DRAFT_PWS_DoDDS_Custodial_-_29_October_Review.docx

PERFORMANCE WORK STATEMENT FOR

CUSTODIAL SERVICES

Department of Defense Dependent Schools (DoDDS) Isles District, United Kingdom

Table of Contents

Section Description

1.0. Description of Custodial Services

1.0.1. Day Service

1.0.2. Annual Service

1.0.3. Specialized Area

1.1. Basic Cleaning Services

1.1.2 Vacuuming

1.1.2.1. Classroom Areas

1.1.2.2. Non-classroom Areas

1.1.3. Waste Disposal Classroom

1.1.3.1. Waste Disposal

1.1.3.2. Waste Disposal Specialized Areas

1.1.4. Hazardous Material and Waste Management

1.1.5. Mud Scrapers and Door Mats

1.1.6. Counter Tops and Sinks in Classrooms and Offices

1.1.7. Floor Surface Cleaning

1.1.8. Gym, Stage, MPR Floors, All Schools

1.1.9. Low Dusting

1.1.10. Spot Cleaning

1.1.11. Interior Glass Cleaning

1.1.12. Cleaning and Disinfect Classrooms Sinks and Drinking Fountains

1.1.13. Desk Top, Table Top, Counter Top Cleaning in Specialized Areas

1.1.14. Desk Top Cleaning Classrooms

1.1.15. Outdoor / General Grounds Cleaning

1.1.16. Main Entrance

1.1.17. Walkways

1.1.18. Waste Disposal / Recycling – Not Applicable

1.1.19. Non-routine Custodial Service

1.1.20. Snow and Ice Removal

1.1.21. Fire and Security Equipment

1.2. Basic Restrooms/Locker Rooms Cleaning Services

1.2.1. Cleaning of Wash-Room, Latrines and Locker Rooms

1.2.2. Toilet Bowls

1.2.3. Bathroom Surfaces

1.2.4. Urinals

1.2.5. Wash Basins and Faucets

1.2.6. Showers and Tubs

1.2.7. Floors

1.2.8. General

1.2.9. Cleaning of Classroom and Office Sinks

1.2.10. District Superintendent’s Office Cleaning (Building 30 & 58)

1.3. Periodic Cleaning Services

1.3.1. Carpet Shampooing

1.3.2. Lockers

1.3.3. Floor Maintenance PVC, Linoleum, Raised-Dot, Vinyl, Stone, Ceramic Tile Floors

1.3.4. Gym, Stage, MPR Floors, All Types

1.3.5. High Dusting

1.3.6. Interior / Exterior Window and Door Cleaning

1.3.7. Cleaning of Light Fixtures

1.3.8. Cleaning of Interior Shutters, Venetian Blinds and Vertical Blinds

1.3.9. Cleaning of Exterior Roller Shades and Jalousies

1.3.10. Cleaning of Furniture – General

1.3.11. Special Event Services

1.4. Administrative and Supply Area Cleaning During Vacation Periods

1.4.1. Reduced Services

1.5. Day Services

1.6. Cafeteria Cleaning

1.6.1. Day Service for School Lunch Program

1.7. Not Used

1.8. Work Schedule

1.9. General Information – Not Used

1.10. Contract Management

1.10.1. Contract Manager

1.11. Contractor Employees

1.12. Quality Control

1.12.1. Contractor’s Quality Control Plan

1.13. Government Quality Assurance Program

1.14. Government Remedies

1.15. Performance Management

1.15.1. Multi-Functional Team

1.16. Hours of Operation

1.16.1. Routine Daily Cleaning

1.16.2. Cafeteria Cleaning

1.16.3. Holidays

1.16.4. Hours of Operation Other Than Normal

1.16.5. School Session Schedules

1.16.6. Vacation Periods

1.17. Security Requirements

1.17.1. Contractor Personnel

1.17.2. Crime Prevention Program

1.17.3. Vehicle Registration

1.17.4. Personnel Registration

1.17.5. Security Check

1.17.6. Key Control

1.18. Special Security Requirements

1.19. Performance of Services During Severe Inclement Weather

1.20. Conservation of Utilities

1.21. Environmental and Hazardous Material Handling

1.21.1. Notification of Environmental Spills

1.21.2. Storage of HAZMAT Products

1.22. Lost And Found Property

1.23. Safety

1.24. Smoking Policy

1.25. Building Security

1.26. Contractor Full-Time Equivalent Reporting

2.0 Service Summary

2.1. Methods of Surveillance

2.2. Government Quality Assurance

2.3. Performance Evaluation

3.0 Government –Furnished Property and Services

3.1. General

3.1.1 Facilities

3.1.2. Services

3.2. Contractor Furnished Items and Services

3.2.1. General Information

3.2.2. Equipment

3.2.3. Materials and Supplies

Appendix A, Estimated Workload Data - SF & Walk-off Mats RAF Lakenheath RAF Feltwell Window SF for Lakenheath Complex RAF Alconbury RAF Croughton Cafeterias Appendix B, Estimated Workload - Events Appendix C, Applicable Publications and Regulations Appendix D, Floor Plans/Maps Appendix E, 5-Year Projections

PERFORMANCE WORKS STATEMENT (PWS) FOR

CUSTODIAL SERVICES

1.0. DESCRIPTION OF CUSTODIAL SERVICES.

Performance Requirement: Provide Routine Custodial Services (1 thru 1.6.1.) and Non-Routine Custodial Services (1.3.13.) to clean school and office facilities, including all preschool, Sure Start and kindergarten rooms at Elementary Schools (ES). Cleaning may be performed during or outside normal operating hours. Offices and areas such as supply rooms, computer rooms, library/media centers and other areas not accessible during evening hours are cleaned during normal operating hours. NOTE: For all work in this section, unless otherwise indicated, “Daily” and “Weekly or Twice or Three per week (with no less than one day between services)” These frequencies apply to days and weeks that schools are in session. Three day per week cleaning shall be accomplished on Monday, Wednesday and Friday. One full cleaning is required before the start of the school year. Three days prior to school start, provide cleaning of all restrooms and remove trash from all classrooms. See “Reduced Services” in Para 1.4.1 below.

1.0.1. Day Service.

Performance Requirement: Day services shall be performed during operational hours only at Elementary and Intermediate Schools (IS). Day Service include cleaning of the Principal’s Office In Accordance With (IAW) all applicable subparagraphs, floor cleaning during inclement weather IAW paragraph 1.19., Outdoor Cleaning IAW paragraph 1.1.15., and emergency cleaning at the ES and IS are addressed under Routine Custodial Services. Emergency cleaning at Middle School (MS) and High School (HS) is IAW paragraph 1.1.19. Non-Routine Services.

Description of Standard: Performance of day services shall be performed to the standards established under each applicable paragraph of this PWS.

Frequency: As described in applicable paragraph of this PWS.

1.0.2. Annual Services.

Performance Requirement: Provide schedule 4 weeks prior to performance and coordinate work performance with COR.

Description of Standard: Performance of annual services shall be performed to the standards established under each applicable paragraph of this PWS.

Frequency: As described in applicable paragraph of this PWS.

1.0.3. Specialized Areas.

Performance Requirement: Specialized areas include Sure Start, PSCD, nurse office/examination room, culinary arts, science room labs, main office and reception areas, home economics, library (media center), art rooms, teacher’s lounge, auditorium, all restrooms (student and faculty), locker rooms and learning impaired moderate to severe. Maps of the reception area will be provided upon request.

Description of Standard: Floors shall be clean and free of dirt and waste baskets are emptied.

Frequency: Daily.

1.1. BASIC CLEANING SERVICES. The contractor shall accomplish all cleaning tasks to meet the requirements of this Performance Work Statement (PWS) and the Service Summary (SS). The minimum cleaning frequencies are established in the PWS, Appendix A, Estimated Workload Data, Appendix B, Estimated Workload (Date Special Events/Emergency Cleans/Salt), Appendix C, Publications, Appendix E, Floor Plans / Maps and Appendix F, 5-Year Projections.

1.1.2. Vacuuming

1.1.2.1. Classroom Areas

Performance Requirement: Use industrial-type vacuum cleaners equipped with a HEPA filter (5-micron porosity or less) and which supply a minimum of 200 millibars of suction as measured at the end of the hose.

Description of Standard: After vacuuming, upholstery, carpet fabric and walk-off mats are free of litter and dirt.

Frequency: Daily in ES and IS, Thrice per week in MS and HS

1.1.2.2. Non-classroom Areas

Performance Requirement: Use industrial-type vacuum cleaners which supply a minimum of 200 millibars of suction as measured at the end of the hose.

Description of Standard: After vacuuming, upholstery, carpet fabric and walk-off mats are free of litter and dirt.

Frequency: Once per week in ES and IS, Once per week in MS and HS

1.1.3. Waste Disposal Classrooms

Performance Requirement: Empty wastebaskets and remove any additional articles marked as trash. Provide plastic liners for wastebaskets. Trash collected that is already separated for recycling shall be disposed of in the appropriate outside collection containers provided by the installation for each type of recyclable materials.

Description of Standard: Wastebaskets, paper baskets are clean and returned to their original position. Separated recyclables are deposited in appropriate collection containers. Articles marked trash are removed.

Frequency: Daily in ES and IS, Thrice per week in MS and HS

1.1.3.1. Waste Disposal

Performance Requirement: Empty wastebaskets and remove any additional articles marked as trash. Provide plastic liners for wastebaskets in sufficient numbers to ensure used bags can be removed at the end of each day. Trash collected that is already separated for recycling shall be disposed of in the appropriate collection containers for each type of recyclable materials.

Description of Standard: Wastebaskets, paper baskets are clean and returned to their original position. Separated recyclables are deposited in appropriate collection containers. Articles marked trash are removed.

Frequency: Daily in ES and IS All Areas, Thrice per week in MS and HS

1.1.3.2. Waste Disposal Specialized Areas

Performance Requirement: Empty wastebaskets and remove any additional articles marked as trash. Provide plastic liners for wastebaskets. Trash collected that is already separated for recycling shall be disposed of in the appropriate collection containers for each type of recyclable materials.

Description of Standard: Wastebaskets, paper baskets are clean and returned to their original position. Separated recyclables are deposited in appropriate collection containers. Articles marked trash are removed.

Frequency: Daily

1.1.4. Hazardous Material and Waste Management

Performance Requirement: Inventory, store, and handle of hazardous materials, perform site audits to identify and maintain records for each material requiring a Material Safety Data Sheet (MSDS), and establish a communication program and employee training and certification standards IAW Hazardous Material and Waste Management Plan and all applicable laws, regulations and local installation requirements.

Description of Standard: All hazardous materials and wastes controlled IAW the Hazardous Material and Waste Management Plan and all applicable laws, regulations and local installation requirements. .

Frequency: As required to maintain compliance with all applicable laws and regulations.

1.1.5. Mud Scrapers and Door Mats

Performance Requirement: Remove doormats and mud scrapers located inside and outside entrances and other locations such as steps and landings. Clear collection basins of all trash, debris, dirt and sand. Replace doormats and reinstall mud scrapers after cleaning. Inclement weather is defined as sever, ruff or harsh stormy weather, example ice and snow storms or serve gales.

Description of Standard: After cleaning, collection basins, mud scrapers and doormats inside and outside are free of dirt, and scrapers are correctly re-installed.

Frequency: Daily During Inclement weather otherwise once per week

1.1.6. Counter Tops, and Sinks in Classrooms and Offices

Performance Requirement: Clean countertops and sinks in classrooms, using a non-abrasive cleaner. Clean ceramic tiles with soap and water.

Description of Standard: Spots and other foreign matter are removed. Wash sinks free of spots, scale, scum and mineral deposits. Resupply soap and paper towels. All cleaning materials are removed.

Frequency: Daily in ES, IS & Specialized Areas. Thrice per Week in MS and HS

1.1.7. Floor Surface Cleaning

Performance Requirement: Sweep or dry mop all floor surfaces and coverings (including all school areas, classrooms, interior stairways, landings, hallways and gym floors, Libraries, Computer Rooms and Science labs) to remove loose debris. Perform wet mopping with an industrial utility mop. Return furniture and items to their original position. High-traffic areas commonly soiled during inclement weather may require cleaning more than once a day. For waste disposal and listing of specialized areas see paragraph 1.0.3.

Description of Standard: Floor surface and coverings, including gym flooring, are cleaned thoroughly, free of dust, dirt, stains, streaks, fluids and litter. Floor maintenance solutions are removed from furniture and baseboards. Floor is free of residues or mop strands. Floors are cleaned often enough during inclement weather to ensure good appearance and safety. Maps will be provided upon request.

Frequency: Twice per week for ES and IS. Twice per week for MS and HS. Daily for Specialized Areas in all schools see paragraph 1.0.3.for listing. Once per week for teacher’s lounge, administrative spaces and offices.

1.1.7.1. Floor Surface Admin Spaces

Performance Requirement: Sweep or dry mop all floor surfaces and coverings.

Description of Standard: Floor surface and coverings, including gym flooring, are cleaned thoroughly, free of dust, dirt, stains, streaks, fluids and litter. Floor maintenance solutions are removed from furniture and baseboards. Floor is free of residues or mop strands. Floors are cleaned often enough during inclement weather to ensure good appearance and safety.

Frequency: Once per week for teacher’s lounge, administrative spaces and offices.

1.1.8. Gym, Stage, MPR Floors, All Schools

Performance Requirement: Gym, stage and multi-purpose room floor surfaces shall be maintained IAW specific manufacturer’s recommendations.

Description of Standard: Floor surface and coverings are free of dust, dirt, stains, fluids and litter. Floor cleaning specification will be provided under separate cover.

Frequency: Twice per week for ES, IS, combined ES/MS and ES/MS/HS. Twice per week for MS and HS.

1.1.9. Low Dusting

Performance Requirement: Dust all low surfaces up to 200 cm above the floor level before cleaning floors. Perform low dusting with a treated cloth or duster. Remove dust, dirt, smudges, and loose soil from all exposed surfaces, including furniture, window frames, door surfaces and frames, casings, window sills, Rolladens, baseboards, trim ledges, radiators, piping, heating lines, ventilation ducts, wall projections, surface-mounted electrical conduits, and handrails. Dust tops of shelves and bookcases.

Description of Standard: Exposed surfaces up to 200 cm above the floor level are free of dust and litter.

Frequency: Weekly

1.1.10. Spot Cleaning

Performance Requirement: A spot is defined as an area 4 square feet or less. Perform spot cleaning on a weekly basis to a height of two (2) meters above the floor/stair level indoors or ground level on the exterior of the buildings. Spot cleaning includes, but is not limited to removing or cleaning smudges, fingerprints, marks, streaks, spills, etc. from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, door kick plates, light switches, temperature controls and fixtures, window frames, window sills, casings, trim ledges, Rolladens, radiators, piping, heating lines, ventilation ducts, wall projections, surface mounted electrical conduits, baseboards and handrails. This also includes the exteriors of cookers, hoods, computer monitors, microwaves ovens, table tops, student desk chairs. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots and other evidence of soil.

Description of Standard: Washable surfaces as described above are clean and free of smudges, fingerprints, streaks, dirt, and oil or grease spots. Facility CORs will provide a listing of areas that require spot cleaning.

Frequency: Weekly

1.1.11. Interior Glass Cleaning

Performance Requirement: Use non-abrasive cleaning materials to clean all interior mirrored and glass surfaces on doors, walls, showcases and partition walls with mirrors and glass surfaces (excluding skylights).

Description of Standard: Interior mirrored and glass surfaces in washrooms and latrines, on doors, walls, showcases and partition walls with mirrors and glass surfaces are clean and free of dirt, with cleaning material removed.

Frequency: Weekly

1.1.12. Cleaning and Disinfect Classroom Sinks and Drinking Fountains

Performance Requirement: Clean and disinfect all sinks and drinking fountains. Mop up all water spills around all sinks and drinking fountains.

Description of Standard: Sinks and drinking fountains cleaned and disinfected, free of dirt, and water / lime spots. Areas around sinks and drinking fountains kept dry.

Frequency: Twice per week in ES, IS & Specialized Areas. Twice per week in MS and HS.

1.1.13. Desk Top, Table Top, Countertop Cleaning in Specialized Areas

Performance Requirement: Clean desk tops, table tops and counter tops located in Sure Start, PSCD, nurse’s office and examination rooms, culinary arts and home economics (excluding food preparation areas), art classrooms, LIMS, and teacher’s lounge, science labs. These surfaces shall be wiped down with a mild cleaner and then wiped dry with a clean, soft, lint-free cloth. Gyms, stages and MPR are not included.

Description of Standard: Surfaces are cleaned and free of dirt, spots, smudges and any foreign matter.

Frequency: Daily for areas listed.

1.1.14. Desk Top Cleaning Classrooms

Performance Requirement: Clean with mild soap solution and wipe dry when accessible and/cleaned of materials.

Description of Standard: Surface is cleaned and free of dirt, spots, smudges and any foreign matter.

Frequency: Daily in ES and IS. Thrice per week in MS and HS.

1.1.15. Outdoor / General Grounds Cleaning

Performance Requirement: Litter pick the entire school grounds, including play areas and playgrounds, to remove trash, feces and all other debris, natural and manmade, from the grounds. All such materials shall be removed to a proper disposal site the same day as collected. All waste containers should be empty at the end of each cleaning period. Place collected trash in plastic bags with ties and deposit in government-furnished waste containers located outside the buildings.

Description of Standard: Interior courts, sidewalks, platforms, fence lines, all building entrances, trash cans and planted areas within the school boundaries including sports areas and bleachers are free of waste and trash. Grounds are free from trash, litter, feces and all other debris. Exterior rubbish bins should be emptied to prevent overflow and to retain a clean, sanitary and safe environment. Bins will be supplied with appropriately sized trash bin liners.

Frequency: Twice per week at all schools.

1.1.16. Main Entrance

Performance Requirement: Clean and sweep all main foot-traffic entrances to building, place collected trash in plastic bags with ties and deposit in Government-furnished waste containers located outside the buildings.

Description of Standard: Main entrances are swept and free of debris and excessive dirt.

Frequency: Twice per week at all schools.

1.1.17. Walkways

Performance Requirement: Sweep outdoor walkways within school boundaries.

Description of Standard: Outdoor walkways / sidewalks are clean and free of trash and natural debris.

Frequency: Monthly

1.1.18. Waste Disposal/Recycling - Not Applicable

1.1.19. Non-Routine Custodial Services

Performance Requirement: Provide non-routine cleaning services, which may include any or all of the items described in 1.1. through 1.2., above, or other custodial-related tasks, stemming from special events, illness, vandalism or other mischief.

Description of Standard: Carpeting & area (and throw) rugs are free of foreign matter and stains. Double layer carpets shall be cleaned with a dry cleaning agent, where practicable or considered effective. Floor surface (including corners and edges) is cleaned thoroughly. Resulting floor presents an even, reflective surface free of streaks, scratches and dirt spots. All floor maintenance solutions are removed from furniture and baseboards. Floor is free of residues or mop strands.

Frequency: One-half hour from notification.

1.1.20. Snow/Ice Removal. The contractor shall remove snow and ice from all exterior entrances and exits, steps, ramps, walkways, etc., used for pedestrian traffic, aided by contractor-furnished salt or grit salt. When the service is complete pedestrians shall have clean and safe pathways to use when entering/leaving buildings or walking between other school buildings, car parks, or areas. The contractor shall perform this service by 0700 hours, prior to the arrival of administrative staff and teachers for duty. Maps will be provided upon request per Appendix E. Square footage estimates are located in Appendix A, Estimated Workload Data.

1.1.21. Fire and Security Equipment.

Performance Requirement: Fire and security protection equipment must be clean, dry, and free from dust, marks, and smears and, if removed, must be replaced in its original location.

Description of Standard: Fire and security protection equipment is always in a clean state of appearance.

Frequency: As Required

1.2. Basic Restrooms/Locker Rooms Cleaning Services.

1.2.1. Cleaning of Wash-Rooms, Latrines and Locker Rooms

Performance Requirement: Washrooms shall meet the defined standard during operational hours on school days. One full cleaning per operational day shall be performed as defined in Paragraphs 1.2.2. – 1.2.10., Do not use the same bucket of cleaning solution and/or cleaning cloth used to clean toilets, as those used to clean wash basins, tubs, fixtures, and showers. Do not use the same bucket of cleaning solution and/or cloth used to clean floors, as those used to clean toilets, urinals, wash basins, showers, tubs and fixtures. Water and soap solutions in buckets shall be changed with sufficient frequency to prevent broadcast of unpleasant odors and disease. Soap, paper towels and toilet paper shall be provided and stocked at all locations. For stains, graffiti or markings that cannot be removed with normal cleaning solutions see paragraph 1.1.10. All Locker Rooms are to be cleaned once per day.

One Supplemental Cleaning of restrooms during the day at, Middle Schools and High Schools shall include cleanup of urine and feces, spilled hand soap on fixtures and stray toilet paper waste. Paper towels, soap and toilet paper are stocked as needed. In Elementary School and Intermediate Schools restrooms, restroom supplemental cleaning shall be performed as required to maintain standards throughout the school operational day. In Elementary and Intermediate Schools, cleanup of water spills in restrooms and around drinking fountains shall be performed as required to maintain health and safety.

Description of Standard: Washrooms shall be maintained in a neat, clean, sanitary and safe condition during operational hours for the ES and IS. Sinks, toilet bowls and urinals are free of spots, scale, scum, and mineral deposits. Fixtures, floors, walls and partitions are free of excess water, urine and feces, soap, paper towels and toilet paper. Paper towels, hand soap and toilet paper are stocked in each applicable location to ensure sufficient supplies throughout the school day. All cleaning materials are removed.

Frequency: Twice per day at all schools.

1.2.2. Toilet Bowls

Performance Requirement: Clean toilet bowls and seats inside and outside with a disinfectant type sanitary spray and/or disinfectant type soap solution. Use a toilet brush to clean the trap of the toilet bowl and the rim of the toilet seat. Remove all stains and mineral deposits with a mild cleaner and wipe dry. Clean all fittings with a non-abrasive cleaner and dry.

Description of Standard: Toilet bowls are free of all spots, scale, scum, and mineral deposits.

Frequency: Twice per day at all schools.

1.2.3. Bathroom Surfaces

Performance Requirement: Use a neutral disinfectant type soap solution to clean all surfaces of toilet partition walls, ceramic tiled walls, moldings, lavatories, wash sinks, toilet bowls, toilet seats and urinals. Polish fittings.

Description of Standard: Surfaces of toilet partition walls, ceramic tiled walls, moldings, lavatories, wash sinks, toilet bowls, toilet seats and urinals are free of spots, stains, smudges, and dirt. Fittings clean and free of dirt.

Frequency: Twice per day at all schools.

1.2.4. Urinals

Performance Requirement: Clean urinals inside and outside with a disinfectant type sanitary spray and/or disinfectant type soap solution. Use a toilet brush to clean the trap and the rim of the urinal. Remove all stains and mineral deposits with a mild cleaner and wipe dry. Clean all fittings with a non-abrasive cleaner and dry.

Description of Standard: Urinals are free of spots, scale, scum, and mineral deposits.

Frequency: Twice per day at all schools.

1.2.5. Wash Basins and Faucets

Performance Requirement: Clean wash basins inside and outside with a disinfectant type sanitary spray and/or disinfectant type soap solution. Remove all stains and mineral deposits with a mild cleaner and wipe dry. Clean all fittings with a non-abrasive cleaner and dry. Remove stains, caked soap, and grit with a mild cleaner.

Description of Standard: Wash basins are free of spots, scale, scum, and mineral deposits.

Frequency: Twice per day at all schools.

1.2.6. Showers and Tubs

Performance Requirement: Clean showers and tubs to include all walls, bases, and fittings with a neutral disinfectant type soap solution.

Description of Standard: Showers and tubs are clean, free of stains, spots and dirt.

Frequency: Twice per day at all schools.

1.2.7. Floors

Performance Requirement: Mop all restroom, shower room and locker room floors with a neutral disinfectant type soap solution and hot water.

Description of Standard: Floors are free of stains and dirt spots.

Frequency: Twice per day at all schools.

1.2.8. General

Performance Requirement: Clean and polish bathroom mirrors. Fill all floor drain traps, shower drains, and sink drains with water. Clean and polish all shelves and soap dishes. Empty sanitary receptacles in the women’s toilet. Replace sanitary receptacle bags, where required. Clean window sills.

Description of Standard: Prevent drains from drying out and allowing sewer gases to enter the area.

Frequency: Daily

1.2.9. Cleaning of Classroom and Office Sinks

Performance Requirement: Clean all sinks in classrooms and offices as per Para 1.2.1.

Description of Standard: Wash sinks free of spots, scale, scum, and mineral deposits. Resupply soap and paper towels. All cleaning materials are removed.

Frequency: Daily in ES and IS. Thrice per week in MS and HS

1.2.10. District Superintendent Office Cleaning (Building 30 & 58)

Performance Requirement: All services are required three times per week throughout the calendar year. Weekly and annual cleaning services also apply to the District Superintendent Office spaces (building 30 & 58).

Description of Standard: Performance of services shall be performed to the standard established under each applicable paragraph of this PWS.

Frequency: Thrice per week for all daily services with no less that one day in between cleaning.

1.3. PERIODIC CLEANING SERVICES.

These services are provided once a year during the summer vacation period at a minimum of two times per year during vacation periods or as necessary to provide a clean and professional appearance at all times.

1.3.1. Carpet Shampooing

Performance Requirement: Remove furniture from room floor. Vacuum and shampoo carpet & area/throw rugs to remove various stains and soiled areas. Use chemical cleaning solutions that are specifically designed for carpet cleaning. Follow carpet manufacturers suggested deep cleaning method, when known. Shampoo with an appropriate retracting carpet shampooing machine and approved shampoo solution. Avoid saturating carpet to the extent practicable, and remove excess water immediately after shampooing. Return furniture to the position from which it was removed when carpet is thoroughly dry to avoid rust stains.

Description of Standard: Carpeting & area (and throw) rugs are free of foreign matter and stains. Double layer carpets shall be cleaned with a dry cleaning agent, where practicable or considered effective.

Frequency: Once per year (Summer)

1.3.2. Lockers

Performance Requirement: Clean interior and exterior of student lockers in all locations (including athletic locker rooms) with a neutral disinfectant type solution.

Description of Standard: Lockers are free of graffiti, stains, spots and dirt.

Frequency: Once per year (Summer)

1.3.3. Floor Maintenance PVC, linoleum, raised-dot, vinyl, stone, ceramic tile floors

Performance Requirement: Remove furniture. Use cleaning solutions and methods that meet appropriate industry standards applicable to the floor type. Return furniture to its original position.

Description of Standard: Floor surface (including corners and edges) is cleaned thoroughly. Resulting floor presents an even, reflective surface free of streaks, scratches and dirt spots. All floor maintenance solutions are removed from furniture and baseboards. Floor is free of residues or mop strands.

Frequency: Once per year (Summer).

1.3.4. Gym, Stage, MPR Floors, All Types

Performance Requirement: Strip, rejuvenate and seal gym, stage and multi-purpose rooms, and all other spaces with special flooring IAW specific manufacturer’s recommendations.

Description of Standard: Floor surfaces are returned to maximum possible finish.

Frequency: Once per year (Summer)

1.3.5. High Dusting

Performance Requirement: Use a treated cloth or duster to dust all exposed surfaces; including piping, heating lines, ventilation ducts, exhaust vents, wall projections, and surface-mounted electrical conduits over 200 cm above the floor level.

Description of Standard: Exposed l surfaces beyond 200 cm above the floor level are free of dust and dirt.

Frequency: Once per year (Summer)

1.3.6. Interior/ Exterior Window and Door Cleaning

Performance Requirement: Wash all windows and skylights, including frames, casings, and sills on both interior and exterior surfaces, and clean presently installed screens. After washing, wipe the casings and sills dry.

Description of Standard: Interior and exterior door and window glass and frame surfaces are clean, shiny and free of dirt. Cleaning materials are removed. Screens and screen frames are clean and free of dirt with screens correctly re-installed.

Frequency: Once per year (Summer)

1.3.7. Cleaning of Light Fixtures

Performance Requirement: Clean light fixtures, globes, reflectors and casings with a mild soap solution and dry. Any parts removed for cleaning shall be correctly re-installed.

Description of Standard: Light fixtures are clean, and free of dirt and insects.

Frequency: Once per year (Summer)

1.3.8. Cleaning of Interior Shutters, Venetian Blinds and Vertical Blinds

Performance Requirement: Clean interior shutters, Venetian blinds and vertical blinds.

Description of Standard: Shutters and blinds free of dust and dirt, with shutters and blinds correctly rolled up or drawn.

Frequency: Once per year (Summer)

1.3.9. Cleaning of Exterior Roller Shades and Jalousies

Performance Requirement: Clean roller shades and Jalousies.

Description of Standard: Roller shades and Jalousies are free of dust and dirt, and returned to correct position.

Frequency: Once per year (Summer)

1.3.10. Cleaning of Furniture - General

Performance Requirement: Remove gum and other foreign matter, wash furniture with a soap solution.

Description of Standard: Spots, gum and other foreign matter are removed. Surface sanitized.

Frequency: Once per year (Summer)

1.3.11. Special Event Services. On occasion services may be required to support an activity or exercise of contingency plans or a special school function. The contractor’s responsibilities for special support are described below.

1.3.11.1. Special Functions. Includes normal areas such as, but not limited to, gymnasiums, cafeterias, auditoriums and classrooms where special functions such as, but not limited to, sports tournaments, dances, graduation exercises, parties, banquets, carnivals, dinners, etc. are held.

1.3.11.2. Cleaning includes all services to be provided in accordance with paragraphs 1.1. and 1.2.

1.3.11.3. The Government shall give the contractor as much advanced notice as possible, but not less than 24 hours’ notice prior to the occurrence of each event. Special cleans can only be authorized by the Contracting Officer’s Representative (COR), Contracting Officer, or designated DoDDS Representative.

1.4. ADMINISTRATION AND SUPPLY AREA CLEANING DURING VACATION PERIODS.

1.4.1. Reduced Services

Performance Requirement: Services provided at schools when classes are not in session. This period of time that school is not in session includes only spring, winter and summer recess and does not include teacher’s workdays and holidays. During periods when classes are not in session, the custodial services will be limited to administration offices, main bathrooms immediately adjacent to administrative offices, entrance ways and halls leading to administrative offices, bus office, supply office, registrar office with adjacent restrooms cleaning and stocking twice per week. Reduced services in administrative areas shall be limited to trash removal, sweeping, mopping and/or vacuuming twice per week. Main bathrooms immediately adjacent to administrative offices shall be fully cleaned and stocked once per week.

Description of Standard: As stated in the performance requirement above.

Frequency: Twice per week throughout the spring, winter and summer recess period.

