclement Weather or Emergency Conditions. In the event that inclement weather or other emergency conditions force commissary closure during normal operating hours, the COR will notify the Contractor. The Contractor shall provide service as long as the commissary remains open. When a closure or delayed reporting time occurs before or after normal business hours, the COR will notify the Contractor. The COR and Contractor will agree upon the method by which the Contractor will receive notification about closures or delayed reporting times.

5.6. CONSERVATION OF UTILITIES.

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

5.6.1. Lights shall be used only in areas where and when work is actually being performed.

5.6.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

5.6.3. Water faucets or valves shall be turned off after the required use has been accomplished.

5.6.4. Government telephones shall be used only for official government business.

5.7. RECORDS.

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

5.8. ENVIRONMENTAL CONTROLS.

5.8.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the

Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

5.8.2. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling.

5.8.3. Hazardous Material and Waste Management. The contractor will be briefed on Kadena

Air Base Hazardous Material Waste Management Plan at the post-award conference.

5.8.4. Hazardous Material Handling. The contractor must have approval from HAZMAT prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs.

5.8.4.1. Hazardous Material Authorization Request. The contractor must fill out and identify all materials and products brought onto Kadena Air Base on Air Force Form 3952

(Chemical/Hazardous Material Authorization Request).

5.8.4.2. Hazardous Chemical Warning Label. All chemicals, solvents, lubricants, and other products identified as hazardous material must have a DD Form 2522 (Hazardous Chemical

Warning Label) attached to the product. All Japanese products brought onto base must have this form attached and translated in English.

5.8.4.3. Material Safety Data Sheets (MSDS). As required in the latest version of JEGS

Chapter 5 in addition to Federal Standard No. 313 (including revisions adopted during the term of the contract), the contractor must provide and maintain all Material Safety Data Sheets

(MSDS) used during the contract for all potentially hazardous chemical products. The contractor must provide one copy each to HAZMAT, CO, and the COR. The contract is required to keep a master copy at Kadena Commissary and provide any MSDSs as requested. MSDSs must be submitted by the contractor no later than 40 days after awarding contract. Failure to provide

MSDSs or certificates when requested could result in the contractor being considered non-responsive and result in termination of the contract.

5.8.5. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Kadena AB Fire Department at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

5.8.6. Energy Management System (EMS). Contractor personnel must familiarize themselves with installation and DeCA policies in regards to EMS.

5.9. SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall:

5.9.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

5.9.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing

Standards (JEGS) by US Force Japan.

5.9.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

5.9.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

5.9.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

5.9.6. Record and report promptly (within one hour) to the contracting officer or COR, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

5.9.7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

5.9.8. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

5.9.9. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

5.9.10. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones. While working on Kadena, call Kadena Dispatch at 098-

934-5911 or 098-962-9445.

5.10. TRAINING.

To be in compliance with installation and DeCA standards, all contractors are required to take the following training. All training will be administered by the Contractor’s Manager (CM). CM must retain all certification and documentation as needed for all employees and be able to provide when information is requested.

5.10.1. Asbestos Awareness Training.

5.10.2. Blood Pathogen Awareness Training.

5.10.3. Energy Management System.

5.10.4. Hazardous Communication.

5.11. SPECIAL QUALIFICATIONS.

No special qualifications are required.

5.12. PARTNERING AGREEMENT.

The contracting officer may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment. Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

5.13. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS.

IAW DoDI 3020.41, Operational Contract Support, paragraph 2.b, the Functional Commander or

Director have determined that custodial services is an essential service. This service is determined to be essential for performance during crisis according to DODI 3020.41, Operational Contract Support, paragraph 2.c. In the event of crisis, the contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with this PWS.

5.14. PHASE OUT.

5.14.1. If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of custodial services.

5.14.2. The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor.

With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

5.15. PUBLICATIONS.

5.15.1. Compliance with all publications, regulations and operating instructions provided by the

Government is required when:

5.15.2. They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

5.15.3. The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

5.15.4. The contractor is required to work on the latest version of the publication.

5.16. CONTRACTOR PERSONNEL.

5.16.1. Contract Manager (CM). The contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

5.16.1.1. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

5.16.1.2. The contract manager or alternate shall be available in the commissary during night operations (and either onsite or available during day operations) when contractor-provided services are being performed. Contract Manager shall be available during a mutually agreed upon time to meet on the installation with Government personnel when required to discuss problem areas.

5.16.1.3. Within two (2) hours during normal duty hours, the CM shall meet on the installation with COR to discuss problems. After normal duty hours the manager or alternate, CM shall be available within two (2) hours.

5.16. 2. Contractor.

5.16.2.1. Employment. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

Moreover, active duty and DoD employees are prohibited from employment in this contract.

5.16. 2.1.1. Removal of Employees for Cause. The Contracting Officer will require in writing, which the contractor will immediately bar any contractor employee from performing further work under this contract for any of the following actions:

5.16.2.1.1.1. Willful destruction or mishandling of Government, patron, or vendor property.

5.16.2.1.1.2. Use of tobacco products (to include cigarettes, chewing tobacco and snuff) other than designated areas.

5.16.2.1.1.3. Use of alcoholic beverages, illegal drugs or illegal use of controlled substances.

5.16.2.1.1.4. Unauthorized eating, grazing, or theft.

5.16.2.1.1.5. Acceptance of samples and gratuities.

5.16.2.1.1.6. Execution of work in other than a skillful manner.

5.16.2.1.1.7. Displaying disruptive/unacceptable behavior (e.g., abusive, demeaning, foul or threatening language and fighting).

5.16.2.1.1.8. Willful violations of safety standards.

5.16.2.1.1.9. Removal of any employees for such cause shall not constitute a valid basis for nonperformance of contract services or a claim for additional compensation.

5.16. 2.2. Dress Code. Contractor personnel shall comply with any applicable dress codes.

Contractor employees shall wear an identification badge, which shall be visible at all times while performing work under this contract. This identification badge must include both the company’s name and employee’s name in English.

5.16. 2.3. English Communication. Contractor personnel must have basic English proficiency when dealing with commissary personnel and commissary patrons.

5.16. 2.4. Personal Articles. Contractor employees shall not take any package, purse, lunch sack, box, or other personal articles into commissary areas, except authorized break rooms and locker rooms.