Statement of Requirement.pdf

COMMERCIAL

SCHEDULE 2

STATEMENT OF REQUIREMENT

RAF ALCONBURY & MOLESWORTH

2-1

4.1

Provide accommodation cleaning and miscellaneous services at RAF Alconbury and Molesworth. The Contractor shall accomplish all cleaning tasks to meet the requirements of the Statement of Requirement (SOR) and the Service Delivery Summary (SDS) including full supervision of all staff to ensure the requirements of the contract are attained in full. Additionally, a number of buildings have individual specific cleaning requirements which are detailed in the associated annexes. Cleaning services for some of the areas are required at weekends as well as some external tidying. Additionally, some of the buildings call for enhanced cleaning specifications/requirements which are detailed in the annexes attached. A Contract Manager is to be available on site, at all times, between 0800 to 1630 Monday to Friday with a designated representative being available outside of these hours to cover the Commissary opening times.

RELATED DATA

The Authority will supply the following consumables to meet the requirement of this contract. Consumables include:- soap (either bars or liquid), urinal blocks, small bin (trash can) liners, paper towels, toilet rolls and deodorant blocks (where necessary). All dispensers must be cleaned before refilling. All other consumable items not mentioned are to be provided by the contractor.

BASIC CLEANING SERVICES

Floors/Stairways/Landings. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed and spray buffed as needed, to ensure they have a uniform glossy appearance and are free from dirt, debris, scuff/heel marks, stains/discolouration, wax build -ups and all other foreign matter (food particles where applicable). Baseboards, corners and wall/floor edges are also be cleaned. All floor maintenance solutions are to be removed from baseboards, furniture, waste receptacles etc. Grease and grime to be removed from stair guards, handrails. All moveable items chairs, waste receptacles etc are to be moved or tilted to maintain floors underneath and returned to their original and proper position.

STATEMENT OF REQUIREMENT

for

ACCOMMODATION CLEANING & MISCELLANEOUS SERVICES

The Contractor shall provide all personnel, supervision and management, tools, equipment, materials, supplies, vehicles and other items and services necessary to ensure that the accommodation cleaning and miscellaneous services are performed at RAF Alconbury and Molesworth in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.

SCOPE OF WORK

GENERAL REQUIREMENTS

2-2

COMMERCIAL AL4 dated

4.2

4.3

4.4

4.5

4.6

4.7

4.8 General Dusting. Perform general dusting on all surfaces to eliminate all visibility of dust/dirt/lint collection. To include, but not limited to, shelves, bookcases, window sills, radiators, skirting boards, desks, display cabinets, light switches, chair/table/desk legs, vents, ledges, door handles, fire extinguishers, picture frames, cabinets and fixtures and fittings.

Drinking Fountains/Water Coolers. Clean and disinfect, using an adequate bactericidal treatment that is recognized as effective in destroying most microorganisms, all porcelain/polished metal surfaces, including orifices and drains, as well as exterior surfaces, to leave surfaces free of streaks, stains, spots, smudges, scale and other obvious marks/soil. Polished metal shall have a shiny appearance.

General Spot Cleaning. Perform spot cleaning on a continual basis to include, but not limited to, removing or cleaning smudges, finger marks, other marks, streaks, spills etc, from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards and handles, push bars, kick plates, light switches, temperature controls and fixtures. Upon completion the surface shall have a clean uniform appearance free of steaks, spots and other evidence of soil or dirt.

Interior Glass/Mirrors. Clean all interior glass. This includes glass in doors (to include entry/exit doors), partitions, inner walls, display cases, directory boards etc. After cleaning all glass to be free of traces of film, dirt, smudges, water, grease, streaks, spots, fingerprints and other foreign matter.

Carpets. Vacuum carpeted areas to remove all visible dirt, debris, litter and other foreign matter. Any spots (including stains, gum etc) shall be removed by carpet manufacturer's approved methods as soon as noticed. All tears, burns and ravelling shall be brought to the attention of the Authority's representative. Area and throw rugs are included to receive this service. Moving would be required of easily moveable items.

Floor Mats. Vacuum and clean interior/exterior floor mats to remove all lint, dirt (soil and grit), debris, litter and other foreign matter. Mat wells are to be clean, soil and moisture underneath mats to be removed and mats returned to their location. Rubber/polyester mats/runners to be swept, vacuumed or hosed-down outside to remove soil and grit.

Removal of Waste/Emptying of Ash Containers. All waste/ash containers are to be emptied and returned to their initial location. Boxes, cans and paper placed near a waste receptacle and marked "WASTE(TRASH)" is to be removed. Waste receptacles to have a plastic liner and any obviously soiled or torn plastic waste receptacle liners are to be replaced. The bag should fit the container with sufficient excess to securely close the bag when full. Waste receptacles are to be left clean, free of foreign matter and odours. Ash/cigarette butt containers to be damped wiped with debris from receptacles being placed in a nonflammable container. Waste is to be deposited in the nearest outside waste/trash collection container and Contractor personnel are to ensure that they close lids/doors of skips and other waste collection containers after use.

2-3

4.9

5.1

5.2

5.3

5.4

5.5

5.6

6.1

Sweep and Mop Floor. Sweep and mop all toilet floors with a disinfectant to ensure they have a uniform glossy appearance and are free from dirt, debris, dust, litter, streaks, swirl marks, detergent residue, soil, stains, film or standing water. Moveable items shall be tilted/moved to sweep and mop underneath and returned to original location.

Strip, Wax and Scrub Floor. Strip, scrub and wax etc as necessary to maintain sanitary conditions and a clean uniform appearance. Floors to be free of any wax build -ups.

PERIODIC CLEANING

Stock Restroom Supplies. The Contractor shall ensure restrooms are stocked sufficiently so that supplies do not run out. Supplies shall be safely stored in a designated area.

