Attachment_1_-_PWS_Rev._2_dated_26_June_2018.docx

FA700018R0021

Attachment 1

ACADEMIC & ATHLETIC CUSTODIAL

PERFORMANCE WORK STATEMENT (PWS)

1 May 2018

REVISION 1, 22 June 2018: Update para. 1.4.1, update para. 1.10.1, updated para. 1.10.2, update para. 1.13.1, update para. 1.14.1, update para. 1.14.2, update para. 1.14.3.1, update para. 1.14.4, update para. 1.14.7, update para. 1.14.5, update para. 1.8, update Appendix A – Air Force Common Levels of Service Standards, update Appendix B - Estimated Square Footage and Cleaning Level, update Appendix C – Floor Plans, update Appendix D – Required Reports/Forms, update Appendix F – Known Events at Falcon Stadium, add Appendix G – Known Special Events, add Appendix H – Facilities Provided

REVISION 2, 26 Jun 2018: Update para. 1.14.2, update para. 1.14.7, update Appendix B (Mitchell Hall Restrooms)

Prepared by

10 CES/CEOES

The United States Air Force Academy

Table of Contents

1. DESCRIPTION OF SERVICES

The Contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed at The United States Air Force Academy, in a manner that will maintain a satisfactory facility condition and present a clean, neat 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 Custodial Common Levels of Service Standards. Facility cleaning levels and estimated square footages are established in Appendix B, Estimated Square Footages and Cleaning Level. Facility drawings of areas cleaned are established in Appendix C, Floor Plans and Maps. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, Headquarters Air Force (HAF) standards, instructions, and commercial practices.

There will be a transition period that shall not exceed 30 calendar days. The contractor shall be prepared to assume responsibility for all functions identified in the PWS on the full performance date, 1 Oct 18. Due to fiscal year funding laws, a task order for full performance of the contract requirements will be awarded on 1 Oct 18. The contractor shall become familiar with work during the transition period. At this time, the contractor will be escorted through the Academic and Athletic facilities to outline the standards and expectations from the Government. Additionally, during this period, the contractor shall obtain security clearance/base access, determine training requirements, develop work plans and procedures, and finalize quality control plans and procedures. The Contracting Officer Representative (COR) will be the Primary point of contact. The Contracting Officer (CO), and the Service Agreements Supervisor will be available if necessary.

Facility Cleaning Services

1.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, 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, 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. Floor coverings such as tarps will be serviced in the same manner as the floor in which it covers

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 vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation 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.

1.1.3 Stairways/Doors/Elevators/Handicap Lifts

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

1.1.4 Clean Floor Mats

Vacuum and/or clean interior and exterior floor mats to include built-in debris catching mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.1.5 Trash Collection/Removal (Centralized Locations).

All personnel shall place trash in an appropriate containers labeled as “trash” in hallways, or designated facility centralized locations. The contractor shall collect and dispose of all trash from these locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners. Trash receptacles shall be left clean inside and out, free of foreign matter and free of odors. The possibility of an increased level of trash removal service may be required during Graduation (last three weeks in May).

1.2 Cleaning/Disinfecting Restroom/Locker Room:

1.2.1 Clean and Disinfect

All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, product dispensers, plumbing fixtures, floor drain covers, saunas, partitions, doors, walls, stalls, stall doors, entry doors/frames (including handle, kick plates, ventilation grates, metal guards), and any/all other 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, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

1.2.2 Restroom Floor Care.

All floor surfaces shall be maintained in accordance with paragraph 1.1.1 or 1.1.2 by effective routine cleaning. Moveable items shall be tilted or moved to vacuum, sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.2.3 Stock Restroom Supplies.

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

1.2.4 Drinking Fountains/Spittoons

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

1.2.5 Restroom Trash Removal

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

1.3 Periodic Cleaning Services

1.3.1 Periodic Hard Floor Maintenance.

Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. All surfaces other than the floor must be protected prior to stripping, sealing or waxing and also must be cleaned after if residue is present.

1.3.2 Periodic Carpet Restorative Cleaning.

Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

1.3.3 Dusting.

Dust all vertical and horizontal surfaces. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet.

1.4 Special Cleaning Requirements

The contractor shall accomplish all cleaning tasks IAW 1.1, 1.2, 1.3 and 1.4 as appropriate, for Special Requirement Facilities (Gym, Field House, Falcon Athletic Center, Holaday Athletic Center (non-turf areas only), Field Latrines, and Baseball Locker Room), 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.