1.5. DAY SERVICES.

Performance Requirement: Day services shall be performed during operational hours only at Elementary Schools and Intermediate Schools. Day Services include cleaning of the Principal’s Office IAW all applicable subparagraphs of this Part IV, floor cleaning during inclement weather, Outdoor Cleaning and emergency cleaning at the ES and IS are addressed under Routine Custodial Services. Emergency cleaning at MS and HS are addressed under Non Routine Services.

Description of Standard: Performance of Performance of Day Services shall be performed to the standards established under each applicable paragraph of this PWS.

Frequency: As described in applicable paragraphs.

Schools requiring continuous daytime services are:

Alconbury Elementary: 677, 682, 687, 691, 693, 694, 698 Population 204

1.6. CAFETERIA CLEANING.

1.6.1. Day Service for School Lunch Program

Performance Requirement: Set up all needed tables, wipe down tables between lunch shifts and after the last shift, break down tables, sweep and mop floors, empty all trash containers and perform any cleaning, as required. In food service areas that serve more than one function, e.g. Multi-Purpose Rooms, the areas shall be returned to a state appropriate to the function normally following the food service period. This service does not include receiving and/or emptying children’s trays. Kitchen cleaning is excluded from this requirement.

Description of Standard: Food Service areas are set up and broken down in a timely fashion and in a manner that does not impede use of area for other regularly-scheduled functions. The contractor shall perform continuous cleaning of cafeteria table, seating and floor areas to remove spillage and food residue to provide the students with a suitable place to eat and to prevent spillage being tracked throughout the area. The contractor shall sweep and mop or power scrub, and provide floor maintenance to the cafeteria floors, remove the accumulate trash, recyclable milk bottles and perform spot cleaning as required at the end of each period.

Frequency: Daily

1.7. Playground Equipment. Schedule cleaning of playground equipment during the summer periodic timeframe not later than 1 month prior to required service performance.

1.8. WORK SCHEDULE. The contractor shall establish a work schedule for every facility, which includes all required tasks, to include but not limited to the time and day of service. The scheduled times must be coordinated in advance to avoid disruption of government operations. Initial schedules shall be provided to the COR no later than (NLT) 10 duty days prior to the beginning of the performance period and updated schedules submitted in writing at least five days prior to the effective date.

1.9. GENERAL INFORMATION. – Not Applicable

1.10. CONTRACT MANAGEMENT.

1.10.1. Contract Manager. Contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. At the pre-performance conference the name of this person and an alternate(s), who shall act for contractor when manager is absent, shall be designated in writing to CO. Contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal duty hours.

1.10.1.1. Contract manager or alternate(s) shall have full authority to act for contractor on contract matters relating to daily operation of contract. Contract manager and alternate must have knowledge of all facets of Custodial Maintenance operations.

1.10.1.2. Contract manager or alternate shall be available from 0600 to 1530 hours Monday through Friday during the academic year. Manager shall be available to meet on-site with building officials, CO or COR within thirty (30) minutes of notification. Contract manager shall be available for on-site meeting within one (1) hour after normal duty hours. The contract manager must be able to be reached by Government personnel through a contractor provided paging system or mobile phone. All phone numbers shall be provided to the Contracting Officer and the schools, with updates as changes occur.

1.10.1.3. Email proficiency and access. Contract manager, alternate, and quality control personnel shall have daily access to a contractor provided computer and email account. Email addresses shall be provided to the CO and COR at contract award.

1.10.1.4. Shift Supervisor. The contractor shall designate in writing an individual(s) as shift supervisor for each shift of employees during all hours when services are being performed. This information shall be provided to the Contracting Officer prior to contract start date and as changes occur. The shift supervisor is responsible for making sure that all buildings are secure before they finish their shift. All windows must be shut and secured. All doors must be shut and locked.

1.11. CONTRACTOR EMPLOYEES. Personnel shall meet or exceed the following requirements:

1.11.1. Contractor shall not employ persons for work on this contract if such employees are identified to contractor by CO as a potential threat to health, safety, security, general wellbeing, or operational mission of the installation and its population in accordance with (IAW) DoDR 5500.7, Standards of Conduct.

1.11.2. Contractor shall not hire employees of the United States Government if employing such persons would create a conflict of interest, or appearance of a conflict of interest. Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoDR 5500.7, Standards of Conduct. Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to policies in AFI 64-106, Air Force Industrial Labor Relations Activities, Para 3.

1.11.3. Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. Abrupt absence of these personnel could adversely affect contractor's ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

1.11.4. Contractor personnel are required to comply with base Motor Vehicle Code, pertaining to operation of privately owned vehicles on all RAF bases.

1.11.5. Contractor personnel must be able to read, write, speak and understand English.

1.11.6. Special Qualifications. Contractor employees must obtain favorable National Agency Checks prior to starting work (see AFI 34-251, Air Force School Age Programs, Chapter 4, paragraph 4.1.1., Personnel Restrictions/Prohibitions). Contractor employees shall have a favorable determination on a Standard Criminal Records Brief (CRB) IAW Statutory Instrument 2003 No 1920 paragraph 4. Additionally, contractor must obtain a State Criminal History Repository (SCHR) check for each employee who has resided in the United States.

1.11.7. Appearance. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. The contractor will provide employees with a smock, vest, or similar outer garment that easily identifies them as contractor personnel, and should be worn at all times while on school premises. The contractor shall also provide each employee a distinctive contractor identification badge that shall include the employee’s name, employee’s photograph, and contractor’s name, and shall be distinguishable from a distance of three (3) meters.

1.11.8. Employee Training. Contractor shall ensure that all contractor employees are given the appropriate training to carry out all tasks required in this contract to include environmental, health and safety training to employees to ensure compliance with AF Regulations contained in Appendix D and UK Health and Safety at Work Act 1974 and the UK Environmental Protection Act of 1990. All contractor employees training records shall be made available to the government for inspection on request. Contractor shall ensure the use of proper documentation for the duration of this contract. Notification of any temporary personnel must be given to the COR prior to commencing work and such temporary employees are to receive the same employee training as regular contractor personnel.

1.12. QUALITY CONTROL. The contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with 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 paragraph 2, Service Summary and interface with the Quality Assurance Surveillance Plan.

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

1.12.1.1. 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.

1.12.1.2. A description of the methods and checklists to be used for identifying and preventing performance deficiencies in the quality of service provided.

1.12.1.3. 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.

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

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

1.13.1. Re-performance. Re-performance of routine daily cleaning must be completed within two (2) hours following notification, in a manner not to interfere with the mission requirement. Due to costs associated with government re-inspections, services deemed unsatisfactory after initial re-performance shall also be recorded as a defect. Where practical, notification of a validated complaint found during the inspections will be made to the contract manager to allow re-performance prior to the arrival of students. Contractor is responsible for ensuring personnel are available to accomplish joint inspections and re-performance. Re-performance of periodic cleaning must be completed within fourteen (14) calendar days for the summer and two (2) calendar days for the winter and spring periodic after contractor notification, or before the start of new school term, whichever comes first. Re- performance requests for work schedules must be completed within one duty day. Unsatisfactory periodic service that is not satisfactorily re-performed within this time frame will be considered as defective and subject to the FAR 52.246-4, Inspection of Services-Fixed Price (Aug 1996).

1.14. GOVERNMENT REMEDIES. The Contracting Officer shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Feb 2007), for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.14.1. Deductions. Work re-performance is the preferred method of addressing defects. Per paragraph 1.13.1, re- performance defines of a defect. Deductions begin when the contractor exceeds the performance threshold stated in paragraph 2.0. Deducts are cumulative with each deduction amounting to10% of the daily cost of the pertinent subCLIN. For example, should the contractor receive three (3) defects in a month for basic restroom/locker room cleaning services, the contractor would receive a deduction amounting to 30% of one day’s cleaning cost for the pertinent subCLIN of services deemed unsatisfactory after initial re-performance.

1.15. PERFORMANCE MANAGEMENT.

1.15.1. The Multi-Functional Team (MFT) The MFT is responsible for the performance management of this contract IAW AFI 63-101. Upon contract award, the contractor becomes a member of the MFT and will be required to attend MFT meetings. Performance will be assessed and evaluated at each MFT meeting. Areas of concern or improvements required will be addressed. The contractor may request a meeting with the CO any time a meeting is necessary. Written minutes will be forwarded to all MFT members for review. Non-concurrence with any portion of the minute’s comments notification shall be provided in writing to the CO within 10 calendar days. Upon resolution of comments, the CO shall sign the meeting minutes. During the first quarter of contract performance the MFT shall meet monthly, unless it is deemed necessary to meet more frequently. After the first quarter, the MFT shall meet quarterly.

1.15.1.1. The service provider shall be responsible for making changes as required in processes and practices to ensure performance is managed effectively. The performance management feedback loop begins with the communication of expectations. Expectations of service levels are expressed in the SS.

1.15.2. The MFT, including the service provider, works together in a consultative and collaborative style to make decisions and take action based on performance measurement results. The MFT shall work with key customers to manage these four critical factors:

- Ensure the right performance actions are being taken based on the information generated through the metrics framework

- Ensure that customer expectations are being met as well as being managed within the constraints of the

PWS

- Provide a look-ahead to the service provider to ensure a reactive culture and process does not develop

- Keep abreast of customer developments to alert the service provider on upcoming events

1.15.3. Customer Complaints. Another aspect of measuring customer satisfaction is resolving customer complaints. The service provider shall record, track, report, and inform the COR of the resolution of customer complaints. A copy of each customer complaint will be provided to the COR and the COR may conduct informal inquiry of the complainant to ensure a satisfactory resolution has been obtained.

1.16. HOURS OF OPERATION.

1.16.1. Routine Daily Cleaning. A written schedule of exact dates will be given to the contractor prior to contract start date and prior to each school year.

Continuous Daytime Services: 0730-1530 hours Monday through Friday

Nighttime Services: schools are available for nighttime service Monday through Friday for all buildings at RAF Lakenheath (Lakenheath Elementary School, Liberty Intermediate School and Lakenheath High School); RAF Feltwell (Feltwell Elementary School, Lakenheath Middle School and the offices of the District Superintendent);

RAF Alconbury (Alconbury Elementary and Alconbury Middle High School); RAF Croughton (Croughton Elementary School.

1.16.2. Cafeteria Cleaning. The contractor is to set-up 30 minutes prior to mealtime and cleans continuously during mealtime.