Clean/Shampoo Carpets. Clean and shampoo all carpets, as detailed in the attached Tables and Annexes, in accordance with standard commercial practices to leave carpets free of stains and discolouration and uniform in appearance, a heavy-duty spot remover may be required in heavily soiled areas. All chairs, waste receptacles and other furniture items to be moved to clean carpet underneath and returned to their original positions. Cleaning solution residue to be removed from baseboards, furniture, waste receptacles, chairs and other similar items.

Descale Showers, Toilets Bowls and Urinals. Descaling shall be performed monthly as a minimum and as often as needed to keep areas free of scale, soap films and other deposits to leave surfaces free from streaks, stains, scale, scum, urine deposits and rust stains.

RESTROOMS/LOCKER ROOMS/TOILET FACILITIES

Strip, Scrub, Seal and Wax Vinyl (V)/Vinyl Tiled (VT) Floors. Strip, scrub, seal and wax floors to maintain a uniform glossy appearance free of scuff marks, heel marks, other stains and discolouration and wax build up. A non-skid wax is required.

Clean and Disinfect. All surfaces of sinks, hand wash basins, lavatories, toilet bowls/seats and urinals (interior and exterior surfaces), showers, shower mats, dispensers, plumbing fixtures, taps, outlet drains, plug holes, saunas, partitions, doors, walls, stalls, stall and entry doors (including handles, kick plates, ventilation grates, metal guards and shower drains etc) and all wall areas (tiled and washable) adjacent to wall mounted lavatories, urinals and toilets and other such surfaces using a germicidal detergent. After cleaning areas to be free of deposits, dirt, streaks/stains and odours. Exterior surfaces/fixtures to be wiped clean and polished with clean disinfectant treated

Wall and Tile Grouting . Clean all wall and floor tile grouting to ensure it is free of dirt, scum, mildew and detergent residue. Any moveable items are to be tilted or moved to clean underneath and returned to original location.

2-4

6.2 deleted

Performance Objective Performance Threshold

Basic Cleaning Service

(Paragraph 4)

Floors, baseboards, corners, wall edges are to be free from all scuff/heel marks, dirt, dust, litter, debris, stains, discolouration and other foreign matter and have a uniform glossy appearance free of wax build-up. Stairways and carpets to be free from dirt, dust, debris, marks, smudges, scuffs and other foreign matter. Waste (trash) receptacles are to be emptied, free of odours, visible dirt and plastic liners in good condition with waste being emptied into outdoor containers. Ash containers are to be emptied and free of odours/stains. Glass/mirrors to have no traces of film, dirt, smudges or water. Drinking fountains to be disinfected and free from streaks, stains, spots, smudges, scale and other deposits. No visibility of dust.

Basic Restrooms/Locker Room Cleaning Services

(Paragraph 5)

Restrooms/locker rooms are disinfected and free of dirt, deposits, streaks and odours. Showers are to be disinfected and free of soap films, scum and other deposits. Toilets/urinals are to be disinfected and free of scale, stains (including rust), scum, urine and other deposits. Floors are to be free of litter, dirt, dust, debris and free from streaks, swirl marks, detergent residue or any evidence of soil, stain, film or standing water. Supplies are to be adequate until the next service.

Upon notification, the Contractor shall perform emergency or special event cleaning required in any building, area or room covered under the schedules. The Designated Officer (DO) or representative shall order cleaning through issuance of a delivery order for the appropriate and required work(s). The Contractor shall begin emergency work, as determined by the DO or representative within one (1) hour of notification, which may be verbal. The DO or representative will notify the Contractor as soon as a special event requirement is known, but no less than 14 days prior to the event. Completion schedule shall be determined for each delivery order.

EMERGENCY OR SPECIAL EVENT CLEANING

SERVICE DELIVERY SUMMARY

2-5

Performance Objective Performance Threshold

Periodic Cleaning Services

(Paragraph 6) After shampooing, carpets to be free of stains and discolouration and uniform in appearance, a heavy-duty spot remover may be required in heavily soiled areas. All moveable items to be moved to clean carpet underneath and returned to their original positions. Cleaning solution residue to be removed from baseboards, furniture, waste receptacles, chairs and other similar items. All glass (interior and exterior), including frames, casings and sills are to be cleaned to leave glass free from dirt, film, smudges/smears, water and other foreign matter.

Emergency or Special Event Cleaning Services

(Paragraph 7) As directed by the Designated Officer or Authorised Representative and work to commence within the alloted timescale.

Performance Objective Performance Threshold Areas subject to a reduction in the frequency of cleaning services as per paragraph 12 Reduced

Cleaning Service (see below).

The above performance threshold shall apply to the corresponding areas for basic cleaning service and basic restroom/locker room service as above. However the performance threshold shall only apply to the vacuuming and restrooms for a reasonable period after the scheduled service. The contractor shall not be penalised for a reasonable deterioration in the cleanliness of the subject areas as a result of usage or the passing of a reasonable period of time.

9.1

9.2

9.3 Documenting Inspections/Results: The Contractor shall establish a process for documenting all inspections conducted to include details of any corrective actions taken. This documentation shall be deemed to be records and be immediately available to the Authorities representatives, designated by the DO, at anytime during the term of the contract. If performance for any given objective falls below the level of timeliness and quality specified, a negative performance report will be filed noting the particular performance objective failing to meet the standard.

Quality Assurance: Those monitoring or surveillance activities taken by the Authority to assure services meet requirements - details at Annex

A.

Quality Control: Those actions taken by the Contractor to ensure the performance of the contracted services meet the stated contract requirements.

The Quality Control and Quality Assurance of the contracted services is the prime responsibility of the Contractor. However, the Authority's

DO and or the Authority's QA Manager or representative shall monitor the contract and will periodically evaluate the Contractor's performance to ensure services are received satisfactorily. The contract will be monitored through a policy of intermittent on-site inspections of the

Contractor's quality control programme and receipt of complaints from base personnel. Repeated customer complaints shall be fully investigated by the Authority's representative who shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). The representative may inspect each task as completed and increase or decrease the number of quality control inspections as deemed appropriate. Unserviceability of contractor furnished equipment is not a justification for non-performance

QUALITY CONTROL/QUALITY ASSURANCE

2-6 a b c d e

12 REDUCED CLEANING SERVICE

As a consequence of a reduction to the cleaning service of certain buildings at both RAF Alconbury and RAF Molesworth, amendment number 4 to the contract refers. The contractor will be required to clean those buildings detailed for reduced cleaning as follows: Vacuum only once per week and the rest rooms to be cleaned in accordance with para 4.4 and 5 twice per week.

TRAINING

PERFORMANCE CONTINGENCY PLAN

Other sources of reliable personnel in case of a possible disruption of contract performance.

Names and mobile telephone numbers of Contract Manager and Representatives.

How the Contractor shall use supervisory and other personnel presently employed by the Contractor to minimise the impact of the possible disruption of contract performance.

It is the Contractor‟s responsibility to ensure that his staff are trained to perform their duties satisfactorily. This will include training to personnel who operate Authority-Furnished Equipment or Material Handling Equipment. The Contractor shall ensure that his/her personnel are trained, qualified and certified in accordance with Occupational Safety and Health Act (OSHA), EU, or host country regulations. The Authority will provide training on new equipment furnished by the Authority.

How the Contractor shall notify the DO of a possible disruption of contract performance.

How the Contractor shall perform all work under this contract with minimum disruption of services.

The Contractor shall develop a Performance Contingency Plan which shall contain the following information:

2-7

KEY TO ABBREVIATIONS Bth Bath UR Urinal

SH Shower WB Wash Basin

SK Sink WC Water Closet

RAF ALCONBURY CLEANING REQUIREMENTS

Ser

No

Bldg

No

Description Area Sq Mt

(nett)

Floor Covering

(approx)

Ablution Detail Frequency of

Daily Task

Times required

Remarks

1 124 423 ABS/CE 225

50% Carpet

50% Lino/Tile 2WC, 1UR, 1WB Reduced Service Morning

IAW Statement of

Requirement para 12

2 490 423 ABS/CEF 678.54

50% Carpet

40% Hard Floor

10% Lino

4SH, 6UR, 10Bth, 10 WC Reduced Service Morning IAW Statement of

Requirement para 12

3 502 Post Office 189.68 100% Carpet 2WC, 3WB, 1UR Reduced Service Morning IAW Statement of

Requirement para 12

4 511 Security Police 467.04 90% Carpet

10% Hard Surface 2UR, 3WB, 3WC Reduced Service Morning

IAW Statement of

Requirement para 12

5 516 MODPO & Finance 417.57 90% Carpet

10% Tiled 3WC, 3WB, 2UR Reduced Service Morning

IAW Statement of

Requirement para 12

6 537 Sports Field Toilet

Block 29.12

90% Carpet

10% Tiled 5WC, 5WB, 3UR Reduced Service Morning

IAW Statement of

Requirement para 12

7 542 Contracting Division 268.8 90% Carpet

10% Tiled 4WC, 2WB, 2UR Reduced Service Morning

IAW Statement of

Requirement para 12

TABLE 1

1-T-8

COMMERCIAL AL6 10 Jul 07

Ser

No

Bldg

No

Description Area Sq Mt

(nett)

Floor Covering

(approx)

Ablution Detail Frequency of

Daily Task

Times required

Remarks

8 548 423 ABS/CE 940.8

25% Carpet

25% Tiled

50% Hard Surface

4WC, 4WB, 2UR Reduced Service Morning IAW Statement of

Requirement para 12

9 560 Det 5, USAFE AIRPS 157.93 50% Tiled

50% Carpet 5 WC, 4WB, 2 UR Reduced Service Morning

IAW Statement of

Requirement para 12

10 561 SERCO Trans 461.07

50% Carpet

40% Hard Floor

10% Lino

4WC, 2UR, 4WB Reduced Service Morning IAW Statement of

Requirement para 12

11 562 423 ABS/CEHF 47.2

80% Carpet

20% Tiled/Concrete 1WB, 1WC Reduced Service Morning

IAW Statement of

Requirement para 12

12 564 Civil Engineers 1539 90% Carpet

10% Tiled 8WB, 4UR, 7WC Reduced Service Morning

IAW Statement of

Requirement para 12

13 566 423 Air Base Sqn HQ 255 90% Carpet

10% Tile/Lino 2WB, 2WC, 1UR Reduced Service 0700

IAW Statement of

Requirement para 12

14 567 Orderly Room 270.75 95% Carpet

5% Lino 4WB, 2WC, 3UR Reduced Service 0700

IAW Statement of

Requirement para 12

15 572 Base Housing Office 251.85 90% Carpet

10% Tiled 4WC, 4WB, 2UR Reduced Service Morning

IAW Statement of

Requirement para 12

16 582 Legal/Bank 859.27 80% Carpet

20% Tiled 9WC, 8WB, 3UR Reduced Service 0800-1600

IAW Statement of

Requirement para 12

1-T-9

No

Bldg

No

Description Area Sq Mt

(nett)

Floor Covering

(approx)

Ablution Detail Frequency of

Daily Task

Times required

Remarks

17 592 Chapel 739.57 90% Carpet

10% Tiled 4WB, 4WC, 3UR 3 x per week Morning

18 616 Bowling Alley 25.64 100% Tiled 6WB, 7WC, 3UR Twice Daily 0800-1600

19 639 423ABS/Lodg‟g 94.67 88% Carpet

12% Tile/Lino 4WB, 4WC 3 x per week Morning

20 671

Family Support

Services

839.29

641.21

88% Carpet

12% Tile/Lino

88% Carpet

12% Tiled

4UR,7WC,7WB

4UR,7WC,7WB

Reduced Service

Morning

Morning

IAW Statement of

Requirement para 12

21 674 AYA Deleted Deleted Deleted Deleted Deleted Deleted

22 678 Library 584.73 95% Carpet

5% Hard surface 2WB, 2WC Reduced Service Morning

IAW Statement of

Requirement para 12

23 678 Education 656.13 80% Carpet

20% Hard surface 3UR, 7WC, 5WB Reduced Service Morning

IAW Statement of

Requirement para 12

24 685 Multi-Use Recreation

Centre

85% Carpet

10% Tiled

5% Wood DF

15WC, 11WB, 3UR Daily M-F Morning

25 697 Visitor Control Centre 43.21 100% Tiled 2WB, 2WC Daily M-F Morning

1-T-10

No

Bldg

No

Description Area Sq Mt

(nett)

Floor Covering

(approx)

Ablution Detail Frequency of

Daily Task

Times required

Remarks

26 692 Comms Sqn/Red

Cross - Grd Floor Only 301.55

90% Carpet

10% Tiled 5WC, 4WB, 2UR Reduced Service Morning

IAW Statement of

Requirement para 12

27 699 Mums & Tots 158.28 88% Lino

12% Carpet 3WB,1WC Reduced Service Morning

IAW Statement of

Requirement para 12

95% Hard Surface

5% Carpet

12WC, 12WB, 6UR

Continuous clean

Tues - Sun inc refer to times detailed within

Annex

Annex B

94.97 100% Carpet Quarterley Administration Offices only

29 700 Child Development

Centre 825.07

60% Carpet

40% Hard surface 20WC, 25WB Daily M-F

0700-1900

Continuous

Annex C

Classrooms 1-3 191.17 Monthly

Last

Saturday in the Month

Shampoo Carpet

Carpet Areas except

Classrooms 1-3

181.10 1 every 3 Months

Last

Saturday in the Quarter

Shampoo Carpets

30 680 Youth Centre 923.81 75% Hard Surface

25% Carpet 7WC, 5WB, 2UR Daily M-F

0800 - 1200

Continuous

1700 - 1900

Continuous

Annex D

(incl Shampoo

Carpets)

28 648 Commissary

(inc „Value Mart‟)

1-T-11

No

Bldg

No

Description Area Sq Mt

(nett)

Floor Covering

(approx)

Ablution Detail Frequency of

Daily Task

Times required

Remarks

31 586 Fitness Centre N/A 100% Hard Surface -

Large Tiled Area Daily M-F

0700-1600

Continuous Annex E

N/A

Male:

4WC, 4WB, 12SH, 1

Sauna, 1 Locker Room

Daily M-F 0700-1600

Continuous

N/A

Female:

4WC, 4WB, 12SH, 1

Sauna, 1 Locker Room

2 x Daily M-F 0700-1600

Continuous

N/A 100% Hard Surface -

Large Tiled Area

Male:

4WC, 4WB, 12SH, 1

Sauna, 1 Locker Room

Sat - Sun 0900-1300

Continuous Annex E

N/A

Female:

4WC, 4WB, 12SH, 1

Sauna, 1 Locker Room

32 652 Deleted Deleted Deleted Deleted Deleted Deleted Deleted

33 657 Deleted Deleted Deleted Deleted Deleted Deleted Deleted

1-T-12

No

Bldg

No

Description Area Sq Mt

(nett)

Floor Covering

(approx)

Ablution Detail Frequency of

Daily Task

Times required

Remarks

510st Headquarters 404.06 80% Carpet 2UR, 7WC, 4WB

EDIS 136.18 20% Hard Surface 3UR, 4WC, 4WB

35 637 Stukeley Inn (CAC) 918.81

94% Carpet

1% Wood

5% Tiled

7WC, 6WB, 3UR Tues - Sun inc As Detailed Annex I

36 657 Teen Centre 211.91

56% Carpet

42% Lino

3% Tiled

2WC, 2WB Reduced Service Morning IAW Statement of

Requirement para 12

37 451 Multi-Use Recreation

Centre

329.06 100% Hard Surface 4WC, 4WB, 2UR Reduced Service Morning

IAW Statement of

Requirement para 12

IAW Statement of

Requirement para 12 34 669 Reduced Service Morning

1-T-13

KEY TO ABBREVIATIONS Bth Bath UR Urinal

SH Shower WB Wash Basin

SK Sink WC Water Closet

RAF MOLESWORTH CLEANING REQUIREMENTS

Ser

No Bldg

No

Description Area Sq Mt

(nett)

Floor Covering (approx) Ablution Detail Frequency of Daily

Task

Times required

Remarks

1 51

DRMO

- Molesworth 471.13

60% Hard Floor Lino

10% Tiled

30% Carpet

2WB, 6UR, 2WC Daily M-F 0800-1200

Continuous Annex F

2 102 JAC - Entry Control

(Bldg 100)

23.05 100% Hard Non Slip Tile 1WC,1WB 1 x Monthly Morning

3 318 Police Control 180.00

60% Hard Floor Lino

10% Tiled

30% Carpet

2WC, 2WB, 2UR Reduced Service Morning IAW Statement of

Requirement para 12

4 Deleted

5 326 Civil Engineers 150.27 90% Carpet

10% Tiled 1WC, 1WB Reduced Service Morning

IAW Statement of

Requirement para 12

6 327 Break Room/ Office 39.73 15% Carpet

85% Tiled 2 WC, 3 WB, 2UR Reduced Service Morning

IAW Statement of

Requirement para 12

7 334 Molesworth Comms 84.5 Tile 2 WC, 2 WB, 1UR Reduced Service Morning IAW Statement of

Requirement para 12

8 344 423rd SPS Pass & ID, Base Chapel

80% Lino Tile, 10% Ceramic Tile

10% Carpet

4WB, 4WC, 2UR Reduced Service Morning IAW Statement of

Requirement para 12

9 346 Merchants National Bank

& USAF Post Office 270.67

80% Tiled

20% Carpet 2WC, 2WB, 2UR Reduced Service Morning

IAW Statement of

Requirement para 12

TABLE 2

2-T-14

COMMERCIAL AL9 dated 02 Jul 09

No Bldg

No

Description Area Sq Mt

(nett)

Floor Covering (approx) Ablution Detail Frequency of Daily

Task

Times required

Remarks

10 Deleted

11 400 Tele-Comms 246.77 90% Carpet

10% Tiled 1UR, 2WC, 3WB, 1SH Reduced Service Morning

IAW Statement of

Requirement para 12

12 Deleted

13 402 SERCO Trans 269.45 80% Carpet

20% Tiled 5WC, 4WB, 1UR, 1SK Reduced Service Morning

IAW Statement of

Requirement para 12

14 Deleted

15 408 JAC 10.00

50% Carpet

50% Tiled 3WB, 2WC, 2UR 2 x per week 0800-1700

Entrance and Restroom area only

16 Deleted

17 Deleted

(N)

JAC

(Portakabin Toilet Only)

16.00 100% Lino Floor 3UR, 6WC, 6WB 5 x per week Morning

A

414 JAC 250.88

90% Carpet

10% Tiled 3WB, 3WC, 2UR Daily M-F 0800-1700

19 612 Rifle Range - Combat

Arms Training

165.88 100% Vinyl 2WC, 4SKS Reduced Service Morning

IAW Statement of

Requirement para 12

20 824 Comms Sqn 437.83

5% Tiled, 5% Concrete, 90% Carpet

1WC, 1UR, 2SK Reduced Service Morning IAW Statement of

Requirement para 12

2-T-15

No Bldg

No

Description Area Sq Mt

(nett)

Floor Covering (approx) Ablution Detail Frequency of Daily

Task

Times required

Remarks

21 Deleted

22 Deleted

24 104 JAC 40.0 100% Hard Floor No Toilets 2 x per week Morning

25 405 JAC 40.0 100% Hard Floor No Toilets 1 x Monthly Morning Shredder Room Only

Dust,sweep & mop only

26 406

JAC

(Portakabin Toilet Only)

16.00 100% Lino Floor 3UR, 6WC, 6WB 5 x per week Morning

Morning5UR, 8WC, 10WB

0800-1600 Annex H 75% Hard Floor

25% Carpet

Male:

4WC, 4WB, 12SH, 1 Locker

Room

Female:

4WC, 4WB, 12SH, 1 Locker

27 819 RAF Molesworth Fitness centre 1698 Daily M-F

150JAC84 Common Area only

75% Hard Floor/Concrete, 15% Tiled, 10% Carpet

23 5 x per week

2-T-16

ANNEX A TO

SCHEDULE 2

1 QUALITY ASSURANCE SURVEILLANCE PLAN

The QAMP provides a systematic method to evaluate the services the contractor provides to meet the requirements of the contract.

2 PERFORMANCE OBJECTIVES - BASIC/PERIODIC CLEANING

Performance Objective Performance Threshold

Basic Cleaning Services.

As detailed at paragraph 4 of the SOR. 95% of all facilities are without customer complaints for the month.

Basic Restrooms/Locker Rooms Cleaning Services.

As detailed at paragraph 5 of the SOR. 95% of all facilities with rest rooms/locker rooms are without customer complaints for the month.

The Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this Statement of

Requirement (SOR). It is designed to provide an effective surveillance method of contractor performance for each listed objective on the Service

Delivery Summary (SDS) in the contract.

This QAMP is based on the premise the Authority desires to maintain high quality standards in the operation and maintainance of facilities and that a service contract is the best means of achieving that objective.

The contractor, and not the Authority, is responsible for quality management and quality control actions to meet the terms of the contract. The role of the Authority is to ensure contract standards are achieved.

In this contract the Quality Management System (QMS) (Quality Control Programme (QCP)) is the driver for service quality. The contractor is required to develop a comprehensive programme of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the QMS and the Quality Plan approved at the beginning of the contract provides the measures needed to lead the contractor to success and continual improvement.

Once the quality control programme is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance programme.

2-A-17

Performance Objective Performance Threshold Periodic Cleaning Services.

As detailed at paragraph 6 of the SOR. 95% of all periodic cleaning to be without customer complaints.

2.1

2.2

2.3

Any base employee that observes unacceptable services, either incomplete/not performed, for any of the above performance objectives should immediately contact the DO who will complete appropriate documentation to record the complaint. The DO will consider the complaint valid upon receipt and inform the customer of the approximate time the unacceptable performance will be corrected. The customer to contact the DO if not corrected. The DO will consider complaints as resolved unless notified otherwise by the customer. The DO shall verbally notify the Contractor‟s QM to pick up the written complaint. The QM will be given two hours after verbal notification to correct the unacceptable performance. If the QM disagrees with the complaint after investigation of the site and challenges the validity of the complaint the QM will notify the DO.

The DO will conduct an investigation to determine the validity of the complaint, if complaint is deemed as invalid he will document the findings and notify the customer. The DO will retain the annotated copy of the complaint for his/her files. If after investigation the DO determines the complaint as valid he/she will inform the QM who will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The QM shall return the written complaint documentation, properly completed with actions taken, to the DO who will file for monitoring future recurring performance. Recurring customer complaints are not permitted for any of the above service items.

If a recurring complaint is received indicating the same deficiency during the service period (month, quarter, etc) the DO should contact the Contract

Manager for appropriate action.

SURVEILLANCE

The contract Designated Officer (DO) acting as the Authority Quality Assurance (QA) person will receive complaints/comments for action from base personnel and pass them to the contractor's Quality Manager (QM) for correction.

The Contractor is to ensure that 95% of all facilities (facility defined as bathroom/restroom, office, etc) are without customer complaints for the month or service period e.g. if there are 100 facilities receiving service during the month, the QA should receive no more than 5 customer complaints during the service period. The DO shall notify the contracting officer for appropriate action, if any of the above service areas exceed five customer complaints.

STANDARD

PROCEDURES

2-A-18

Performance Objective Performance Threshold

As detailed at para 7 of the SOR (Emergency & Special Events) 100% of the time.

3.1

3.2

3.3

PERFORMANCE OBJECTIVES - EMERGENCY/SPECIAL EVENTS

The contract DO acting as the Authority QA will at their discretion, inspect all work required by the task/delivery order to ensure Contractor compliance with the appropriate paragraphs of the SOR each time the service(s) is performed. Record results of inspection, noting the date/time, if inspection indicates unacceptable performance, notify the contract manager or QM of the deficiencies for correction. The Contractor shall be given two hours after notification to correct the unacceptable performance.

The contract DO acting as Authority QA will evaluate the services required by each delivery order to ensure compliance.

The contractor shall perform all work required by the task or delivery order in a satisfactory manner in accordance with the appropriate SOR paragraph. The DO shall not consider the task or delivery order complete until all deficiencies have been corrected.

SURVEILLANCE

STANDARD

PROCEDURES

2-A-19

ANNEX B TO

SCHEDULE 2

1.1

1.2

2.1

2.2

The area to be cleaned comprises a sales floor, hallways to a break-room, 5 restrooms and 3 offices and the duties will also entail merchandise/stock to be moved for cleaning and replaced in accordance with Commissary procedures where training will be provided as required.

In view of the need for sanitation and cleanliness within the Commissary, the services require, the contractor to maintain each facility to present a neat, clean and professional working and sales environment, at all times, in accordance with the Statement of Requirement (SOR) and the attached appendix. A continuous cleaning service is required on all days the Commissary is open, inclusive of US and UK Holidays if they fall on a

Commissary operating day .

COMMISSARY AND CONTRACTOR OPERATING HOURS

Commissaries sell food and non-food items to authorised patrons in facilities and under operating conditions that are very similar to commercial supermarkets. Each commissary has an onsite supervisor - Store Director (SD) - who is responsible for overall commissary operations. When the term SD is used elsewhere in this contract, it means the SD personally or any commissary personnel designated by the SD to act as an authorised representative of the Authority.

The Designated Officer (DO) and Quality Assurance Evaluators (QAE) will conduct surveillance and document Contractor performance.

The DO will be responsible for overall administration/oversight of this contract.

COMMISSARY STORE (BUILDING 648)

During all of the hours indicated below the Contractor shall have personnel available to perform the required services.

Tuesday - 0800-1630 hrs

Wednesday - Friday 0700 to 1000 hrs (each day inclusive) - see para 2 of Appendix.

Wednesday - Friday 1000 to 1900 hrs

Saturday - Sunday 0700 to 1800 hrs

The Authority may change the commissary operating hours to meet patron requirements which may dictate corresponding alterations to the

Contractor's work schedule. In any event the Contractor will be given a minimum of two calendar weeks notice prior to implementation of any change of operating hours in the commissary.

The Commissary is closed on Mondays. The Contractor is to comply with the Authority‟s instructions concerning which days the commissary will be closed. The SD will notify the Contractor at least 2 calendar weeks prior to any scheduled closure of the commissary.

2-B-20

COMMERCIAL AL1 to ITT dated 06 May 05

2.3

2.4

2.5

2.6

2.7

2.8

2.9

2.10

Samples, Gratuities and Promotional Activity: Neither the Contractor nor Contractor employees shall accept samples/gratuities in connection with the operation of the commissary nor shall Contractor employees or members of their immediate families participate in drawings for prizes/gifts offered by sales representatives.

Parking: The Contractor employees shall park only in areas designated by the SD.

Shopping Privileges: Contractor employees who are authorised to make purchases in the commissary will require identification before purchase and shall immediately remove the item(s) from the Commissary through the main exit door. (Authorised personnel refers to those contractors employees that are authorised to make purchases i.e. US civilians employed by the contractor. Any other unauthorised contractor‟s staff would not be able to purchase any products from the Commissary at Alconbury as this contravenes Custom and Excise regulations).

Purchases can only be made when off duty. However, as an exception, employees with privileges may purchase items for consumption during their lunch breaks, the sales receipt is to be retained with the merchandise until the item is consumed/removed from the premises. Contractor personnel shall not purchase merchandise for consumption by other personnel or organisations not authorised to shop in the commissary.

Loitering: Off-duty Contractor employees are not to loiter in any working or patron area. Contractor employees shall arrive no earlier than 30 minutes prior to their shift and depart Commissary facilities, to include parking areas, within 30 minutes after completing work. The Contract

Manager may remain to ensure all work has been completed in compliance with this contract.

Closing for Inclement Weather/Emergency Conditions: In the event that inclement weather or other emergency condition forces the commissary to close during normal operating hours the SD will notify the Contract Manager. 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 SD will notify the Contract Manager.

The SD and Contract Manager will agree upon the method by which the Contracting Manager will receive notification about closures or delayed reporting times.

Consumption or Use of Authority Property: The Contractor shall not permit Contractor personnel to consume or use Authority-owned resale items or any Authority-owned equipment or supplies that are not specifically provided for Contractor use under this contract.

Personal Articles: Contractor employees are not to take any package, purse, lunch box or other personal articles into commissary areas, except authorised break/locker rooms. The Authority will provide a designated area, which can be secured, to store employee articles and the Contractor will be responsible for the security of the area. Any facilities provided for the storage of Contractor employee personal articles remain Authority property and are subject to Authority inspection.

Eating, Drinking & Use of Tobacco Products: Eating and drinking is only permitted in designated break room areas. Contractor employees are to clean up after themselves in break rooms shared with Authority personnel. Contractor employees shall use tobacco products only in areas designated by the SD.

2-B-21

2.11

2.12

3.1

3.2

3.3

3.4 a Meat Department (Backup storage area and interior of display cases).

b Produce Department Processing (Preparation and wrapping area; backup storage area; and interior of display cases).

c Dairy Department backup storage area, and interior of display cases.

d Frozen/chill food backup storage area and interior of display cases.

EXCLUDED Areas for Custodial Work: The following areas are excluded from the cleaning requirement:

Insect, Pest, and Rodent Control: The Contractor shall notify the Authority when insect, pest, or rodent activity is discovered.

Equipment Restrictions: The Contractor shall not use equipment with steel wheels on commissary sales floor areas.

Disposal of Waste Materials: The Contractor shall remove waste materials other than the cardboard, e.g., tape, metal/plastic bands or other debris/waste from the Commissary sales area, at a frequency sufficient to minimise objectionable odours and prevent attracting insects/rodents.

Dispose of these waste materials by placing them in skips identified by the SD and making sure that the lids/doors of skips are closed. Designated area shall be used for disposal of used cleaning water.

Assistance to Patrons: Contractor employees shall courteously refer patrons to commissary Authority personnel for assistance.

Damage Caused by Contractor: The Contractor shall exercise care to prevent damage to Commissary merchandise when performing any services under this contract. Upon a written determination by the DO that Contractor-caused damage to commissary merchandise is excessive, the

Contractor shall reimburse the Authority for Contractor-damaged merchandise.

CONTROLS AND RESTRICTIONS

2-B-22

2-B-23

APPENDIX TO

ANNEX B TO

SCHEDULE 2

1 FLOOR MAINTENANCE

1.1

1.2

1.3

1.4

1.5

1.6

COMMISSARY STORE (BUILDING 648)

General: Proper floor maintenance results from a programme of care to include consideration of the age/type of floor covering, specifications for care provided by manufacturers/ industry. Use of equipment, supplies and procedures consistent with specifications for floor type and employment of personnel trained in proper floor care procedures. Shopping/carry-out/handicapped carts, mobile merchandisers, pallets, wheeled, powered equipment and other easily moveable items are to be moved to permit maintenance of the floor underneath and returned to their original locations.

All floors are to be slip-resistant and safe at all times. In addition, all mop streaks are to be removed from gondolas, display cases, shelf bases, checkout stands and other store fixtures.

Ceramic/Terrazzo, Concrete Floors, Carpeted Floors: Other areas of floor covering within the Commissary.

Compliance with Standards: The Contractor shall use only cleaning agents, degreasers and sanitisers that are FDA, USDA or EU approved for specific use in food preparation facilities and food contact surfaces. These products must be used in accordance with Environmental Protection

Agency (EPA) approved manufacturers' label use instructions and only for the specific purpose for which they are intended. The Contractor shall use sanitiser test kits to determine that sanitisers meet the required strengths.

Floor Types The floor surface within the Commissary is made up of Tile Floor (Ceramic, Terrazzo, Vinyl, etc.). The contractor is to maintain the flooring using appropriate manufacturer‟s floor care specifications. In the absence of appropriate manufacturer‟s floor care products the contractor is to develop a programme based on general guidance regarding procedures and standards of care for the floor covering, such as that available from the Resilient Floor Covering Institute or similar sources.

Vinyl Composition Tile (VCT): VCT is the floor covering most widely used in the commissary. VCT Slip Resistant floor covering is installed in those areas of newer commissaries in which the potential for slip accidents is greatest. A properly maintained slip resistant floor shall have a semi-glossy/matte appearance, if consistent with a specific brand, shall have a uniform coating of floor finish designed for use on slip-resistant tile.

Floor Spot Cleaning: Involves the picking up of cardboard, spills, food residue, and other debris from floor areas.

2-B-A-24

COMMERCIAL AL2 to ITT dated 18 May 05

2.1

2.2

2.3

2.4

2.5

2.6

2.7

Underneath Cleaning: This applies to the undersides and floor areas beneath shelves/sales areas, gondolas with kick plates, end cap and other off shelf displays, non-mobile merchandisers and receiving/storage/holding areas. Gondola is defined as a shelf or group of shelves upon which merchandise is displayed. The Authority checks these areas at fixed frequencies, however, the Contractor shall also clean these areas as breakage/spillage occurs in these areas. Tasks to be undertaken on a quarterly basis.

Structural Components and Equipment: This task applies to walls, wall-mounted fixtures, venetian blinds, pillars, partitions, doors (including frames and jams), gondolas, exteriors of all display cases (except any glass or mirrored surfaces) and fronts/sides of check stands. Any polished metal surfaces to have a shiny appearance. These tasks are required on a monthly basis.

Low cleaning to be determined to a height of 8 feet above floor level.

High cleaning to be determined to a height between 8 feet and 20 feet above floor level.

Areas 20 feet or more above floor level are excluded from this contract

Non-Mobile Merchandisers: Non-mobile merchandisers are those display pieces that are not permanently attached, but which also do not have wheels or are too heavy to move frequently, e.g., produce tables, melon/pumpkin bins, mini coolers for soda, water, etc. The Contractor shall move non-mobile merchandisers, sweep/mop underneath to maintain floor care standard, return merchandisers to their original locations and clean surfaces. The Contractor shall move merchandise, as needed, from and back to the shelving.

Gondolas with Kick plates: The Contractor shall remove merchandise from the bottom shelves of gondola sections to be cleaned. Merchandise to be moved to a temporary holding area, if required, as designated by the SD. Bottom shelves/kick plates to be removed, sweep/mop the underneath areas, clean/replace kick plates and shelves and replace all merchandise previously removed.

CUSTODIAL SERVICES

End Cap and Other Off Shelf Displays: The Contractor is to move empty end caps or display pieces, sweep/mop underneath to maintain floor care standard and return empty end/display pieces to their original locations. Outer surfaces of end caps/display pieces to be cleaned. The Authority will co-ordinate its display dismantling/building schedule so that the Contractor can perform this task after display merchandise has been removed from end caps/display pieces. The Contractor is not required to move stock to/from end caps or other display areas.

General: The cleaning requirements of the Sales floor and Bathrooms are to be carried out prior to the Store opening. All other tasks can be undertaken on a continuous basis in accordance with the store opening times as detailed at para 2 of Annex B and will also include rapid response and quick fix actions necessary to maintain clean and safe conditions.

Restroom Cleaning, Maintenance, and Re-supply: As detailed in the SOR and to report any facility/equipment defects to the SD.

2-B-A-25

2.8 Daily Requirements

a.

b.

c.

2.9 Weekly Requirements

a.

b.

c.

2.10 Six Monthly Requirements

Walk-off Mats/Runners/Cashier and Display Case Mats: Clean, bringing to a customer friendly outfit and restore resiliency of the pile to carpet-type mats/runners. Mats/runners located in front of entrance areas, display cases, cashier and other store/sales areas to be removed to allow cleaning of the sales floor, cleaned as described in the SOR and replaced in their original location after the sales floor is cleaned.

Clean/sanitise Refrigerators/Microwaves (Break room): Prior to each scheduled refrigerator cleaning, commissary personnel shall remove all food/beverage items. Sanitise means adequate bactericidal treatment of cleaned surfaces by a process that is generally recognised as effective in destroying most micro-organisms.

Ash/Waste Removal and Cleaning: As detailed in the SOR on a daily basis.

Light Fixtures: Includes opening/removing covers and cleaning both inside/outside of covers.

Glass/Window Cleaning: Except for glass/mirrors in meat and produce display cases, both exterior and interior glass surfaces and mirrors on display cases are included as a part of glass cleaning in the store/sales areas. Cleaning includes adjacent trim, screens, frames, transoms, structural glass and ledges. Where present screens are to be removed, cleaned of all foreign matter and replaced.

Receiving/Storage/Holding Area (RSHA): In the RSHA, this includes cardboard baler(s), storage racks and overhead doors. After cleaning all items to be clean and free from debris, dust, bugs, grease, stains, spots, food residue (including gummy/sticky substances) and other soiling materials. Involves using sweeping, mopping or machine scrubbing and other techniques to clean the various portions of the RSHA. During floor cleaning operations the Contractor shall move items that are not permanently attached to the floor; e.g. pallets, equipment, etc. as necessary to clean floor to the prescribed standards, replacing all items moved. RSHA areas are free of debris, dirt, gum, and food residue.

Duct and Louvre Cleaning: The outer surfaces of exposed ducts, louvres and vents are to be cleaned. Cleaning of interior of ducts or conduits is excluded from this contract.

Outside Areas: Areas at the front of the building to the curb, 100 ft along the left and/or right hand side and behind the commissary. These areas, properly cleaned, shall be free of debris, to include cigarette butts and ashes, food residue, gum, ice, and snow accumulation.

2-B-A-26

2.11

2.12

2.13 a.

b.

Hazardous Chemicals or Materials: The Contractor shall document the presence of hazardous chemicals or materials in Contractor operations and shall clean up spills of hazardous chemicals or materials using the procedures described below as necessary:

Cleaning Without Authority 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/remove the condition without notification by the Authority.

Emergency Cleaning-Authority Notification: When unclean or unsafe conditions in the Commissary entrance, exit, front end, cart storage, sales floor areas, break rooms, locker rooms or restrooms the Authority will notify the Contractor of such conditions. These conditions may be the result of broken merchandise containers, spills, patron traffic and accumulation of debris/waste of any sort, inclement weather or personal injury which may involve blood or other potentially infectious materials. This includes ice and snow build-up in outside areas within 10 feet from the front entrance or to the curb whichever is closer. Within 5 minutes of notification by the Authority the Contractor shall begin taking whatever action may be necessary to clean up/remove the condition identified to include removal of ice and snow build-up. During these clean up operations the

Contractor shall take appropriate precautions, such as blocking off unsafe areas, or posting “wet floor” signs as needed.

Material Safety Data Sheets (MSDS): The Contractor shall obtain MSDS for all chemicals designated as Federal OSHA. The Contractor shall develop a list of these chemicals and provide it to store management for inclusion in the store-wide chemical listing. A copy of the Material

Safety Data Sheet (MSDS) for all products used within the Commissary is to be kept on the premises, in the area where the products are stored, and is to be readily accessible for review by the Authority. A copy to also be given to the DO for retention by store safety personnel. The MSDS lists hazardous components, dangers, i.e., what the component is reactive with, the Chemical Abstract Service Number, clean up and fire fighting instructions/equipment, personal protective equipment required, etc.

Clean up of Hazardous Chemicals or Materials: Any spilled hazardous chemicals or materials shall be handled by Contractor personnel as follows:

a. Immediately notify the Contract Manager and the SD.

b. Avoid skin contact with the spilled materials, use rubber gloves and boots as necessary. Take care not to inhale vapours.

c. Clean up in accordance with the MSDS instructions.

d. Do not mix spilled materials with any other chemicals unless MSDS instructions indicate to do so. Some chemical mixtures, such as chlorine and ammonia create deadly fumes. If there is a strong odour of the hazardous chemicals/materials, air the room as much as possible, open doors and windows and turn on any exhaust fans.

e. Follow MSDS instructions for disposal of spilled material. It is illegal to dispose of many chemicals by pouring down the drain or placing in landfills. Store personnel should contact the installation environmental officer if disposal guidance is needed.

2-B-A-27

3 PERFORMANCE REQUIREMENTS SUMMARY:

Performance Objective Performance Standard Method of Performance Assessment

Customer Sales Floors.

Must always be clean and have an appropriate appearance considering the type of floor. All floors must be slip-resistant and save.

Establish, implement and maintain a proper floor maintenance programme to satisfy

Commissary need.

All floors must maintain a slip resistance finish.

QA inspections in accordance with Quality Plan.

Permanent Cleaning Service.

Commissary always clean with shiny appearance where applicable. Restrooms always sanitised, clean with supplies replenished. Shelves, corners and walls free of dirt, dust, and debris. Waste/ Ash containers emptied and free of odours and visible dirt.

Glass/mirror surfaces have no traces of film, dirt, smudges or water. Drinking fountains always clean and disinfected. Stairways free of dirt, debris, marks and other foreign matter.

Carpets clean, free of dirt, debris, litter and other foreign matters. Described outside areas properly cleaned, including snow and ice accumulation as required. Underneath cleaning performed in accordance with requirements.

Establish, implement…