1.4.1 Participation Mats (Wrestling/Combatives/other sports)

The contractor shall clean all participation mats using a disinfectant cleaning agent. Equipment used for cleaning participation mats must be dedicated for this use only and shall not be used for any other area. The contractor shall provide written cleaning procedures to their employees and copy of these procedures shall be provided to the COR and contracting officer during the transition period. The government will seek concurrence on the procedures from the Public Health office. If the Public Health office recommends changes to the contractor’s procedures, the contractor shall revise the procedures to include those recommendations. The contractor shall post a cleaning schedule to show when each mat(s) have been cleaned. The contractor shall complete this schedule after cleaning the mats, depicting, at a minimum, the date, time, and person who performed the cleaning. (Participation mats are approximately 25K sq ft)

1.5 Contractor Personnel requirements, Contractor Provided Equipment, and Supplies

1.5.1 Contractor Personnel requirements (Minimum Teaming Compliment) The Minimum Teaming Compliment (MTC) is defined as the required minimum amount of staffing necessary for performance of the contract requirements. While the MTC identifies a minimum number of Full-Time Equivalent (FTE) personnel for contract performance, it DOES NOT necessarily represent the total workforce that may be required to fully perform the requirements of the PWS. Supervisors and Quality Control personnel shall not also be serving as MTC laborers. Supervisors shall be utilized in leadership roles only. The Government has determined the MTC based on agency needs. The contractor is required to meet the MTC, as identified in Appendix E. The Government considers contractor personnel who are actually on-site, working, or in an approved leave status as countable toward the MTC.

1.5.2 Contractor-Furnished Equipment/Vehicles.

The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The CO or contracting officer designated representative (COR) may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

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.

1.5.3 Contractor Furnished Restroom Supplies.

Plastic Trash Can Liners/Bags: Suitable for the type of trash receptacle. Toilet Tissue: Two-ply. Paper Towels: Bi-Fold, Tri-Fold, Dispenser type. Hand Soap: Liquid anti-bacterial soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial soap when installed dispensers are non-operational. Air/Urinal/deodorizers. Recycled Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials.

1.5.4 Contractor Miscellaneous Requirements.

Turn off unnecessary lights Report fire hazards, conditions, and items in need of repair to the COR Turn in lost and found articles to the COR Notify COR when unauthorized or suspicious persons are seen on the premises Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

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

1.6 Trash Compactors.

The contractor is responsible for the proper operation of government furnished compactors. After operating the compactors the contractor shall ensure that the compactor switch is turned to the "OFF" position and that the lid/door is secured after each use. Additionally, the contractor shall ensure that any/all doors to the compactor areas are closed. Initial compactor operation training will be provided by the Government. Following initial training, the contractor shall be responsible for training all new employees.

1.7 Recyclables.

The contractor shall collect items for recycling from designated collection points within each facility and transport/deposit them in designated outdoor collection points. Trash receptacles shall be left clean, free of foreign matter and free of odors. Contractor shall collect broken down or flattened Cardboard boxes and deposit at designated outdoor collection points.

1.8 Firing Range.

Contractor must follow all current local, state and federal requirements regarding Firing Range custodial procedures.

1.10 Special Events, Urgent, and As Required Cleaning Services.

Upon notification, the contractor shall perform Urgent, Special Event, or As Required cleaning in any area covered under this contract. The COR shall issue a work request for the required work tasks. The contractor shall plan on an estimated 500 Urgent, Special Event, or As Required cleaning services with an estimated 10,000 man-hours per contract year. The work effort required by Urgent, Special Events, and As Required elements, shall be included as part of the total contract price. Urgent, Special Event, or As Required cleaning requirements shall not interfere with the contractor’s regularly scheduled cleaning requirements.

1.10.1 Urgent Cleaning.

Contractor shall begin Urgent work within thirty (30) minutes during duty hours or two (2) hour after duty hours, upon notification. All Urgent work shall take priority over other tasks. There are an estimated 50 Urgent’s at an estimated 50 man-hours per contract year.

1.10.2 Special Events Cleaning.

The contractor shall perform special event cleaning in accordance with the work request provided by the COR. The work request will identify the specific area to be serviced, the specific tasks to be performed, the specific day/time during which services shall be provided, and in cases of “Facility Use Licensed” events, the specific number of custodians required to support of the event. For all special events, the contractor shall provide a supervisor to oversee the custodial support of the special event. This supervisor shall check in with the event manager upon arrival and keep in constant communication. All contractor personnel working in support of a special event shall wear distinctive clothing, vests, or uniforms bearing the company name. On the next duty day, the contractor shall provide the COR with a sign in roster of all custodial staff that worked the event(s).

Examples of Special Events include but are not limited to: Varsity sports, intercollegiate games or events and graduation events (see Special Event Appendix F). The COR will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. The contractor shall plan on an estimated 300 Special Events with an estimated 9,350 man-hours per contract year.

1.10.3 As Required.

As required requirements are those tasks that are not an Urgent, are not associated with a Special Event, but are required to be done outside the normal schedule. There are an estimated 150 As Required requirements estimated at 600 man-hours per contract year.

1.13 Requirements for Falcon Stadium.

Requirements are sporadic in support of, but not limited to graduation, varsity and intramural sports/games, luncheons, and any other special events. The contractor shall provide custodial services for special events in all areas of Falcon Stadium except the Sky Boxes. The Falcon Stadium manager’s office is cleaned according to the CFS. A schedule of varsity games will be provided to the contractor annually. The contractor shall provide continual services during varsity football games and graduation ceremonies only. Continual Services Shall Include: Supply and maintain all restrooms clean (including portable toilets), clean all drinking fountains, and remove trash. Custodial supervisor and personnel shall report to the stadium manager no later than two hours prior to kickoff time or commencement of graduation ceremonies.

1.13.1 Continual Service.

Continual service consists of services that need to be performed on a continual basis as identified in the cleaning frequency schedule (CFS) for each facility, ex. restroom cleaning, floor care, trash removal, cleaning spills, etc. Continual service requires the continued presence of contractor personnel to ensure all tasks are being completed on a continual basis during the standard duty hours or during an event.

1.14 ADDITIONAL SERVICE REQUIREMENTS

1.14.1 Whiteboards/chalkboards.

Whiteboard/Chalkboards shall be cleaned and free of all marking/chalk. Trays will be cleaned and free of any marker/eraser or chalk residue. After cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. Total number and square footage of whiteboards/chalkboards (548ea = 83,956 sq ft).

1.14.2 Exercise equipment.

Estimated 500 pieces of exercise equipment in the Athletic facilities will be wiped down from top to bottom. They will be free of any dust/sweat/dirt/or any foreign substance. After cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.14.3 Furniture. (Desks and Tables Only)

Furniture will be cleaned/dusted and free of all foreign substances. After cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

1.14.3.1 Chapel Furniture requirements.

The contractor shall clean wood surfaces so that the wood is free of dust, dirt, soil and any foreign substance.

1.14.4 Dusting.

Dust all vertical and horizontal surfaces. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet.

1.14.5 Spot cleaning.

Spot Cleaning is required for surfaces within 6 feet of the floor and includes but is not limited to cleaning smudges, fingerprints, marks, streaks, spills from washable surfaces of all walls, partitions, doors, door guards, door handles, push bars, kick plates, cove base, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil. The contractor shall also clean all basketball backboards so that after cleaning all dust, soil, marks, smudges, and streaks are removed.

1.14.5.1 Special Requirements for the Cadet Chapel.

The contractor shall vacuum and spot clean cushions and upholstered furniture so that all dust, lint, debris, gum, dirty spots and stains, and foreign substance are removed. The contractor shall use a product that doesn’t cause fading of the fabric occurs and the fabric remains supple. This particular requirement will be priced separately in the attached pricing schedule as a renovation project is estimated to begin in (Fall 2019).

1.14.6 Library.

Additional cleaning services in the Library will include: cleaning furniture, vacuuming, dusting, and trash removal, refer to Appendix A for requirements.

1.14.7 Mitchell Hall Restrooms.

Restrooms will be cleaned in accordance with paragraph 1.2. Four restrooms inside northwest and northeast main entrance doors (Bldg. 2350 floor plan level 3). Two restrooms Staff Tower level (Bldg 2350 floor plan level 4).

2. Service Summary (SS):

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

Very Good: 1-2 defect Satisfactory : 3 defects Marginal: 4 defects Unsatisfactory: More than 4 defects

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways / Elevators / Handicap Lifts

d. Walk-off Mats

e. Trash Removal

Very Good: 1-2 defects Satisfactory : 3 defects Marginal: 4 defects Unsatisfactory: More than 4 defects

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

e. Trash Removal

Very Good: 1 defect Satisfactory : 2 defects Marginal: 3 defects Unsatisfactory: More than 3 defects

a. Hard Floor Maintenance

b. Carpet Restorative Cleaning

Very Good: 1 defect Satisfactory : 2 defects Marginal: 3 defects Unsatisfactory: More than 3 defects

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

Very Good: 1 defect Satisfactory : 2 defects Marginal: 3 defects

a. Fitness Center

Very Good: 1 defect Satisfactory : 2 defects Marginal: 3 defects

a. Any visible gun powder

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Government Furnished Facilities.

The government will provide office and storage space in Fairchild Hall, Bldg. 2354, room 1E4D. No alterations to the office space shall be made without the specific written permission from the functional commander and the CO as coordinated and approved via the Civil Engineer work order, AF Form 332. In case of alterations necessary for compliance with OSHA, such permission shall not be reasonably withheld. The Contractor shall return the office space to the government in the same condition as received, fair wear and tear and approved modifications.

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 Government Furnished Supplies and Equipment.

None.

3.3 Government Furnished Utilities.

The Government will furnish electricity, water and sewage service as necessary for accomplishment of work 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. Report all issues to the COR.

3.4 Telephone Service.

The Government shall only provide base and local commercial telephone service. Long distance service, if desired, shall be at the contractor’s expense.

3.5 Security, Fire and Medical Services.

The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.6 Solid Waste Collection and Disposal.

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

3.7 Mail Service.

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

4. General Information

4.1 Hours of Operation.

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

4.1.1. Normal Base Hours.

Base hours of operation are 0700 – 1600. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

4.1.2 Base Wide Facilities, Hours of Operation.

The contractor shall perform facility cleaning, restroom/locker room cleaning services, and periodic cleaning services under this contract during the following shift hours. Under periodic cleaning services, buffing floors, floor maintenance and shampooing carpets shall be accomplished during the Night Shift or Late Night Shift.

Day Shift - Monday-Friday, if applicable Saturday and Sunday 7:00 am through 4:00 pm Night Shift - Monday-Friday, if applicable Saturday and Sunday 4:00 pm through 12:00 am Late Night Shift - Monday-Friday, if applicable Saturday and Sunday 12:00 am through 7:00 am

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

4.2 Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

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

The contractor is not required to perform services on Federal Holidays EXCEPT for Memorial Day last Monday in May, Independence Day - 4 July, Labor Day - 1st Monday in September, Columbus Day - 2nd Monday in October and Veteran’s Day - 11 November in the Visitors Center only.

4.3 Base Closures.

Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base. When a base closure occurs, due to inclement weather, on a regularly scheduled work day but cadet classes are still scheduled to be held, the contractor is required to report for duty and perform the services due on that particular day.

4.4 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander.

According to Department of Defense Instruction (DODI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that Custodial Services requirements under this PWS are essential to be performed during a crisis.

4.5 Contractor Full-Time Equivalent Reporting

The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the United States Air Force Academy via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

User Manuals:

Data for the Air Force service requirements must be input at the Air Force CMRA link http://www.ecmra.mil. However, user manuals for government personnel and contractors are available at the Army CMRA link.

4.5.1 REPORTING INPUTS/REPORTING PERIOD

Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk. Contractors are required to input data by 31 October of each year.

4.5.2 USE AND SAFEGUARDING OF INFORMATION:

Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

4.6 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.

4.7 Cleaning and Restroom Supplies.

The contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the CO not later than the pre-performance conference for acceptance by the CO. 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 material safety data sheet (MSDS) 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.

4.6.1 Hazardous Material Identification.

The contractor shall keep a Hazardous Communications program in accordance with all installation, state, local and federal guidelines. Program shall be submitted to the Contracting Officer no later than the post award conference. Safety Data Sheets (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. Failure to provide SDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

4.7 HAZMART.

The government (HAZMART personnel) will inventory all chemicals that the Contractor brings on to The United States Air Force Academy or any property under the control of The United States Air Force Academy. Any products that meet the criteria of “Hazardous Waste” must be bar coded and tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

4.7.1 Spill Response.

The Contractor will be briefed on The United States Air Force Academy’s spill response procedures at the pre-performance conference. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the government for all associated costs.

4.7.2 Bodily Fluids Cleanup.

All vomit, urine, feces or blood shall be properly cleaned and disinfected from all surfaces. Ensure all employees are aware of the potential risk of exposure to bodily fluids and that they wear the proper personal protective equipment.

4.8 Hazardous Material/ Waste Management.

The Contractor will be briefed on The United States Air Force Academy Hazardous Material / Waste Management Plan at the pre-performance conference.

