Fire_Facilities_Janitorial_SOW.pdf

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Performance Work Statement Janitorial Services

North Central MT District Office Fire Facilities

1. DESCRIPTION OF WORK: The Contractor shall provide management, supervision, labor, supplies, materials, equipment and tools, except for specified Government-furnished property, required to effectively, efficiently, and satisfactorily perform the janitorial services specified within this Performance Based Service Contract. The work shall comply with codes and standards applicable to each type of work and as listed in the individual sections of these specifications.

2. LOCATION OF WORK: BLM, North Central Montana District Office Fire Management Facility – Central Montana Fire Zone Interagency Dispatch Center Facility, located within the airport complex, West of Lewistown, Lewistown, Montana. The complex consists of two (2) buildings:

1) Fire Management and Dispatch Center: A single story building that houses approximately 18 office spaces, a hallway type kitchenette, two single stall restrooms, a meeting/work room, a printer/copier common area; and,

2) Fire Warehouse: This contract is limited to one office space, a meeting/work room, and two multi-stall restrooms with showers.

3. WORK WEEK AND WORK SHIFT: The various phases of cleaning and janitorial work shall, at a minimum, be carried out to meet the standards and frequencies set forth in Section 22 – Custodial Services Requirements. The policing of corridors, restrooms, servicing of restrooms, and the washing of windows may be carried out at any hour, but interference with Government business shall be avoided. Other services are to be performed after 6 p.m. and before 6 a.m. Work hours for the Fire Dispatch Center and Fire Warehouse are normally from 6 a.m. to 6 p.m.; however, if there is fire activity, these facilities are open 24 hours a day. When this occurs, the contractor shall talk with the supervisor on duty to negotiate the cleaning effort for that day.

Federal holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day.

4. SCHEDULING OF OPERATIONS: The Contractor shall schedule all cleaning operations so as not to interfere with normal working conditions of the building occupants per an approved plan prior to start.

5. CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

a. SCOPE: The Contractor shall be required to furnish all labor, supplies, tools, and equipment to complete the work described in this contract.

b. SUPPLIES: The following items shall be furnished by the Contractor: cleaning supplies, disinfectants, deodorizers, paper towels, 2-ply toilet paper, trash bag liners, and liquid soap. The use of “Green” or environmentally safe products is required (see “Green Product Info” attachment). The government has the right to approve or reject any supply with a request for a substitute.

c. EQUIPMENT: All necessary cleaning equipment, including power-driven scrubbing, buffing and polishing machines, vacuum cleaners, etc., shall be of the type and size customarily used in high quality work of this kind. Equipment shall be configured to contain or otherwise restrict airborne irritants so that they go un-noticed. All equipment shall be furnished and maintained by the Contractor at his expense and shall meet the approval of the COR.

d. HAZARDOUS MATERIALS: Contractor shall keep SDS (Safety Data Sheets) posted and/or in a notebook or folder by the stored cleaning supplies and is responsible to inform his/her employees.

All chemicals are to be stored in their original container or in compatible containers clearly marked as to what the chemical is and its hazards and their remedy.

6. GOVERNMENT-FURNISHED ITEMS:

a. SUPPLIES: The Government will furnish the following supplies: dumpsters.

b. UTILITIES: Reasonable amounts of electricity and water will be made available for use by the

Contractor, as provided in the facility.

c. KEYS: Keys and/or lock combinations to access the facilities will be provided by the Government, if applicable. The Contractor shall sign a receipt of keys issued, and be responsible for their return at the end of the contract. The Contractor shall notify the Contracting Officer immediately if any key(s) are lost or stolen. The Government may, at the Government’s option, hold the Contractor liable for all costs associated with replacing lost keys, including the cost of re-keying or changing the locks affected, to include master keys and re-keying entire facilities.

d. STORAGE AREAS AND JANITORIAL CLOSETS: The Contractor shall share existing storage areas and janitor closets with building occupants. All Contractor stored materials, supplies, and equipment shall be conspicuously identified with the Contractor’s markings to indicate ownership and shall be stored in containers appropriate for the substance being stored. The Government shall not be responsible in any way for damage or theft of Contractor stored supplies and equipment, or the Contractor’s employees’ belongings brought into the buildings.

7. PERSONNEL QUALIFICATIONS AND SECURITY REQUIREMENTS: The Contractor shall employ qualified personnel with janitorial experience. Entry level staff shall accompany experienced employees until a professional level of workmanship is obtained. All employees shall receive a copy of the Performance Work Statement. ALL employees having unescorted access to a Federal facility must pass a background check per 52.204-9 and HSPD-12 as described in the attachment “Contractor Personnel Security and Suitability Requirements.” Because this is a costly and time-consuming process, turnover shall be kept to a minimum. If two or more personnel changes occur within a contract year, $200 will be deducted from the Contractor’s invoice for each occurrence. The COR is to be contacted as employees are replaced.

Employee contact information shall be updated as changes occur.

8. CONTRACTOR LIAISON/SUPERVISION: The Contractor shall have a Project Supervisor (Supervisor) on duty during all operations of this contract. The Supervisor shall have the authority to make decisions on behalf of the Contractor; and, be able to read and speak English. The Contractor and/or the Supervisor shall contact the COR at least once a month to discuss the conduct of the work and alleviate any minor misunderstandings that may arise during the performance of the work, and be available to take immediate action to have deficiencies corrected, if required, that may be called to their attention. This person shall be identified (name and telephone number) at the onset of the contract and as changes are made.

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9. SAFETY: The Contractor shall use all necessary precautions for the control and safety of the Contractor personnel physically working on this contract.

10. FIRE PROTECTION AND PREVENTION: Prior to commencing work, the Contractor shall be acquainted with the location of the fire protection equipment, to assure that such equipment is available. The Contractor shall take necessary action to assure that all flammable materials, all cloths and cotton waste that might constitute a fire hazard are placed in metal containers and removed from the buildings at the end of each day. No flammables shall be stored in the buildings overnight.

11. SECURITY OF BUILDINGS: The Contractor shall be responsible for checking and securing the buildings being cleaned by the Contractor’s personnel. Responsibility includes checking and locking exterior doors, closing and securing any open windows, turning off designated lights, and closing and securing any open gates.

12. PROTECTION AND DAMAGE: The Contractor shall, without additional expense to the Government, be responsible for all damage to persons and property that occurs as a result of his negligence in connection with the performance of work under this contract, and shall be responsible for the proper care and caution of all work performed. Breakage or loss of office equipment or other property, including that of a Government employee, which may occur in or about a building as a result of the Contractor’s operations, or of the actions of their agents, subcontractors, or employees, shall be repaired or replaced by the Contractor at their expense.

13. REPORTING: The Contractor shall require each employee to IMMEDIATELY report fires by calling 911 and the COR. Other emergencies such as a broken pipe or break-in should be reported to the COR immediately. Items in need of repair such as leaky faucets, broken toilet seats, etc., shall be reported in writing to the COR at the end of each shift. Government furnished items in need of repair shall be reported in writing to the COR at the end of each shift. Adequate time will be allowed to repair or replace them. If the cleaning staff is unable to access the facility for any reason for a scheduled cleaning, the COR is to be contacted by noon the following work day. Contact information – in priority order of who to contact in the event the COR is unavailable – will be provided prior to the contract start date. This list will be updated as changes are made.

14. LOST AND FOUND: The Contractor shall give all articles found to the designated COR.

15. FURNITURE: The Contractor shall ensure that all furniture, waste baskets, office equipment, etc. are returned to their original position and location after cleaning each room.

16. UTILITY CONSERVATION: The Contractor shall ensure that water, lights and other electrical consumption precludes the waste of those utilities. Lights shall be on only in areas where and when work is actually being performed and water faucets or valves shall be turned off after the required use has been accomplished.

17. CONTRACT LIMITS AND FLOOR PLANS: The attached Contract Limits Map and the Main Office Floor Plan indicate the general area that is to be serviced. They do not necessarily depict the specific square feet of area to be cleaned or serviced.

18. DEFINITIONS

CONTRACTING OFFICER REPRESENTATIVE: The BLM will designate a qualified Contracting Officer Representative (COR) to assist the Contracting Officer (CO). They will serve as the primary contact for this contract and perform the majority of inspections.

CLEAN: Clean, cleaning, or cleanup, as used in this contract, is the removal of any foreign material or matter, including but not limited to, candy and gum spots; dirt, mud or dust, scuff marks; oil or grease spots; and pencil, pen, or crayon marks in order to leave the surface free from dirt or impurities, unsoiled and unstained.

POLICING: Policing, as used in this contract, is the preservation of acceptable conditions as described. It involves a conscientious visual inspection followed by subsequent cleaning or servicing as needed.

19. CONDUCT OF WORK: All persons employed by the Contractor shall either be experienced in this type of work or shall work with an experienced person. Conduct of work shall indicate deliberate effort to produce first quality results. Hasty or careless work is not acceptable. The Contracting Officer may require, in writing, that the Contractor remove from the work site any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable.

a. This is a performance-based service contract where the requirements are written with results in mind.

The contractor is to meet or exceed the standards set forth in Section 22 – Custodial Services Requirements of this Performance Work Statement.

b. Examples of unacceptable work: Dirt in corners; mop splashes on baseboards and walls; dust build-up on surfaces including window sills and base boards; wax build-up on floor perimeter; dirt, debris, etc.

under waste baskets, garbage cans and chairs; accumulated filth in cracks, joints, stair treads, etc.;

failure to remove trash such as cups, paper clips, staples from floor; failure to clean mop sinks after use; mop strings on floor; mopping or sweeping tracks on floors; failure to lock doors and turn off lights when leaving the buildings; failure to concentrate on high use areas; and other manifestations of lack of concern or capability of producing first quality work.

c. Repetitive notices of failure to perform shall be considered evidence of noncompliance of the contract and shall be grounds for removal of Contractor Personnel or termination of the contract.

20. QUALITY ASSURANCE PLAN SURVELLIENCE PLAN (worksheet): This contract is a performance-based contract where the monthly payment is dependent on the satisfactory completion of all work requirements. If work requirements are unsatisfactory or not completed then a percentage of the monthly payment may be withheld. A worksheet has been developed for each area covered by this contract with each area evaluated separately. The plan is divided into two parts:

a. An informational section that identifies the work requirements with reference to Section 22 –

Custodial Services Requirements; a frequency schedule in which each required service is to be policed or performed; and, a percentage of pay breakdowns.

b. An evaluation section that will serve as the form that will be used for each inspection to record the satisfactory or unsatisfactory completion of each requirement. This form will also be used to

Page 5 03/27/2015 summarize the results of those inspections (if two or more inspections are conducted) on a monthly basis and to recommend if there are to be any monthly payroll deductions.

21. EVALUATION PROCESS:

Inspections will be performed by a qualified COR or a representative in their absence.

a. Number of Inspections: The normal level of inspections (four inspections per month) will be used at the start of the contract. The minimum level of inspections (one inspection per month) may be used at the COR’s discretion.

b. Unscheduled Inspections. If defective conditions are discovered between inspections, a separate worksheet will be used to record the finding noting that it is an unscheduled inspection. When a trend in defects becomes evident during the course of regularly scheduled inspections, unscheduled inspections will also be used to determine the magnitude of the defects for each specific worksheet item in question.

c. Sample Size: 100% of all work requirements will be inspected using a variety of sampling procedures.

d. Sampling Procedures: Visual observations, random sampling, spot checking, customer feedback or other commercially accepted inspection methods will be used to insure compliance with the quality standards.

e. Evaluation Procedures: Each area under contract will be inspected separately and a worksheet will be completed for each area.

f. Analysis of Results. At the end of the month, inspections will be summarized on a Monthly Payment Analysis Form for each area. As necessary, payment deductions will be calculated and forwarded to the CO for consideration.

22. CUSTODIAL SERVICES REQUIREMENTS: The Contractor shall provide the custodial services as described in the attached Table 1 – Janitorial Performance Measurement Frequency Requirements.

Frequencies can be defined as the following:

- Daily, preferably before the onset of listed day:

= Monday through Saturday excluding Federal holidays during the months of July – September = Monday, Wednesday and Friday excluding Federal holidays during the months of October –

February = Monday through Friday excluding Federal holidays during the months of March - June

- Weekly:

= Once a week, preferably before the onset of the new workweek

- Semi-Annual:

= Two times a year spaced at least five months a part

- Annual:

= Once a year

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BASIC SERVICES: Basic services shall be performed at the locations and frequencies shown in Table 1 and shall consist of the services listed for the specified spaces. No chemical or cleaning compound shall be used that will damage the item being cleaned or surrounding items. Objects moved while performing basic services shall be returned to their original position and location.

CLEANUP: All cleaning materials and equipment must be stored properly upon completion of work in order to prevent hazards. Rags, brushes, mops, and other combustible materials used in cleaning that contain or retain a residue of animal, vegetable, or mineral oils are considered to be subject to spontaneous combustion and must be disposed of outside the buildings.