DRAFT PWS CUSTODIAL for 2011 30July 10.doc

DRAFT Custodial Services PWS

DRAFT PERFORMANCE WORK STATEMENT

for

CUSTODIAL SERVICES at

RAF Lakenheath, RAF Feltwell, 727 Air Mobility Squadron and RAF Mildenhall 30 July 2010 Table of Contents Section Number and Title

Page Number

1.0 Description of Services

2.0 Service Summary

3.0 Government Furnished Property and Services

4.0 General Information

5.0 APPENDICES

24-25 Appendix A, AF Custodial Standards

26 - 36 Appendix B, Estimated Square Footages and Cleaning Level

37-45 Appendix C, Floor Plans and Maps

Appendix D, Required Reports/Forms

47 -48 Appendix E, Lakenheath/Feltwell Trash Removal Locations 49 Appendix F, Contractor Furnished Supplies Consumable (RAF Lakenheath) Appendix G, Publication List

PERFORMANCE WORK STATEMENT FOR CUSTODIAL SERVICES

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at RAF Lakenheath, RAF Mildenhall and RAF Feltwell, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The intent is to have a clean, safe and sanitary environment. The contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish the requirements of this PWS. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, HAF standards, instructions, and best commercial practices. All tasks detailed in this SOW shall be performed in accordance with frequency tables at Appendix A, AF Custodial Standards.

2.11. Contingency/Special Event Cleaning. Contingency/special event cleaning can be performed on any facility on RAF Lakenheath, Feltwell and Mildenhall the quality assurance person identifies. The contracting officer or quality assurance person will notify the contractor as soon as a contingency requirement is known, but no less than 12 hours prior to the event. Any facility activated under this condition shall be thoroughly cleaned in any sleeping areas, office areas, or common areas, also being called “the initial clean”. After which, the contractor shall perform routine services as identified by the quality assurance person for the duration of the contingency. Example of this, clean sleeping rooms upon move-out of occupants or clean common/office areas on a daily basis. Upon completion of the contingency event, the contractor will again thoroughly clean the facility, also called “the final clean”. The contractor will be notified 24 hours prior to the contingency/special event. Performance of this work shall in no way relieve the contractor of performing normal custodial work required under this contract. The contractor shall be allowed a reasonable amount of time to complete all interrupted service.

MAINTAIN FLOORS

1.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, Sports Floors etc...) Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items (that require no more than two healthy people to move with reasonable effort) shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.2 Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. The contractor shall use commercial vacuum cleaners with HEPA Filtration and rotating brush bar for superior dirt pick up. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed or as directed by the COR. All tears, burns, and raveling shall be brought to the attention of the COR. Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items (that require no more than two healthy people to move with reasonable effort) shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.

1.1.3 Stairways/ Lifts. All floor surfaces shall be cleaned in accordance with paragraph 1.1.1 or 1.1.2, as appropriate. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime. The Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 72 inches height from stair tread level, to provide or maintain a clean, uniform appearance.

1.1.4 Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.1.5 Trash Collection/Removal (Centralized Locations). Government personnel shall place trash in tied up plastic bags, or other appropriate containers labeled as “trash” in hallways, or designated facility centralized locations. The contractor shall collect and dispose of all trash from these locations. The contractor is not responsible for replacement of plastic trash bags. Only facilities detailed in Annex shall receive this Service.

1.1.6 Facility Basic Cleaning Services: The contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and performance plan and Estimated Workload Data (Appendix B, Estimated Square Footages and Cleaning Level), Task and Frequency Chart (Appendix A, AF Custodial Standards), Hours of Operation (para 4.1.2.1. Base Wide Facilities, Hours of Operation with Special Restrictions), and Locations for Trash Collection (Appendix E, Lakenheath/Feltwell Trash Removal Locations). Supplies and equipment shall meet the required specification and comply with United States Public Health Service standards and or comparable United Kingdom Standards to insure that the services produce an acceptable quality of cleanliness. Materials and cleaning techniques used when cleaning all floor surfaces shall be in accordance with the manufacturer’s recommendations or commercial/ industrial standards. Weekend and/or evening cleaning will be required in certain areas.

1.1.7. Emergency cleaning services. Upon notification, the contractor shall perform emergency cleaning required in any building, area, or room covered under this contract. The CO or COR will notify the contractor as soon as an emergency cleaning requirement is known. Contractor shall begin emergency work, as determined by the COR, within one hour of notification, which may be verbal. This service includes spills, vomit and other bodily fluids. Performance of this work shall in no way relieve the contractor of performing normal custodial work required under this contract. The contractor shall be allowed a reasonable amount of time to complete all interrupted service.

1.2 Restrooms/Locker Rooms Cleaning Services: Including Ball Field/Park Area Toilets, Locker, Shower and VIP Cleaning Services.

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

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

1.2.3 Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, liquid soap (where dispensers are present), bar soap, and urinal deodorant cakes do not run out. Contractor may use storage areas and Janitorial closets where available; however, in areas where there is no provision for storage the contractor will be responsible for the storage and transportation of materials equipment and supplies... If supplies run out prior to the next service date, the contractor shall refill within two hours of notification. No overstocking shall be allowed.

1.2.4 Drinking Fountains. Contractor shall clean all facility drinking fountains. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

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

1.3 Periodic Cleaning Services: For all Periodic Services the Contractor shall submit a monthly list of scheduled services for each of the following 12 months. The contractor shall submit any changes to the annual schedule at least thirty days prior to the date of performance. The contractor shall submit a periodic cleaning schedule to the COR no later than the first day of every month.

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

1.3.2 Periodic Carpet Restorative Cleaning. Carpets shall be deep cleaned (outside of normal duty hours if requested by facility manager) 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 (that require no more than two healthy people using reasonable effort) to clean carpets underneath and returned to their original location after the carpet has dried.

1.4 Special Cleaning Requirements:

1.4.1 Child Development Center (CDC). Designated CDC facilities shall be maintained in accordance with AFI34-248 Child Development Centers, summarized below and Appendix A. Kitchen areas are not part of the contractor’s responsibility for cleaning. All cleaning requirements will be performed either before or after CDC operational duty hours except for any cleaning requirement standard performed more than 1 time daily. For those specific cleaning requirements of 2 or more times daily at least one cleaning will be performed during operational duty hours. Daily floor cleanings shall be accomplished during operational duty hours as indicated in Appendix A.

Special Clearance Requirements Child Development Center and Youth Center

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

All British National/Foreign National/Local National Employees/US Civilian employees (who meet residency requirements) with the potential of unsupervised access to children under the age of eighteen require an Enhanced Criminal Records Bureau Check (CRB) conducted by the UK Government.

US Citizens (who do not meet residency requirements) and Third Country Nationals (who have maintained a residency in the US the below Paragraph applies.

Child Care National Agency Check and Inquiries (CNACI).

CNACI is required for childcare providers, volunteers, service workers and others who work with and around children under the age of 18 unsupervised. CNACI is required for these personnel unless the employer or volunteer is within line of sight and under direct supervision of an individual whose CNACI background check has been adjudicated as favorable and with no derogatory reports. CNACI background checks are conducted by the office of Personnel Management (OPM)

HOST AGENCY CHECK

Required for all UK Nationals/Foreign Nationals/Local Nationals and US Citizens (Non Dependents who meet residency requirements) employed by or contracted or sub contracted to the US Government and its entities to work on installations within the UK.

Security Requirements Overview

1. Local national contractor employees requiring access to United States Air Force-occupied United Kingdom bases must comply with Third Air Force Instruction 31-501, and all local Security Forces requirements. This is an overview and does not contain all the specifics contained in the Instruction.

2. New contractor employees may be escorted onto the installation, only, to fill out paperwork. The employee is not to start work until all required paperwork has been submitted to the appropriate office.

3. Prior to beginning employment on the installation, individuals must, at a minimum, have a completed Local Files Check (LFC). Individuals with LFCs, are required to be escorted by an authorized US citizen (reference Instruction 31-501 for US citizen clearance requirements) or a local national with a Security Check (SC) who has escort authority.

4. Unescorted access requires a Host Agency Check (HAC). There are two levels of background investigations that meet the standards that meet this requirement. The level of background check required, will depend on whether the position is considered sensitive or non-sensitive. All Custodial Contractor positions are considered Sensitive.

a. The Counter Terrorist Check (CTC). The CTC is a national-level security and police background investigation conducted by the DVA. This is the minimum check required for all contractor/subcontractor employees in non-sensitive positions requiring unescorted installation access. The CTC expires three years from the issue date.

b. The Security Check (SC). The SC includes all of the elements of the CTC but is a more comprehensive investigation and includes such actions as a credit check, interviewing relatives, determining and evaluating the individual’s involvement in various organizations, verifying any past military experience, etc. This is the minimum check required for employees and contractor personnel in sensitive positions. Most SCs expire five years from the issue date.

c. Contractor employees have the right to obtain a copy of the background check report from the Security Monitor. Contractor employees have the right to challenge the accuracy and completeness of any information contained in the report through the Privacy Program described in DoDI 5400.11-R. The CO shall inform the contractor of employees whose criminal history background checks result in an unfavorable or derogatory report. The contractor shall immediately remove this employee from their service at the CDC or youth center.

d. Contractor employees who have previously received a background check must provide proof of the check to the Security Monitor who will determine if and when a new background check is required.

5. Individuals employed in sensitive positions may only be assigned to and or perform the non-sensitive portion of the position until the SC is positively completed or they must be provided with direct supervision by a U.S. citizen or an individual with a completed SC who has escort authority.

6. Investigation renewal. All employees renewing their background investigation will complete an MOD Form 1109, Security Questionnaire. On the front cover of the form, under General Details, the employee will mark the appropriate block indicating a security questionnaire has been completed before and will complete the form with current information. Renewal paperwork should be submitted 6 months prior to the current background expiration date to avoid a possible lapse in installation access.

7. Functional Quality Assurance Personnel (QAP) will be the point-of-contact for processing security clearances. They will provide necessary documents to contractor employees, compile completed forms, submit documents to Security Forces, and sign USAFE Form 79. The following must be accomplished ‘in-turn’ for all new contractor employees.

Contractor will provide the following to COR:

- Completed LFC (conducted by HAC Office )

- Completed MOD Form 1109, Security Questionnaire (required for CTC or SC; completed by unit submitter)

- Completed USAFE Form 19, Residency Check for Employment with United States Air Forces in Europe

- Completed AF Form 2583, Request for Personnel Security Action

- Completed USAFE Form 79, Application for Base Entry Identification (completed by unit submitter)

- Completed Basic Check Verification Record (BCVR) (verified and signed by unit submitter)

8. Upon receipt of a favorable HAC and all required documentation, the contractor employee will be issued a USAFE Form 77 which must be in the employee's possession at all times while on the installation. The expiration date of the Form 77 will be the contract expiration date or one year, whichever is shorter. The contractor is responsible for collecting and turning in to the QAP, all Form 77s for employee who are no longer in their employment.

1.4.3 Required Training. All contract employees working at the CDC, and or Youth Activity Center shall be required to attend annual training on child abuse prevention, identification and reporting. (AFI 34-248, 5.4.4) The training will be conducted during normal duty hours by a government certified trainer. It shall be the Contractor’s responsibility to ensure new employees working at the CDC, and or Youth Activity Center receives this training.

1.4.4 Immunizations. All Contractor employees assigned to the CDC, and or Youth Activity Center shall be free of communicable diseases to include tuberculosis, prior to entering either facility. All contract employees must have the following immunizations required by AFJI-48-110, “Immunizations and Chemoprophylaxis” prior to an employee being allowed to work. The Contractor shall be responsible for providing certification to CDC Security Manager that all of his/her employees meet the above conditions. Payment for any required immunizations will be incurred at the Contractor’s expense.

Tuberculosis Skin Test

1.4.4.1 Required Documentation. The Contractor shall provide a summary spreadsheet listing of all employees proposed to work in CDC and/or Youth Activity Center with the employees name, position, date background checks were initiated and completed, date child abuse training was completed, certification that immunization requirements have been met and employee statement (Appendix D, Required Reports/Forms) for assignment to work in the CDC and or Youth Activity Center. In the event that an employee is replaced, even temporarily, the replacement shall meet all requirements set forth in paragraph 1.4.1 through 1.4.4, inclusive, be completed prior to beginning work. Failure to fulfill these requirements, in sufficient time to replace an employee, will not relieve the Contractor of their responsibilities under this contract. Failure to provide these statements will prohibit Contractor employee(s) entrance into the CDC and/or Youth Center. It shall be the Contractor’s responsibility to update the spreadsheet as necessary. Contractor employees shall submit a negative test report from the Health Department or their doctor and current immunization records to the CDC Director prior to starting work on an annual basis.

1.4.4.2 Vehicle Registration. Contractor employees shall register their vehicles at Pass and Registration Section within 3 day of acquisition in accordance with AFI 31-204 USAFESUP1 I. Documents required for registration on RAF Mildenhall, Lakenheath and Feltwell are the V-5 registration card, MOT certificate, and proof of insurance. Upon receipt of the USAFE Form 4, it is displayed in the vehicle at all times while on the installations.

1.4.4.3 Personnel Registration. Each employee shall complete necessary background check documents – MOD 1109. After necessary background checks are complete, the QAP will inform the contractor of completion and prepare the following documentation - USAFE Form 79. The employee will report to Pass and Registration for base pass issuance; the employee will hand carry the DVA certificate. USAFE Form 79, BCVR (if applicable), and identity credentials. Acceptable identity credentials include UK Drivers License (with photograph), a valid Passport (with photograph), check book and bank card (with statement and proof of signature), credit card (with statement and proof of signature), and credit card with a photo of the individual (on the card).

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

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

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

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

Disinfecting Solution: Use of a chemical agent to prevent infection from non-food surfaces and equipment by destroying harmful bacteria and other microbes. These chemicals must be registered with the US EPA and so state on the label.

- Examples:

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

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

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

- Commercial Disinfectants follow manufacturer’s instructions.

Sanitizing Solution: A limited list of chemical agents that reduce the number of bacteria and viruses to a safe level for public health requirements. Use sanitizers on food contaminated surfaces and equipment.

- Examples:

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

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

1.4.5.2 Cleaning Products Approval. The Contractor shall provide a list of all cleaning products to be used in CDCs and Youth Activity Centers to the directors of those facilities to ensure that the cleaning products are suitable for use in a child care environment. The cleaning products which include warnings that they may not be used in areas occupied by children cannot be used. Chemical air fresheners are not permitted. All chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a locked closet inaccessible to children.

1.4.5.3 Cleaning Equipment/Materials. All Cleaning Equipment and Chemicals shall be inaccessible to children at all times.

1.4.5.4 Clean/Sanitize Tables, Chairs, and Highchairs. The Contractor will clean/sanitize all surfaces of tables, chairs, and highchairs used for eating to remove spillage, food residue and all other marks/debris.

1.4.5.5 Clean/Sanitize Food Preparation and Diaper Changing Tables and Adjacent Walls. The Contractor will clean food preparation tables, diaper changing counters, sinks, and adjacent walls, with hot water and detergent and then sanitize with a bleach solution.

1.4.5.6 Sweeping/Mopping Non-Carpeted Floors. The Contractor shall sweep and mop (clean and sanitize) the floors underneath all eating tables and adjoining walls (if necessary) after each meal.

1.4.5.7 Other Non-Carpeted Floors. All other floors (not including restrooms) shall be swept, mopped with hot water, and sanitized with the bleach water solution.

1.4.5.8 Clean/Sanitize Children’s Toilets and Fixtures. Toilets, sinks and adjacent walls (up to height of four feet) will be cleaned with hot water and detergent and then sanitized with the bleach water solution.

1.4.5.9. Sweep/Mop Children’s Bathroom Floors. The Contractor shall sweep and mop the children’s bathroom floors first with hot water and detergent and then sanitize with the bleach water solution.

1.4.5.10. Non-carpeted floor maintenance. The Contractor shall spray buff all non-carpeted floors once a month. These floors shall also be stripped and waxed (if appropriate) on a semi-annual basis, after operating hours. The Contractor shall remove all movable furniture prior to stripping and waxing.

1.4.5.11.Vacuum. The Contractor shall maintain all carpeted areas free from all visible dirt and debris. The carpet will be vacuumed when children are not present in the activity rooms.

1.4.5.12.Carpet Maintenance. The Contractor shall deep clean all carpets after operating hours, to ensure carpets are completely dry when children are present.

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

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

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

1.4.5.16. Dusting. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces could include items such as tables, shelves, bookcases, storage lockers, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, etc.

1.4.5.17. Windows/Interior Glass. All windows and interior glass, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

1.4.5.18. Clean Drinking Fountains. Clean drinking fountains with sanitizing solution.

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

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

1.5. Contractor Provided Equipment and Supplies.

1.5.1. Contractor-Furnished Equipment/Vehicles. The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

1.5.1.1. All equipment used in the performance of this contract shall be in good operable condition and conform to British Standards and have a CE Marking. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The CO or contracting officer designated representative (COR) may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

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

1.5.2. Contractor Furnished Restroom Supplies.

Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle.

Toilet Tissue: Two-ply.

Paper Towels: Bi-Fold, Tri-Fold, Dispenser type.

Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial soap when installed dispensers are non-operational.

Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials.

1.6. Miscellaneous Requirements

· Turn off unnecessary lights

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

· Turn in lost and found articles to the COR

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

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

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

2. Service Summary (SS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

Threshold

SS-1

Facility Cleaning Service

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways / Elevators / Handicap Lifts

d. Walk-off Mats

e. Trash Removal

per month Re-performance

Within 2 hours of notification Periodic Validation, customer complaint

SS-2

Restrooms/Locker Rooms Cleaning Services

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

e. Trash Removal

Within 2 hours of notification Periodic Validation, customer complaint

SS-3

Periodic Cleaning Services

a. Hard Floor Maintenance

b. Carpet Restorative Cleaning

Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.

Periodic Validation, customer complaint

SS-4

Quality Control

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

SS-5

Special Requirements

a. Child Development Center(s)

b. Fitness Center

c. Youth Center

d. School Age Program 1.4, inclusive

Within 2 hours of notification Periodic Validation, customer complaint

2.1. Quality Control The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Summary and interface with the Performance Plan.

2.1.1. Contractor’s Quality Control Plan. The contractor shall submit a quality control plan with the proposal. The plan shall include:

2.1.2. A description of the inspection system to cover all services listed in the Service Summary (SS) in paragraph 2.0. Description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any government-provided keys or lock combinations shall be included.

2.1.3. A description of the methods and checklists to be used for identifying and preventing defects in the quality of service provided.

2.1.4. The records of inspections and follow-up corrective actions taken 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.

2.1.5. A method of documenting and certifying employee training. This documentation will be kept on file for QAP review upon request.

2.2. Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate a Contract Discrepancy Report (CDR) and issue to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the COR within 24 hours of receipt.

2.3. Performance Assessment.

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

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

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

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

2.3.2. Customer Complaints. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be re-performed within 2 hours of notification.

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

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

2.4 Periodic Quarterly Progress Meetings. The CO, Functional Commander, COR, other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Government Furnished Facilities RAF Lakenheath. The Contractor will be provided an office space on RAF Mildenhall and a plot of land in the contractor’s compound at RAF Lakenheath, the locations will be provided at contract award. The government will furnish a tract of property to the contractor for the purpose of installing contractor provided portable office facilities if necessary. The contractor may (but not required), furnish, deliver and install within two weeks of the start date on the designated contractors compound site at RAF Lakenheath (at present situated off Rochester Road) suitable accommodation for use as an office by the Contract Manager during the term of this contract. Contractor is not required to have an onsite office. The contractor will be responsible for keeping the area around the portable office free from litter and any other debris..

3.1.1 Janitorial Closets. Janitorial closets will only be provided where available for use by the Contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. 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.

3.2 Government Furnished Supplies and Equipment. None.

3.3 Government Furnished Utilities. The Government will furnish electricity, water, and sewage service as necessary for accomplishment of work IAW this contract, and on-Base telephone service.

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

3.4 Telephone Service. The government shall only provide base and local commercial telephone service. Long distance service if desired shall be at the contractor’s expense.

3.5 Security, Fire and Medical Services. The Government will provide police, fire protection and Emergency Medical Transportation on a cost re-imbursement basis Dial 911 on any base telephone. If necessary a civilian ambulance will be called to transport contractor employee to the nearest local hospital.

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

3.7 Mail Service. The Contractor shall be responsible for coordinating with the UK Postal Service for the delivery of mail to the Contractor's facility or post office box.

4. General Information [Bases my insert additional paragraphs deemed appropriate by the multi-functional team to further explain or clarify site specific, unique administrative requirements, special security training requirements, etc…]

4.1 Hours of Operation. The contractor shall perform the services required under this contract during the following hours 07.30 – 16.30 unless otherwise stated in paragraph 4.1.2.1. The contractor is not required to perform services on Federal Holidays.

4.1.1 Normal Base Hours. Base hours of operation are 07.30am – 16.30hrs. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

4.1.2 Base Wide Facilities, Hours of Operation. The contractor shall perform facility cleaning, restroom/locker room cleaning services. Periodic cleaning services under this contract will be performed outside of normal duty. Under periodic cleaning services, buffing floors, floor maintenance and shampooing carpets shall be accomplished outside normal duty hours. (Mildenhall- as requested by facility manager)

4.1.2.1. Base Wide Facilities, Hours of Operation with Special Restrictions:

RAF Lakenheath/Feltwell Facility

Number

Fri 05.00 – 21.00 hrs

Sat/Sun/ Federal Holidays/Down/Family Days

08.00 – 20.00 hrs

Closed Federal Holidays

Closed Federal Holidays

Closed on Federal Holidays

Fri 09.00 – 22.00 hrs

Sat 12.00 – 22.00 hrs Sun 12.00 – 18.00 hrs

Mon – Fri 07.00 – 16.30 Closed Federal Holidays

Open only for services, key available from Lakenheath Chapel

Mon – Thur 08.30 – 16.30 Fri 08.30 – 12.00

Closed Federal Holidays

Mon – Thur 10.00 – 20.00 Fri 10.00 – 18.00 hrs Sat 10.00 – 18.00 hrs

Sun 12.00 – 18.00 hrs

Closed Federal Holidays

Monday – Sunday 06:30 – 22:00

Hours of operation

RAF Mildenhall

Facility

Number

Child Care Centre*

Fitness Centre**

Youth Center* All

All

All

All 0630-1800 Mon-Fri

Except for US Holidays

After Hours Evening Clean

1800-2100 Mon-Fri*

0500- 2300 Mon-Fri

0800-2000 Sat-Sun

0800-1700 US Holidays

& Family/goal days

Day time & After hours night cleaning required

0500-2100 Mon-Fri

Day time & After hours night cleaning required

0630-2000 Mon-Fri

1400-2000 Sat

Except US Holidays

School Days

1400-1830 Mon-Fri

Non-School Days

0700-1830 Mon-Fri

Except for US Holidays

Bowling Centre

Post Office

Bob Hope Rec Centre

Community Bank

Billeting Office All All All All 1100-2300

(Cleaning completed prior to 1100)

(Complete prior to 0800 Mon - Fri)

0700-2300 (Daily)

0900-1530 Mon-Thur

0930 – 1630 Fridays

0730-1630 Mon - Fri

727AMS additions: Service level for 727 AMS who occupy Bldg. 598, at RAF Mildenhall will require the following levels of service above the normal AF standard prestige level of service.

Bldg 598, Passenger Terminal will require daily trash collection from the receptacles in the public areas of the terminal, such as waiting areas, departure and arrivals lounges. (Office areas will still comply with central collection of trash).

In addition to the tasks/frequencies approved in the AF PWS the additional tasks and frequencies will be required for Bldg. 598, Passenger Terminal

a. Sweep/Mop floors/Vacuum carpets from 2/week to daily

b. Shampoo Carpet from 1/year to 4 x year

c. Clean walk-off mats from 2/week to daily

d. Trash collection to Daily from common areas in the terminal lobby, lounges & gates (admin areas are fine w/ 2/week from central collection point)

e. Add low & high dusting 1/week

f. Add glass & chrome cleaning 2/week

g. Specifically add "showers" to the "decaled toilets and urinals" within the restroom services EMERGENCY OR SPECIAL EVENT CLEANING SERVICES. Upon notification, the contractor shall perform emergency or special event cleaning required. The quality assurance person shall order cleaning services through issuance of a call against the contract specifying the emergency /special events CLIN for the required work. Contractor shall begin emergency work, as determined by the quality assurance person, within one hour of notification, which may be verbal. The contracting officer or quality assurance person will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. Payment will be made for this additional work via government purchase card (GPC). Funding for 120 contingency hours will be allocated on an AF 4009 annual for this requirement.

4.2 Federal Holidays.

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

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

4.3 Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base. A schedule of work “catch up” should be provided to the COR before work commences. Information regarding both base RAF Mildenhall and RAF Lakenheath closures due to inclement weather can be obtained by calling the Lakenheath Base Weather Line on 01638 523541.

4.4 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that Custodial Services requirements under this PWS are essential to be performed during a crisis.

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

4.6 Cleaning and Restroom Supplies. The contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the CO not later than the pre-performance conference for acceptance by the CO.