4.9 Hazardous Material Handling.

The Contractor shall have approval from the base Bio-Environmental (BEE) and HAZMART sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require SDSs. The Contractor shall identify these materials and products on Air Force Form 3952 Chemical/Hazardous Material Authorization Request, Process Identification Form, and Shop Disposal Form. The Contractor shall provide one copy of the SDSs for each item to BEE and HAZMART sections for review prior to any chemicals being brought onto The United States Air Force Academy. The Contractor shall maintain one copy of the SDSs for each hazardous material line item used within the work center.

The Contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio accumulative and Toxic (PBT) chemicals. Any HM containing one of these banned substances will not be allowed on base.

4.10 Training.

The Contractor shall ensure all employees complete the local Air Force Hazardous Communication, HAZMART, and hazardous waste training. The Contractor shall appoint a primary and alternate HAZMART and Hazardous Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous material containers maintained within The United States Air Force Academy and complete SDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit SDSs to HAZMART as required.

4.11 Traffic Laws.

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

4.12 Weapons, Firearms, and Ammunition.

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on The United States Air Force Academy.

4.13 For Official Use Only (FOUO).

The Contractor shall comply with DOD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.14 Reporting Requirements.

Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, Contractor personnel, resources, and classified or unclassified defense information.

4.15 Physical Security.

The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.16 Contract Manager.

The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the government personnel designated by the CO to discuss problem areas. The Contractor shall provide the CO telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the CO the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.17 Personnel.

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

4.18 Key Control.

The Contractor shall establish and implement methods of making sure all keys/combinations issued to the Contractor by the government are not lost or misplaced and are not used by unauthorized persons. The Contractor must follow USAFA Instruction 32-7777 “Key Control”

4.19 Schedules.

The contractor shall submit an annual schedule for services described in PWS paragraphs 1.1.1, 1.1.2, 1.1.3, and Appendices A and B to the CO for acceptance at the pre-performance conference, identifying facilities by building number in numerical order, and approximate time cleaning will occur. The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic, special requirements identified in PWS paragraph 4.1.2.1, minimum frequencies listed in Appendix A and with facility managers as appropriate. This second work schedule shall be submitted to the CO for acceptance within 10 days after the first contract month period and shall be known as the Cleaning Frequency Schedule (CFS). The contractor shall provide the CFS to each facility manager (identified in Appendix B) and not deviate from the accepted schedule without prior approval from the CO or COR. Any permanent changes to the CFS must be submitted 10 days before implementation and receive CO acceptance before the Government will allow the proposed changes. The CFS may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software. A facility manager contact list will be provided to the Contractor at the pre-performance conference and updates to this list will be the responsibility of the COR. One time (non-permanent) schedule changes due to customer requests or base exercises shall be submitted to the COR and do not require CO approval

4.20 Contract Modifications.

4.20.1 Existing Facility Floor Plan Changes.

Modifications for a price increase or decrease to the contract shall only be made when the overall identified “cleaning area” square footage, as identified in Appendix B, of a facility increases or decreases or a frequency of cleaning service changes. Modification unit pricing shall be implemented as identified in paragraph 4.20.3, below.

4.20.2 New Facility and/or New Facility Addition.

Modifications for a price increase to the contract shall only be made when a new facility or addition is officially added to the contract and identified in Appendix A and B, with all information agreed upon. Modification unit pricing shall be implemented as identified in paragraph 4.20.3, below.

4.20.3 Modification Unit Pricing.

The contractor’s annual bid price for each bid schedule contract line item under Levels 1, 2, 3 and 4 services shall be divided by the total square footage of that particular category as identified in Appendix B (total of restroom column sf - for restroom $/sf; total of carpet and hard floor columns sf for basic cleaning $/sf and for periodic cleaning $/sf). The resultant figures represent three distinct prices per square foot per year ($/square foot per year) one for each type of cleaning service and shall be used for modifications stated above. The overall custodial cost per year for a particular facility would then be addition of the three figures multiplied by the appropriate square footages as identified in Appendix B. The modification unit pricing shall be calculated upon contract award and then recalculated at the beginning of each option period. Those figures shall be used for any modifications throughout each contract performance period.

4.20.4 Wage Increases.

Department of Labor Wage Determinations/Collective Bargaining Agreement Wage Increases shall be identified as a separate bid schedule contract line item for the current contract period, only and be incorporated into each remaining option period’s existing bid schedule contract line item in order to accommodate the contractors’ cost for future government requested out year modifications.

4.21 Contracting Officer (CO) and Contracting Officer Representative (COR) The CO will appoint a primary and alternate representative for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.22 Safety Requirements and Reports.

The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

5. APPENDICES

The government will make all publications, forms, references and report formats listed available. Publications can be accessed on-line at http://www.e-publishing.af.mil/. Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance.