Custodial Services PWS version 21 Dec 21.pdf

CUSTODIAL SERVICES

PERFORMANCE WORK STATEMENT (PWS)

AVIANO AIR BASE

ITALY

21 DECEMBER 2021

Table of Contents

1. DESCRIPTION OF SERVICES

1.1 FACILITY CLEANING SERVICES

1.1.1 NON-CARPETED FLOORS (HARD FLOORS: VINYL TILE, CERAMIC TILE, WOOD,

CONCRETE, RUBBER, LINOLEUM, LAMINATED WOOD, ETC.)

1.1.2 CARPETED FLOORS

1.1.3 STAIRWAYS/ELEVATORS/ACCESSIBLE LIFTS

1.1.4 CLEAN FLOOR (WALK-OFF) MATS

1.1.5 TRASH COLLECTION/REMOVAL (CENTRALIZED LOCATIONS)

1.2 RESTROOMS/LOCKER ROOMS CLEANING SERVICES

1.2.1 CLEAN AND DISINFECT

1.2.2 RESTROOM FLOOR CARE

1.2.3 STOCK RESTROOM SUPPLIES

1.2.4 DRINKING FOUNTAINS

1.2.5 RESTROOM TRASH REMOVAL

1.2.6 SIGN-IN-SHEET

1.3 PERIODIC CLEANING SERVICES

1.3.1 PERIODIC HARD FLOOR MAINTENANCE

1.3.2 PERIODIC CARPET RESTORATIVE CLEANING

1.3.3 DUSTING (FOR CATEGORY 4 FACILITIES ONLY)

1.4 SPECIAL CLEANING REQUIREMENTS

1.4.1 CHILD DEVELOPMENT CENTER (CDC)

1.4.2 SPECIAL CLEARANCE REQUIREMENTS; CHILD DEVELOPMENT & YOUTH CENTERS

1.4.3 REQUIRED TRAINING

1.4.4 IMMUNIZATIONS

1.4.5 REQUIRED DOCUMENTATION

1.4.6 CLEANING REQUIREMENTS CHILD DEVELOPMENT CENTER AND YOUTH CENTER

1.4.7 SPECIAL REQUIREMENTS (AND LEVEL 4 CLEANING OTHER THAN CDC)

1.5 CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES

1.5.1 CONTRACTOR-FURNISHED EQUIPMENT/VEHICLES

1.5.2 CAUTION SIGNS

1.5.3 CONTRACTOR FURNISHED RESTROOM SUPPLIES

1.5.4 MISCELLANEOUS REQUIREMENTS

1.5.5 MONTHLY INVOICE

1.6 EMERGENCY CLEANING/COVID-19 OR ANY OTHER VIRUS DEEMED AS INFECTIOUS

1.6.1 FACILITY DAILY CLEANING

2. SERVICE SUMMARY (SS)

2.1 QUALITY CONTROL

2.2 QUALITY ASSURANCE

2.3 PERFORMANCE ASSESSMENT

2.3.1 PERIODIC INSPECTIONS

2.3.2 CUSTOMER COMPLAINTS

2.3.3 PERIODIC QUARTERLY PROGRESS MEETINGS

3. FURNISHED PROPERTY AND SERVICES

3.1 FURNISHED FACILITIES

3.1.1 JANITORIAL CLOSETS

3.2 FURNISHED SUPPLIES AND EQUIPMENT

3.3 FURNISHED UTILITIES

3.3.1 UTILITY CONSERVATION

3.4 TELEPHONE SERVICE

3.5 SECURITY, FIRE AND MEDICAL SERVICES

3.6 SOLID WASTE COLLECTION AND DISPOSAL

3.7 MAIL SERVICE

4 GENERAL INFORMATION

4.1 HOURS OF OPERATION

4.1.1 NORMAL BASE HOURS

4.1.2 HOLIDAYS

4.1.3 BASE WIDE FACILITIES, HOURS OF OPERATION

4.1.4 CHILD DEVELOPMENT CENTER (CDC), HOURS OF OPERATION

4.2 BASE CLOSURES

4.3 TRANSITION PERIOD

4.4 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND

AUTHORITY OR OVERSEAS COMBATANT COMMANDER

4.5 CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL CLEARANCES AND

VEHICLE PASSES

4.6 CLEANING AND RESTROOM SUPPLIES

4.6.1 HAZARDOUS MATERIAL IDENTIFICATION

4.7 HAZMART

4.7.1 SPILL RESPONSE

4.8 HAZARDOUS MATERIAL/ WASTE MANAGEMENT

4.9 HAZARDOUS MATERIAL (HM) HANDLING

4.10 TRAINING

4.11 LANGUAGE PROFICIENCY

4.12 ALCOHOL AND DRUGS

4.13 TRAFFIC LAWS

4.14 WEAPONS, FIREARMS, AND AMMUNITIONS

4.15 FOR OFFICIAL USE ONLY (FOUO)

4.16 REPORTING REQUIREMENTS

4.17 PHYSICAL SECURITY

4.18 CONTRACT MANAGER

4.19 PERSONNEL

4.20 KEY CONTROL

4.21 CLEANING FREQUENCY SCHEDULES (CFS)

4.22 OPTION PERIOD

4.23 CONTRACT MODIFICATIONS

4.23.1 EXISTING FACILITY FLOOR PLAN CHANGES

4.23.2 NEW FACILITY AND/OR NEW FACILITY ADDITION

4.23.3 MODIFICATION UNIT PRICING

4.23.4 WAGE INCREASES

4.24 CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER REPRESENTATIVE (COR)

(QUALITY ASSURANCE PERSONNEL)

4.25 SAFETY REQUIREMENTS AND REPORTS

4.26 ECMRA (ELECTRONIC CONTRACTOR MANPOWER REPORTING APPLICATION)

4.27 ANTI-TERRORISM TRAINING

5. APPENDICES

1. DESCRIPTION OF SERVICES

The Contractor shall provide all management, tools, equipment, supplies, and labor necessary to ensure that custodial services are performed at geographically separated areas of Aviano Air Base, Italy (excluding Medical and DeCa facilities), in a manner that will maintain a satisfactory facility condition and present a clean, neat, sanitary and professional appearance. The contractor shall accomplish all cleaning tasks and be required to provide and replenish soap and paper products in all restrooms identified in Appendices A and B, in order to meet the requirements of this PWS and the Service Summary (SS). Maximum cleaning frequencies are established in Appendix A, Air Force Common Operating Levels of Service (AFCOLS). Facility cleaning levels and estimated square meters are established in Appendix B, Estimated Square Meters and Cleaning Level. All work performed by the contractor shall be performed in accordance with all applicable Italian Laws, regulations, Headquarters Air Force (HAF) standards, instructions, and commercial practices.

1.1 FACILITY CLEANING SERVICES

1.1.1 NON-CARPETED FLOORS (HARD FLOORS: VINYL TILE, CERAMIC TILE, WOOD,

CONCRETE, RUBBER, LINOLEUM, LAMINATED WOOD, 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 shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. An emergency cleaning is a one-time cleaning of spills/accidents due to unforeseen circumstances (i.e.

toilet overflow, human accident spills, vandalism, etc.) The COR may request emergency buffing, stripping, and/or waxing through a verbal notification, and the Contractor shall start the requested emergency cleaning within 1 hour after the notification. These services will be provided from Monday through Friday, during regular hours.

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 efficient commercial grade vacuum cleaners, with an adjustable rotating brush and HEPA filtration that offers high airflow for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the facility manager. Area and throw rugs shall also receive this service.

Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. An emergency cleaning is a one-time cleaning of spills/accidents due to unforeseen circumstances (i.e.

coffee spills, human accident spills, vandalism, etc.) The COR may request emergency shampooing through a verbal notification, and the Contractor shall start the requested cleaning within 1 hour after the notification. These services will be provided from Monday through Friday, during regular hours.

1.1.3 STAIRWAYS/ELEVATORS/ACCESSIBLE LIFTS

All floor surfaces shall be cleaned following the floor cleaning frequency and 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 1.8 meters (6 feet) height from stair tread level, to provide and/or maintain a clean, uniform appearance. Elevator cleaning shall include all light fixtures, vents, doors, door tracks, buttons, walls, hand rails, guide tracks, floors, and floor guide tracks.

1.1.4 CLEAN FLOOR (WALK-OFF) MATS

The contractor shall vacuum and/or clean all interior and exterior floor mats. Mats shall be cleaned following the floor cleaning frequency and 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 designated facility centralized locations. The contractor shall collect and dispose of all trash from these locations, as per AFCOLS frequency and following the Italian waste disposal and recycling rules. All trash containers shall be emptied, trash disposed, cleaned, if necessary, and returned in their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners/bags for the containers at the centralized locations. Trash receptacles shall be left clean, free of foreign substances and free of odors.

Custodians are not required to separate trash contaminated by the user.

1.2 RESTROOMS/LOCKER ROOMS CLEANING SERVICES

1.2.1 CLEAN AND DISINFECT

All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, drinking fountains, plumbing fixtures, saunas, partitions, dispensers, doors, walls, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), wall tiles and other such surfaces shall be cleaned and disinfected using a 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, mold and any other deposits. If a clogged urinal, shower, sink or toilet cannot be unclogged, the contractor shall install an “Out of Order” warning sign and report the issue to the Contracting Officer Representative (COR). Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge and stain free. Vents (within 3 meters/10 feet of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and removable matter. Walls and joints with silicone or 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. Floor cleaning tools such as mops, towels and buckets that are used to clean the restroom floors shall differ from the cleaning tools that are used to clean the other floors. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the floor tiles shall be free of dirt, scum, mildew, mold and residue.

1.2.3 STOCK RESTROOM SUPPLIES

At each cleaning service, contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out until the next cleaning date. Supplies shall be stored in areas designated by the Government. Custodians shall immediately notify their supervisor any time toilet supplies are not available during cleaning operations, to bring additional supplies. If supplies run out prior to the next service date, the contractor shall refill within two hours of notification. The Contractor shall also stock a sufficient number of dispensers as per Appendix D and they must be immediately replaced if they are no longer functional. All dispensers/containers installed at Aviano AB will remain in place at the expiration of this contract.

1.2.4 DRINKING FOUNTAINS

Contractor shall clean all facility drinking fountains, typically located near or in the vicinity of restrooms and inside locker rooms. 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. Due to the hardness of the local area water, proper approved chemicals shall be used for descaling surfaces.

1.2.5 RESTROOM TRASH REMOVAL

All trash containers in restrooms and locker rooms shall be emptied, trash disposed, liners replaced (with proper size), and containers returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trashcan liners. Trash receptacles shall be left clean, free of foreign matter and free of odors.

1.2.6 SIGN-IN-SHEET

The Contractor is required to develop and maintain a Sign-In-Sheet for each facility. These sign-in-sheets shall be posted by the Contractor in janitor closets designated by the COR. If a closet is not available in the facility, the contractor will post the sign-in-sheets in a restroom designated by the COR. The sign-in-sheet will be signed and dated by the contractor’s personnel each time the cleaning service has been provided. At the minimum, the sign-in-sheet shall include the building number, the day(s) cleaned, name of custodian, type of service performed (floor, restroom or other cleaning) and COR point of contact and phone number. The Sign-In-Sheet will be maintained in the facility for 15 days after the end of each month. Maps will be provided and must be posted along with the sign in sheet.

1.3 PERIODIC CLEANING SERVICES

The Contractor shall schedule services performed as per Appendix A of AFCOLS, a minimum of one week in advance by email with the facility manager with a copy to the COR(s) for the base.

The Contractor will provide the annual Periodic cleaning schedule within the first 10 calendar days of each contract option period. If it becomes necessary to reschedule a periodic cleaning service, the requesting party shall contact the other two parties by email in order to arrange a new time as soon as the need to reschedule is known. The Government requires that some periodic cleanings be scheduled outside normal working hours, or close to the end of the daily facility operating hours.

Sign-off sheets for each periodic service should be signed by the facility manager at the time of performance and submitted to the COR(s) for the base within 3 days.

1.3.1 PERIODIC HARD FLOOR MAINTENANCE

Hard floors to include restroom floors shall receive periodic hard floor maintenance as specified in Appendix A. Hard floors shall be cleaned, scrubbed, sealed, polished/burnished, waxed, or deep scrubbed and stripped and recoated, 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, with commercial grade carpet cleaning equipment, 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. Areas that are inaccessible to the machine, such as corners, shall be shampooed with foam from the machine and manually scrubbed. 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 easy movable items shall be relocated to clean carpets underneath and returned to their original location after the carpet has dried.

1.3.3 DUSTING (FOR CATEGORY 4 FACILITIES ONLY)

Low dusting includes surfaces within 1.8 meters/6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 1.8 meters/6 feet up to 3 meters/10 feet.

Surfaces could include items such as tables, shelves, bookcases, storage lockers, moldings, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, etc.

1.4 SPECIAL CLEANING REQUIREMENTS

The contractor shall accomplish all cleaning tasks as appropriate for Special Requirement Facilities (Child Development Center, Youth Center, Fitness Center, & 57 Rescue Squadron (RQS) identified in Appendices A and B. Minimum cleaning frequencies are established in Appendix A, AF Common Output Level Standards.

1.4.1 CHILD DEVELOPMENT CENTER (CDC)

Designated CDC facilities shall be maintained in accordance with AFI 34-248 Child Development Centers, summarized below and Appendix A. Kitchen areas are not part of the contractor’s responsibility for cleaning. Operational duty hours for CDC are from 0630 to 1800 hours. These facilities are normally open on Italian Holidays. Due to unpredictable base operations or due to a contingency situation, CDC duty operating hours may be expanded to 0530 to 1930 hours daily, including weekends. 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, regardless of the CDC operating hours.

1.4.2 SPECIAL CLEARANCE REQUIREMENTS; CHILD DEVELOPMENT & YOUTH

CENTERS

1.4.2.1 BACKGROUNDS & CRIMINAL HISTORY CHECK (CARABINIERI BACKGROUND

CHECK)

In accordance with DoDI 1402.05, “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. Background check is performed by the Carabinieri (Italian Military Police) before the release of the Aviano Air Base pass and it includes any crime committed by an individual against minors.

1.4.2.2 [CRIMINAL BACKGROUND HISTORY CHECK PROCEDURES.]

This section reserved per AFCEC instruction

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 34-144, 8.10).

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. Date and location of training will be coordinated through COR, in accordance with (IAW) Facility Director, Contractor and Government trainer availability.

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 AFI-48-110, “Immunizations and Chemoprophylaxis for the Prevention of Infectious Diseases” prior to an employee being allowed to work. The Contractor shall be responsible for providing certification that all of his/her employees meet the above conditions. Payment for any required immunizations will be incurred at the Contractor’s expense.

Mumps Measles Rubella Tetanus Diphtheria Polio Hepatitis B Varicella

Tuberculosis Skin Test

COVID-19

1.4.5 REQUIRED DOCUMENTATION

The Contractor shall provide a summary spreadsheet, listing all employees hired to work in the CDC, and Youth Activity Center. The list must have the employee’s name and position along with Aviano Air Base pass release date, child abuse training completion date, certification of immunization requirements for approval 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, and all requirements must be completed prior to replacement employee 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 working at the CDC and/or Youth Activity Center, shall submit a statement verifying they meet all medical requirements and current immunization records to the CDC Director prior to starting work on an annual basis.

1.4.6 CLEANING REQUIREMENTS CHILD DEVELOPMENT CENTER AND YOUTH

CENTER

Physical contact shall not be allowed and contractor employees shall not be alone with children unsupervised. All employees shall wear a nametag or other identifying apparel all the time. (AFI 34-248, 8.7.7).

1.4.6.1 MIXED DISINFECTING, CLEANING AND SANITIZING SOLUTIONS

If there are any mixed solutions prepared by the Contractor, they shall be stored in non-brand name containers and clearly labeled. The solution shall be kept out of children’s reach at all times.

Chemical containers shall always be closed after use and stored appropriately in cabinets where available.

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 IAW all Host Nation regulations, and so state on the label.

Examples:

- Liquid chlorine bleach (without scent), one-quarter (1/4) cup (5.25% or 15 ml. sodium hypochlorite) in one (1) gallon of water (or 1 Tablespoon bleach in 1 quart of 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 current public health requirements. Use sanitizers on food contaminated surfaces and equipment.

Examples:

- Liquid chlorine bleach (without scent), 1 Tablespoon (5.25% or 15 ml. sodium hypochlorite) in

3.8 Liters/1 Gallon of water, made fresh daily; must be left on for 2 minutes to be effective.

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

1.4.6.2 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 via COR 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 or other disinfectant solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a locked closet inaccessible to children. Products containing phenolic compounds, such as “Lysol” shall not be allowed or approved for use in Child Development Centers. CDC and Youth Activity Center organizations will forward the listing of the selected cleaning products to COR for the 31 CES Environmental Office approval.

1.4.6.3 CLEANING EQUIPMENT/MATERIALS

Trash, mops, brooms, and cleaning buckets shall be inaccessible to children.

1.4.6.4 CLEAN/SANITIZE TABLES, CHAIRS, AND HIGHCHAIRS

The Contractor will clean tables, chairs, and highchairs used for eating after each meal and will sanitize daily. The Contractor will sanitize all other remaining tables and chairs daily.

1.4.6.5 CLEAN/SANITIZE FOOD PREP & DIAPER CHANGING TABLES & ADJACENT

WALLS

The Contractor will clean food preparation tables, diaper changing counters, sinks, and adjacent walls at least daily, and as needed, with hot water and detergent and then sanitize with a bleach solution.

1.4.6.6 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.

1.4.6.7 OTHER NON-CARPETED FLOORS

All other floors (not including restrooms) shall be swept, mopped with hot water, and sanitized with the bleach water or disinfectant solution daily.

1.4.6.8 CLEAN/SANITIZE CHILDREN’S TOILETS AND FIXTURES

Toilets, sinks and adjacent walls (up to height of 1.20 Meters/4 Feet) shall be cleaned with hot water and detergent and then sanitized with the bleach water or disinfectant solution at least twice daily (after lunch and in the evening, after hours). Twice per day for rooms with children over two years old, and once per day for rooms with children under two years old.

1.4.6.9 SWEEP/MOP CHILDREN’S BATHROOM FLOORS

The Contractor shall sweep and mop the children’s bathroom floors twice a day first with hot water and detergent and then sanitized with the bleach water or disinfectant solution.

1.4.6.10 NON-CARPETED FLOOR MAINTENANCE

The Contractor shall provide all periodic floor care maintenance services in accordance with the Appendix A for all non-carpeted floors where applicable. These tasks shall occur after operating hours.

1.4.6.11 VACUUM

The Contractor shall maintain all carpet areas free from visible soil and vacuumed at least once per day, when children are not present in the activity rooms, or as required to maintain clean and sanitary conditions. Soiled areas should be cleaned as necessary.

1.4.6.12 CARPET MAINTENANCE

The Contractor shall steam clean (or similar extraction method) all carpet in accordance with the standards as listed in Appendix A, preferably on weekends or after operating hours, to ensure carpets are completely dry when children are present.

1.4.6.13 EMPTY TRASH CANS AND DIAPER PAILS

The Contractor shall empty trash cans once daily and diaper pails twice daily. 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. Trash shall be properly disposed of in the refuse containers placed outside the facility.

1.4.6.14 CLEAN/SANITIZE TRASH CONTAINER AND DIAPER PAIL

The Contractor shall disinfect trash containers and diapers pails daily, first with hot water and detergent and then sanitized with the bleach water solution or other approved disinfectants/sanitizers.

1.4.6.15 STOCK RESTROOM

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 before the next scheduled cleaning. 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.

1.4.6.16 DUSTING

Low dusting includes surfaces within 1.8 Meters/6 Feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 1.8 Meters/6 Feet up to 3 Meters/10 feet.

Surfaces could include items such as tables, shelves, bookcases, storage lockers, window sills, moldings, hand rails, pictures, clocks, window blinds, ceiling fans, etc.

1.4.6.17 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.

1.4.6.18 CLEAN DRINKING FOUNTAINS

Drinking fountains shall be cleaned with sanitizing solution once daily.

1.4.6.19 CLEAN DOOR KNOBS

Door knobs shall be cleaned with sanitizing solution once daily.

1.4.7 SPECIAL REQUIREMENTS (AND LEVEL 4 CLEANING OTHER THAN CDC)

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, Fitness Center, 57 RQS), identified in Appendices

A and B, 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

This section reserved per AFCEC instruction.

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 (i.e. vacuum cleaner minor repairs, bucket cart repair, toilet supply and dispenser repair). 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 PWS during normal hours of operation.

All equipment used in the performance of this contract shall be in good operable condition and carry a CE (European Conformity) listing. Equipment found to be unsafe and/or unable to function as designed, shall not be used in performance of this contract. The CO or COR may inspect the contractor’s equipment at any time and direct the removal of any unsafe or unusable equipment from the installation.

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 CAUTION SIGNS

The Contractor shall display the appropriate caution signs all the time when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present, and remove once dry and safe for facility occupants to use.

1.5.3 CONTRACTOR FURNISHED RESTROOM SUPPLIES

The Contractor shall provide all restroom supplies as described in Appendix D.

1.5.4 MISCELLANEOUS REQUIREMENTS

Turn off unnecessary lights depending upon the current building occupancy, shift, and security requirements.

Report fire hazards, conditions, and items in need of repair to the COR (i.e. clogged sinks/toilets/showers, broken doors, broken windows).

Turn in lost and found articles to the COR.

Notify COR when 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.

1.5.5 MONTHLY INVOICE

Within the 15th day of the month the contractor shall issue and submit a monthly invoice in Wide Area Work Flow (https://piee.eb.mil/) for the custodial cleaning services performed during the previous month. If the 15th day of the month falls on a Saturday, Sunday, Italian or American Holiday, the following working day shall apply.

1.6 EMERGENCY CLEANING/COVID-19 OR ANY OTHER VIRUS DEEMED AS

INFECTIOUS

This section reserved per AFCEC instruction

1.6.1 FACILITY DAILY CLEANING

This section reserved per AFCEC instruction

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 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.

Performance

Objective (PO)

PWS

Para

Performance Threshold

(monthly) Defect Rating

Surveillance

Method

Remedy

PO-1 – Facility Cleaning Service

a. Non-Carpeted Floors

1.1 Inclusive

Excellent = 0

Periodic & Verified

Customer Complaint

Re-perform service within the same day

b. Carpeted Floors Very good = 1-2

c. Stairways/Elevators Accessible Lifts Satisfactory = 3

d. Walk-off Mats Marginal = 4

e. Trash Removal Unsatisfactory = 5+defects

PO-2 – Restrooms /Locker Rooms Cleaning

a. Clean and Disinfect

1.2

Customer Complaint

Re-perform service within the same day

b. Floors Very Good = 1-2

c. Supplies Satisfactory = 3

d. Drinking Fountains Marginal = 4

e. Trash Removal Unsatisfactory =

PO-3 – Periodic Cleaning Services

a. Hard Floor Maintenance

1.3

Customer Complaint

Re-perform service within 24 hours

b. Carpet Restorative Cleaning

Very Good = 1-2 Re-perform service within 24 hours

Satisfactory = 3

Marginal = 4

Unsatisfactory =

PO-4 - Quality Control

Inspection procedures are followed and documented

IAW

Contractor’s Quality Control Plan

2.1

Customer Complaint

Corrective action to execute within 2 working days

Satisfactory = 3

Marginal = 4

Unsatisfactory = 5+

PO-5- Special Requirements

a. Child Development Center(s)

1.4

Customer Complaint

Re-perform service within 24 hours

b. Fitness Center

c. Youth Center

Satisfactory = 3

Marginal = 4

Unsatisfactory = 5+

PO-6-Miscellaneous Requirements

Monthly Invoice submittal – must be in WAWF by the 15th day of every month.

1.5

Invoice submitted on time = 0

Invoice NOT Submitted on time

= 1

Verify invoice has been submitted into system.

Submit invoice within 24 hours

2.1 QUALITY CONTROL

The Contractor shall develop and maintain a quality control program (QCP) 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. The Contractor shall establish and maintain a complete QCP that ensures services are maintained and performed IAW this contract, applicable laws and regulations to reach the objective stated in this PWS. The QCP should address all aspects of quality to include the responsibility for surveillance, description of records to be kept, and corrective actions to be taken to remedy unsatisfactory performance. A copy of the contractor's QCP shall be submitted with the Contractors Quote. Proposed changes to the plan shall be provided to the Contracting Officer (CO) prior to implementation. The contractor shall submit monthly metrics report to the Contract Administrator CO, QAPC, (Quality Assurance Program Coordinator) and COR within 7 calendar days from the beginning of each month. Metric report shall include date of inspection, building number, type of inspection, discrepancies, corrective actions, inspector’s name, and comments.

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 the 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 standard has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.3 PERFORMANCE ASSESSMENT

2.3.1 PERIODIC INSPECTIONS

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 4.21). 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 (defect) result shall be recorded, and the Contractor shall respond within 2 hours of notification. Exceeding the performance threshold defects for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO. In turn, the CO will take any required action, if deemed necessary. 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 as per Service Summary Remedy.

2.3.3 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 minutes of these meetings will be provided in writing to all attendees, for concurrence. 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 within three (3) working days.

3. FURNISHED PROPERTY AND SERVICES

3.1 FURNISHED FACILITIES

The government will provide office and storage space located in Area C of the Aviano AB. No alterations to the office space/storage space shall be made without the specific written permission from the functional commander and the CO as coordinated and approved via Work Task submitted to COR. In case of alterations necessary for compliance with OSHA/Italian standards, such permission shall not be reasonably withheld. Materials and equipment will be stored and organized in such manner as to allow easy access and movement. The Contractor shall return the office space/storage space to the government in the same condition as received, fair wear and tear and approved modifications. The Government is not responsible for any break ins, stolen or damaged items occurring within the space provided. Office shall be locked when no one is present.

3.1.1 JANITORIAL CLOSETS

Janitorial closets will be 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 FURNISHED SUPPLIES AND EQUIPMENT

None.

3.3 FURNISHED UTILITIES

The Government will furnish gas, electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

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

This section reserved per AFCEC instruction.

3.5 SECURITY, FIRE AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency, the Contractor is required to call 112 or 911 (Emergency First Aid) IAW the Italian law and regulations.

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

This section reserved per AFCEC instruction.

4 GENERAL INFORMATION

4.1 HOURS OF OPERATION

The contractor shall perform the services required under this contract during the following hours.

The contractor is not required to perform services on Federal Holidays and Italian Holidays except as noted in 4.1.2.

4.1.1 NORMAL BASE HOURS

Normal working hours are Monday through Friday, from 0600 to 1800, except US Federal and Italian Holidays. The Contractor will schedule all the services to be performed during normal working hours except for the special facilities which operate outside of normal working hours or have specific periods of time when services must be performed. Special facilities and hours are indicated in Appendix C. 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 HOLIDAYS

Unless indicated otherwise in this PWS, the Contractor is not required to provide services during the following U.S. Federal and Italian Holidays:

U.S. Federal Holidays New Year’s Day 1st January Martin Luther King’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth 19th June Independence Day As stated on current year calendar Labor Day 1st Monday in September Columbus Day 1st Monday in October Veteran’s Day As stated on current year calendar Thanksgiving Day 4th Thursday in November Christmas Day

25th December

Italian Holidays Epiphany 6th January Easter Monday As stated on current year calendar Aviano Patron Saint’s Day 12th April Liberation Day 25th April

Italian Labor Day 1st May Republic Day 2nd June Assumption Day 15th August All Saints 1st November National Unity Day As stated on current year calendar Immaculate Conception 8th December Saint Stephen Day 26th December

NOTE: American holidays falling on a Saturday are normally observed on the previous Friday.

American holidays falling on a Sunday are observed on the following Monday.

4.1.3 BASE WIDE FACILITIES, HOURS OF OPERATION

Unless indicated otherwise in this PWS, the contractor shall perform facility cleaning, restroom/locker room cleaning services, under this contract during duty hours, Monday – Friday, from 0800 hrs to 1700 hrs. Under periodic cleaning services, buffing floors, floor maintenance and shampooing carpets shall be accomplished, after duty hours or close to the end of the daily facility operating hours.

4.1.3.1 BASE WIDE FACILITIES, HOURS OF OPERATION WITH SPECIAL RESTRICTIONS

See Appendix C

4.1.4 CHILD DEVELOPMENT CENTER (CDC), HOURS OF OPERATION

CDC operational hours are from Monday through Friday, from 0630 to 1800 hours, Italian holidays included. 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. IAW Appendix A, daily floor cleanings shall be accomplished during operational duty hours. The COR will notify the contractor in advance if CDC facilities will be unavailable for scheduled cleaning after normal duty hours (ex. for “Parents Night Out/Give Parents A Break” or other special events). Regarding the Give Parents A Break (GPAB) or similar events, the contractor shall resume/perform normal cleaning right after the event. The government reserves the right to have up to 10 events for the Base and each Option Year at no additional cost to the government. These events typically occur after normal duty hours, but could occur during the normal duty day

4.2 BASE CLOSURES

This section reserved per AFCEC instruction

4.3 TRANSITION PERIOD

The first 30 days following contract award will be considered the transition period. During this period, the awardee shall complete personnel requirements (work force) including the hiring of personnel to assure satisfactory performance beginning on the contract and obtain security clearances if necessary. In addition the contractor shall use this phase-out/phase-in period to develop the Daily and Periodic cleanings schedule and provide to government by the 15th day of the 1st month (second month of the contract Basic Period). Incumbent will continue service until the final day of the transition month.

4.4 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER

This section reserved per AFCEC instruction.

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 products and restroom supplies utilized during the contract period to the COR not later than the pre-performance conference for acceptance by 31 CES Environmental Office. After award, any new cleaning supplies added to the contract will need acceptance before being used on the installation. The cleaning inventory supply list shall contain the following information:

Product name Manufacturer Item use Disposal procedures if material remains after usage Storage of item

The contractor shall be responsible for the proper disposal of all their cleaning supplies. A Safety Data Sheet (SDS) shall also be provided for each cleaning and restroom supply item and employees will be trained, by the contractor, on the proper use and disposal of each item. All cleaning supplies shall be non-flammable. NOTE: Products containing chlorofluorocarbons (CFC’s) or ozone depleting substances shall not be allowed or approved for use. All cleaning supplies shall be non-flammable.

4.6.1 HAZARDOUS MATERIAL IDENTIFICATION

FAR 52.223-3 -- Hazardous Material Identification and Safety Data Sheet (SDS).

SDS are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the Contractor upon contract award. The Contractor must submit an electronic copy of all SDSs to the 31 CES Environmental Section, via COR, for approval prior to bringing the material onto Aviano Air Base. Once approved, the Contractor will complete the “Custodial Service Contractor Hazardous Materials Usage Tracking Form” (supplied by Environmental Section) on a quarterly basis for submittal to the Hazmat Program Manager to be filed. Failure to provide SDSs or when requested could result in the Contractor being considered non-responsive and result in termination of the contract. Failure to provide SDSs when requested could result in the Contractor not being authorized to use such product on Base. The Contractor shall maintain one copy of the SDSs at its local office and primary storage location.

4.7 HAZMART

This section reserved per AFCEC instruction

4.7.1 SPILL RESPONSE

This section reserved per AFCEC instruction

4.8 HAZARDOUS MATERIAL/ WASTE MANAGEMENT

This section reserved per AFCEC instruction

4.9 HAZARDOUS MATERIAL (HM) HANDLING

This section reserved per AFCEC instruction

4.10 TRAINING

This section reserved per AFCEC instruction

4.11 LANGUAGE PROFICIENCY

All contractor supervisory personnel to include the Contract Manager, Quality Control Inspector, and any other contractor personnel assigned to interact with the government must be able to read, write, speak and understand the English language sufficiently to efficiently communicate with any Government’s representative for any needs that may arise during the performance of the required service. After contract start date all written correspondence from the contractor shall be in English.

4.12 ALCOHOL AND DRUGS

The consumption of and/or being under the influence of alcohol (to include smelling of alcohol) or drugs while on duty is strictly prohibited. At the direction of the CO, contractor personnel found or suspected to be under the influence of alcohol or drugs during duty will be immediately suspended from duty and a qualified replacement provided immediately at no additional cost to the government.

4.13 TRAFFIC LAWS

The Contractor and its employees shall comply with base traffic regulations.

4.14 WEAPONS, FIREARMS, AND AMMUNITIONS

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Aviano Air Base.

4.15 FOR OFFICIAL USE ONLY (FOUO)

The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements.