ODC_PWS_-_Final_PWS_6_Mar_15.doc

PERFORMANCE WORK STATEMENT

FOR

CUSTODIAL AND OFFICE SUPPORT SERVICES

FOR

OFFICE OF DEFENSE COOPERATION SPAIN

MADRID, SPAIN

5 MARCH 2015

PWS for ODC Madrid

1. DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, tools, materials, transportation, management, supervision, and quality control necessary to perform custodial and office support services in accordance with this Performance Work Statement (PWS), all applicable commercial practices, and Spanish laws. These services apply to all real property owned or managed by the U.S. Government at Madrid, Spain.

1.2 Duties and Responsibilities

1.2.1 The contractor shall perform the custodial and office support services in all designated spaces contained in this PWS including, but not limited to halls, work areas, entrance ways, lobbies, storage areas, elevators, and stairways between the hours of 0900 – 1700. The contractor shall ensure the work is performed with little to no impact on daily operations. Contractor employees shall be on site only for contractual duties and not for other business purposes.

1.2.2 Some areas of the facility require an escort and can only be entered during scheduled times. The areas requiring an escort are identified in Section 2. The contractor shall coordinate access to these areas with the Contracting Officer’s Representative (COR), in order to prevent security violations. Any denial to an area, due to the nonavailability of an authorized escort shall be documented by the contractor and provided to the COR.

1.3 Types of Services

Standard Services shall include the following work and are also listed in Appendix A, Tasks Schedule:

1.3.1 Daily requirements shall consist of:

1.2.1.1 Emptying of all waste baskets and replacing liners.

1.2.1.2 Dusting and cleaning all furniture, furnishing and equipment, including desks, chairs, credenzas, computer tables, telephone tables, bookshelves with or without glass doors located in the offices, coat racks, work stations, pictures, maps, telephones file cabinets, lamps and other common things found in an office environment. All furniture shall be free of dust, dirt and sticky surfaces and areas.

1.2.1.3 All floors shall be swept and mopped. All rugs shall be vacuumed.

1.2.1.4 Toilets shall be cleaned and disinfected and mirrors to be cleaned.

1.2.1.5 Cleaning and polishing of glass and metals in entrance doors.

1.3.2 Weekly requirements shall consist of:

1.3.2.1 All glasses and frames in ODC Chief and Permanent Committee Secretary’s offices to be cleaned.

1.3.2.2 Cleaning of tiles in bathrooms.

1.3.3 Every-two-weeks Requirements shall consist of:

1.3.3.1 All exterior frames and glasses to be cleaned.

1.3.3.2 All spots in rugs to be cleaned with an appropriate material.

1.3.4 Monthly requirements shall consist of:

1.3.4.1 Dusting walls and trim

1.3.4.2 Polishing of all floors in corridors and partitions.

1.3.4.3 Dusting of hallway light fixtures.

1.3.4.4 Cleaning of upholstered furniture.

1.3.5 Semiannual requirements shall consist of:

1.3.5.1 Shampooing of all rugs

2. LOCATIONS FOR JANITORIAL SERVICES:

All standard services are to be delivered on regular ODC working days.

Location

Estimated Area

Escort Required Mail Room

20 sq meters

Yes

Security Office

20 sq meters

Yes

Bathrooms

46 sq meters

No Conference Rooms

170 sq meters

ODC Chief’s Office

122 sq meters

Staff Offices

670 sq meters

Lobby

227 sq meters

Storage Room (5th floor)

73 sq meters

No

3. OFFICE SUPPPORT SERVICES:

3.1 During every working day, the contractor shall pick up the U.S. mail from the official vehicle and transport it to the ODC Mail Room.

3.2 The contractor shall provide repairs as required to plumbing system and equipment including but not limited to; unclogging toilets, replacing toilet seats, repair drain leaks, and repair of faucets.

3.3 The contractor shall perform minor electrical work as required to include but not limited to; changing light bulbs, changing tubes and ballasts.

3.4 The contractor shall perform general repairs to the facilities and equipment to include, but not limited to; repairing installed furnishings and equipment such as blinds, doorknobs, door locks, doors, and anti-slams.

4. MANAGEMENT AND SUPERVISION:

4.1 The contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor’s workforce at all times. The supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel.

4.2 The contractor shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. For those items other than routine daily services, the contractor shall provide the COR with a detailed plan as to the personnel to be used and the time frame to perform the service.

4.3 The government will evaluate the contractor’s performance by appointing a COR to ensure services are received as required in the contract. The COR shall NOT direct or redirect any contract actions. The government COR will record all surveillance inspections and submit a monthly report to the Contracting Officer. Any customer complaints related to services provided by the contractor shall be documented on the monthly report.

5. PERSONNEL:

5.1

General: The contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by contractor employees at the site. Any issues with personnel shall be identified in writing by the COR and submitted to the Contracting Officer for appropriate action as necessary.

5.2 Standard of Conduct:

a. Uniforms and Personal Equipment. The contractor’s employees shall wear clean, neat and complete uniforms when on duty.

b. The contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours.

c. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

d. Intoxicants and Narcotics. The contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects.

e. Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

i. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

ii. Unauthorized use of government property, theft, vandalism, or immoral conduct.

iii. Unethical or improper use of official authority or credentials;

iv. Security violations; or,

v. Organizing or participation in gambling in any form.

f. Notice to the Government of Labor Disputes. The contractor shall inform the COR of any actual or potential labor dispute that is delaying or threating to delay the timely performance of this contract.

g. Personnel Security

i. Within FIVE (5) days after award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The contractor shall include a list of workers and supervisors assigned to this project. The government will run background checks on these individuals. It is anticipated that security checks will take five (5) working days to perform. For each individual, the list shall include:

Full Name

Place and Date of Birth

Current Address

Identification Number

ii. The government shall issue identity cards to the contractor personnel after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The contractor is responsible for their return at the end of the contract, when an employee leaves contractor services or at the request of the Government. The Government reserves the right to deny access to U.S. owned and U.S. operated facilities to any individual.

iii. Key Control. The contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The contractor shall not duplicate keys without the COR’s approval. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the contractor shall reimburse the government for the cost of rekeying that portion of the system.

6. QUALITY CONTROL:

6.1 The contractor shall adhere to commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in the Service Delivery Summary. A copy of the quality control plan shall be provided to the COR within TEN (10) days after contract award.

7. MATERIALS AND EQUIPMENT:

7.1 The contractor shall provide all necessary janitorial supplies and equipment including mops, brooms, dust rags, detergents, cleaners, etc. to perform the work identified in this contract.

7.2

The contractor shall comply with all applicable environmental protection directives. The contractor shall follow manufacturers’ guidelines and any professional recommendations related to humidity, temperature, cleanliness, and materials handling. Upon occurrence of any spills that could enter the storm sewer system or cause any harmful environmental effects, the contractor shall immediately contact the COR and report the incident.

8. INSURANCE:

8.1 Amount of Insurance. The contractor is required to provide whatever insurance is legally necessary. The contractor shall, at its own expense, provide and maintain during the entire performance periods the following insurance amounts:

a. General Liability (include premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

b. Third party liability insurance to cover operation, products and work performance in the amount of 300,000 EUROS per year and/or occurrence.

i. The types and amounts of insurance are the minimums required. The contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

ii. For those contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3

iii. The Contractor agrees that the Government shall not be responsible for personal injuries or damages to:

a. Any property of the Contractor

b. Its officers

c. Agents

d. Servants

e. Employees

c. Any other person, arising from an incident to the Contractor’s performance of this contract. The contractor shall hold harmless and indemnify the Government from any and all claims arising except in the instance of gross negligence on the part of the Government.

i. The contractor shall obtain adequate insurance for damage to, or theft of materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

ii. Government as Additional Insured. The general liability policy required of the Contractor shall name “the United States of America, acting by and through the Department of State”, as an additional insured with respect to operations performed under this contract.

iii. Time for Submission of Evidence of Insurance. The contractor shall provide evidence of the insurance required under this contract to the COR within THREE (3) calendar days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

9. LAWS AND REGULATIONS:

9.1 Without additional expense to the government, the contractor shall comply with the Agreement of Defense Cooperation between the United States of America and the Kingdom of Spain signed 1 December 1988 and amended 10 April 2002, as well as, all laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the contractor shall promptly advise the contracting officer of the conflict and of the contractor’s proposed course of action for resolution by the contracting officer.

9.2 The contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

10. TRANSITION PLAN:

10.1 Within THREE (3) days after contract award, the contractor shall develop a plan for preparing to assume all responsibilities for janitorial services. The plan shall provide the names of employees who will work under the contract and establish the projected period for completion of all clearances of contractor personnel. The plan shall assign priority to the selection of all supervisors to be used under the contract.

11. DELIVERABLES:

The following items shall be delivered under this contract:

Description

Quantity Delivery To

Date

4.2 Schedules

COR

Weekly

5.2(g)(i) List of Personnel

COR

5 days after award

6.1 Quality Control Plan

COR

10 days after award

8.0 Evidence of Insurance

COR

3 days after award

10.0 Transition Plan

COR

3 days after award

12. SERVICE DELIVERY SUMMARY:

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

1.2.4.1, 1.2.4.3

13. APPENDIX:

A. Tasks Schedule: