HE1254~1.PDF

HEVAS6983022

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to answ er questions received by the deadline, provide corrections to the address of Bolden Elementary/Middle School, update appendices 2 and 3 and to provide the dates, times, and locations for site visits. Revisions to the PWS are limited to the address provided in PWS section 1.4 and adress, population count, and area information provided in appendices 2 and 3.

Please acknow ledge receipt of this amendment.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 23

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 12-Apr-2019

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HE125419R1008

X 9B. DATED (SEE ITEM 11)

29-Mar-2019

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

12-Apr-2019

CODE

DOD EDUCATION ACTIVITY PROCUREMENT DIV

ATTN: MATTHEW SCHULZ

MATTHEW.SCHULZ@HQ.DODEA.EDU

4800 MARK CENTER DRIVE

ALEXANDRIA VA 22350-1400

HE1254 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HE125419R1008

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 19-Apr-2019 03:00 PM to 23-Apr-2019 12:01 PM.

SUPPLIES OR SERVICES AND PRICES

CLIN 0002

The CLIN extended description has changed from:

Bolden MS/ES

To:

Bolden MS/ES260 Elliot Drive Beaufort, SC 29906-3447

CLIN 1002

CLIN 2002

CLIN 3002

CLIN 4002

DELIVERIES AND PERFORMANCE

The following Delivery Schedule item for CLIN 0002 has been changed from:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

POP 16-JUL-2019 TO

15-JUN-2020

N/A CHARLES F BOLDEN E/MS SCHOOL

ATTN: PRINCIPAL

2 ALBACORE STREET

BEAUFORT SC 29906-3447

(843) 846-6112 FOB: Destination

HESCL2

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

POP 16-JUL-2019 TO

15-JUN-2020

N/A N/A

The following Delivery Schedule item for CLIN 1002 has been changed from:

CAGE

POP 16-JUL-2020 TO

15-JUL-2021

N/A CHARLES F BOLDEN E/MS SCHOOL

ATTN: PRINCIPAL

2 ALBACORE STREET

BEAUFORT SC 29906-3447

(843) 846-6112

CAGE

POP 16-JUL-2020 TO

15-JUL-2021

The following Delivery Schedule item for CLIN 2002 has been changed from:

CAGE

POP 16-JUL-2021 TO

15-JUL-2022

N/A CHARLES F BOLDEN E/MS SCHOOL

ATTN: PRINCIPAL

2 ALBACORE STREET

BEAUFORT SC 29906-3447

(843) 846-6112

CAGE

POP 16-JUL-2021 TO

15-JUL-2022

The following Delivery Schedule item for CLIN 3002 has been changed from:

CAGE

POP 16-JUL-2022 TO

15-JUL-2023

N/A CHARLES F BOLDEN E/MS SCHOOL

ATTN: PRINCIPAL

2 ALBACORE STREET

BEAUFORT SC 29906-3447

(843) 846-6112

CAGE

POP 16-JUL-2022 TO

15-JUL-2023

The following Delivery Schedule item for CLIN 4002 has been changed from:

CAGE

POP 16-JUL-2023 TO

15-JUL-2024

N/A CHARLES F BOLDEN E/MS SCHOOL

ATTN: PRINCIPAL

2 ALBACORE STREET

BEAUFORT SC 29906-3447

(843) 846-6112

CAGE

POP 16-JUL-2023 TO

15-JUL-2024

The following have been added by full text:

Question and Answer Session Amendment #1

Question 1: Do you intend to have site visits for prospective contractors?

Answer 1: Yes.

Site visits for the facilities at Ft. Jackson will be at 0900 on Tuesday April 16th; prospective contractors will meet Mr. Brian Dula at gate 4 off of Percival Rd. Mr. Dula’s telephone number is: (803) 220‐9890.

Site visits for the facilities at Laurel Bay will be at 0900 on Wednesday April 17th; prospective contractors will meet Mr. Cameron Peterson at 1523 Laurel Bay Blvd. Mr. Peterson telephone number is: (843) 455‐6707.

If any questions arise as a result of the site visits, prospective contractors shall submit those questions, in writing, to the Contract Specialist at matthew.schulz@hq.dodea.edu by 12:00 Noon Eastern on April 18th 2019.

Question 2: Do all prospective contractors have to participate in the site visit?

Answer 2: No.

Question 3: Is there an incumbent contractor?

Answer 3: Yes, contract number HEVAS6‐15‐F‐0001 is currently being performed by Diversified Services Group Inc.

Question 4: Will the incumbent be allowed to compete?

Answer 4: Yes.

Question 5: Has the work statement changed significantly between this year and last year?

Answer 5: Yes.

Question 6: What is the annual value of the current contract?

Answer 6: This is not relevant, see answer to question 5.

Question 7: What is the total square footage of each building and each floor type?

Answer 7: Please see the revised and simplified Appendix 3 in this amendment.

Question 8: What are the required frequencies of service at each location?

Answer 8: In accordance with the performance based approach, the government will not dictate cleaning frequencies. See PWS section 2.0 Question 9: Is there a required minimum number of staff necessary on a per facilities or per contract basis?

Answer 9: In accordance with the performance based approach, the government will not dictate minimum staffing levels.

Question 10: How many days, weeks, or months of service are required per year?

Answer 10: The contractor will be required to perform services year‐round. In accordance with the performance based approach, the government will not dictate minimum number here. The contractor is expected to ensure that it passes inspections meeting the Acceptable Quality Levels (AQL’s) listed at PWS section 7.1.

Question 11: Are floor chemicals to be provided by the contractor and if so, are there preferred chemicals?

Answer 11: Floor chemicals are to be provided by the contractor. In accordance with the performance based approach, the government will not dictate a particular brand of chemicals. However, all chemicals used in the performance of the contract must meet the standards listed in the PWS.

Question 12: Will non‐routine services be priced and/or billed separately or is it one set monthly price?

Answer 12: Please see the spreadsheet that was provided with the original solicitation.

The following have been modified:

PERFORMANCE WORK STATEMENT

For

Ft. Jackson and Laurel Bay Custodial Floor Maintenance Services

1.0 General Information and Scope of Work.

1.1 Agency: The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK-12 instruction to students in seven states, twelve foreign countries, Guam, and Puerto Rico.

1.2 Background: This performance work statement (PWS) describes custodial floor maintenance services to be performed at DoDEA schools located on Fort Jackson, South Carolina and Laurel Bay, South Carolina. The goal is to support the agency’s mission by providing well maintained facilities that present a neat, clean, sanitary, and professional appearance for occupants, users, and visitors to these schools. To meet this goal, coordination is required to efficiently provide custodial floor maintenance while minimizing disruptions to operations within the school facilities/locations and meeting security requirements.

1.3 Scope of work: The contractor is required to use standard industry practices, along with innovative approaches, and active quality control measures to ensure that custodial floor maintenance is performed to maintain a satisfactory facility condition and present a neat, clean, and professional appearance. The contractor shall provide all personnel, management, supplies, equipment, fuel, transportation, labor, licenses, permits, bonds, and other items and services necessary to perform the custodial floor maintenance services as defined in the PWS.

1.4 Locations for Services:

The work will be performed at the following locations and support facilities:

Laurel Bay Community Superintendent Office (CSO)

1620 Cardinal Lane Beaufort, SC 29906

Charles F. Bolden Elementary-Middle School 260 Elliot Drive Beaufort, SC 29906

Middleton S. Elliott Elementary School 345 Elliott Drive Beaufort, SC 29906

Pierce Terrace (PT) Elementary School 5715 Adams Court Columbia SC 29206

C.C. Pinckney (CCP) Elementary School 5900 Chestnut Road Columbia SC 29206

2.0 Objectives and General Requirements. The contractor shall refer to PWS section 7.1 PRS, for assistance in developing its cleaning work schedule so that cleaning frequencies are sufficient to satisfy inspection frequencies.

2.1 Hard Floor Maintenance (Objective 1)

The objective of Hard Floor Maintenance is to ensure that the hard floor surfaces in DoDEA’s schools are maintained to a neat, clean, sanitary, and professional appearance.

“The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance based approach.

The government reserves the right to incorporate the winning offeror’s quoted technical response into the contract.”

2.1.1 Dust Mop Hard Floor Surfaces. The contractor shall dust mop all uncarpeted floor surfaces to include stairs, cafeteria, gym areas and janitor/storage closets, baseboards, corners, abutments, stair guards, wall edges, bathrooms, and floor drains as necessary to present a neat, clean, sanitary, and professional appearance. Floors shall be free of visible dirt, dust, debris, and other foreign matter. Mats, rugs, and all easily movable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed. The contractor shall not place unsanitary items such as chairs, mats/rugs, and trash receptacles on food preparation/eating surfaces. All dust mops shall be treated before service.

2.1.2 Wet Mop Hard Floor Surfaces. The contractor shall wet mop all uncarpeted hard floor surfaces except wooden floors to include stairs, cafeteria, janitor/storage closets, baseboards, corners, abutments, stair guards, wall edges, bathrooms, and floor drains as necessary to present a neat, clean, sanitary, and professional appearance. Floor surfaces shall be mopped with a detergent, water, and bleach solution to sanitize & disinfect them. Wet Floor signs shall be posted in all areas having received service whenever children or staff members are present in order to avoid mishaps. Mats, rugs, and all easily movable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed. The contractor shall not place unsanitary items such as chairs, mats/rugs, and trash receptacles on food preparation/eating surfaces. Furniture, walls, trash receptacles, and baseboards shall be free from floor maintenance solutions, mop strands, splash marks, or mop streaks. Mops and buckets shall be cleaned and emptied daily, as well as stored in janitor closets when not in use. Mops shall be cleaned, sanitized, disinfected, and air dried daily. Mop heads shall be changed out as necessary to maintain them in a sanitary condition.

2.1.3 Scrubbing and Recoating Hard Floor Surfaces. The contractor shall scrub and recoat all non-carpeted hard floor surfaces to include VCT, terrazzo, concrete, and ceramic floors to remove dirt and foreign materials from the floors, grout cracks, and baseboards as necessary to present a neat, clean, sanitary, and professional appearance. All easily moveable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed

2.1.4 Spray Buffing Hard Floor Surfaces. The contractor shall spray buff floors as necessary to present a neat, clean, sanitary, and professional appearance during the school year. All easily moveable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed.

2.1.5 Stripping and Waxing Hard Floor Surfaces. The contractor shall strip hard floor surfaces and apply an even coating of non-skid floor wax finish once annually during the summer break. All items such as chairs, desks, file cabinets, bookcases, trash receptacles, mats, rugs, and tables, etc. shall be moved then returned to their original position once service has been completed. The contractor shall provide a schedule to the COR for the stripping and waxing of common areas, classrooms, hallways, etc. no later than ten days prior to the break. The COR shall be notified to coordinate with government personnel who will move computers and monitors.

2.1.6 Cleaning and Polishing Wood Floor Surfaces. The contractor shall clean and polish all wood flooring as necessary to present a neat, clean, sanitary, and professional appearance. Wood floors shall not be wet mopped, but rather dust mopped.

2.1.7 Cleaning and Protecting Gym Floor Surfaces. The contractor shall clean gym floor surface using dust mop and damp mop only. The gym floor is a rubber polymer sports flooring, no harmful chemicals are to be used in cleaning the gym floor surface.

2.1.8 Trash and Debris Removal. The contractor shall be responsible for the removal of all trash and debris generated during the performance of hard floor maintenance. The trash and debris shall be deposited in the nearest outside trash dumpster. Indoor trash receptacles shall be left clean, free of foreign matter, and returned to their original location and condition.

2.2 Carpeted Floor Maintenance (Objective 2)

The objective of Carpeted Floor Maintenance is to ensure that the carpeted floor surfaces in DoDEA’s schools are maintained to a neat, clean, sanitary, and professional appearance.

“The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance based approach.

The government reserves the right to incorporate the winning offeror’s quoted technical response into the contract.”

2.2.1 Vacuum Carpeted Floors, Walk-Off Mats, and Area Rugs. The contractor shall vacuum carpets, mats and rugs with High Efficiency Particulate Air (HEPA) beater-bar type commercial grade vacuum cleaners carpeted areas, walk-off mats, and area rugs as necessary to present a neat, clean, sanitary, and professional appearance. Upon vacuuming, all carpeted floors shall be free of all visible litter and soil including paper clips and staples. All exterior walk-off mats and entrance mats shall be vacuumed, swept, or hosed down to remove visible dirt, debris, and other foreign matter. Mats, area rugs, and easily movable items shall be relocated to maintain carpeting beneath them and returned to their original position once service has been completed. The contractor shall not place unsanitary items such as chairs, mats, area rugs, and trash receptacles on food preparation or eating surfaces. All tears, burns, and raveling shall be brought to the attention of the COR upon discovery.

2.2.2 Shampoo Area Rugs. The contractor shall remove spots, dirt, film, water soluble and petroleum-based stains from area rugs utilizing spot pre-cleaning methods and wet/dry shampoo machines as necessary to present a neat, clean, sanitary, and professional appearance. Movable items and furnishing shall be relocated to shampoo carpeting beneath them and returned to their original position once service has been completed. The contractor shall shampoo all area rugs prior to the start of the school year and during breaks throughout the school year. The contractor shall provide a schedule of services to the COR for carpet shampooing approximately two weeks in advance of the start date. The contractor shall perform service throughout the facilities year round.

2.2.3 Steam Cleaning and Extraction of Carpeted Floors. The contractor shall extract or steam clean all carpeted areas utilizing a steam cleaning machine as necessary to present a neat, clean, sanitary, and professional appearance.

The contractor shall utilize spot (4 square foot area or less) pre-cleaning methods as required prior to using the steam cleaning machine. Cleaning shall be in accordance with available manufacture recommended methods to remove spills and spoilage. The contractor shall provide a schedule of services to the COR for extracting or steam cleaning approximately two weeks in advance of the start date. The contractor shall perform service throughout the facilities year round.

2.2.4 Trash and Debris Removal. The contractor shall be responsible for the removal of all trash and debris generated during the performance of carpeted floor maintenance. The trash and debris shall be deposited in the nearest outside trash dumpster. Indoor trash receptacles shall be left clean, free of foreign matter, and returned to their original location and condition.

2.3 General Requirements.

2.3.1 Personnel

2.3.1.1 Project Manager. The contractor shall provide an on-site Project Manager (PM) who shall be responsible for the overall management, coordination, and performance of work under this contract. The PM, and their alternate(s) during Project Managers absence, shall have full authority to act on behalf of the contractor and shall be designated in writing to the CO within ten days of contract award date and prior to commencement of work. The PM shall be available for discussion with the COR during normal operating hours. The PM will be required to attend scheduled and unscheduled meetings as required, at no additional cost to the Government. The PM must demonstrate the ability to determine suitable cleaning materials and the ability to train custodial/janitorial workers.

The PM shall ensure employees are properly supervised at all times during the performance of service. The PM shall conduct daily quality control inspections and ensure competent and timely performance of work. The PM shall be responsible for contacting the COR to coordinate work assignments.

2.3.1.2 Custodial Employees. The contractor shall furnish fully trained and qualified custodial workers and direct labor personnel at all times as required in order to accomplish all PWS requirements. The contractor’s personnel shall be legally eligible to be employed in the United States of America and able to speak, read, write, and understand the English language, including any unique terminology used in their functional specialty in order to communicate with government personnel. The contractor shall not employ any person who is an employee of the United States government if employment of that person would create a conflict of interest, nor shall the contractor employ any person who is an employee of the Department of Defense (DoD) or any subordinate branch of the DoD, either military or civilian, unless such person seeks and receives approval in accordance with the Joint Ethics Regulation, DoDD 5500.7R, and any applicable regulations of their subordinate branch of the DoD.

2.3.1.3 Personnel Administration. The contractor shall be responsible for:

Notifying their employees during designated government non-work days or other periods where government offices are closed due to inclement weather or security conditions.

Maintaining the currency of their employees by providing initial and refresher training as required to meet the PWS requirements.

Making necessary travel arrangements for employees.

Providing necessary infrastructure to support contract tasks as outlined in the PWS.

Providing administrative support to personnel (time keeping, leave processing, pay, emergency needs).

Ensuring that each school is appropriately staffed to ensure all duties are accomplished to the appropriate standard during normal operation hours, year round, excluding federal holidays.

2.3.1.3.1 Personnel Hygiene. Contractor personnel shall practice proper personal hygiene as defined in PWS section 6.1.

2.3.1.3.2 Personnel Health. The contractor shall ensure that all personnel have a current and valid health appraisal that demonstrates the appropriate level of fitness required for job performance and a negative Tuberculin skin test.

Contractor personnel must have good physical and mental health and be free of tuberculosis and any other communicable disease. Tuberculin skin test shall be re-accomplished at least every three years, unless the contract employee’s health care provider recommends that this be done more frequently. A new health appraisal shall be required if there is a question about the results of the previous health appraisal, or three years have lapsed since the previous health appraisal, or signs of ill health appear. A statement from the health care provider that an appraisal covering the listed areas was completed, and details about any findings that require accommodation shall be on file at the facility. All new contract personnel shall have a health appraisal within the three months of employment. The contract personnel health appraisal shall include, at a minimum, the following:

Health history.

Physical exam.

Vision and hearing screening.

TB screening by the Mantoux intradermal skin test, one-step procedure.

A review of immunization status (measles, mumps, rubella, diphtheria, tetanus, polio, varicella, influenza, and pneumonia; Hepatitis A and Hepatitis B is optional).

A review of occupational health concerns based on the performance of the essential function of the job.

Assessment of risk from exposure to common childhood infections such as parvo virus, CMV, and chickenpox.

Assessment of orthopedic, psychological, neurological or sensory limitations, or communicable diseases that may impair a contract employee in performing their job.

2.3.1.4 Standards of Personnel Conduct.

Contractor personnel shall:

2.3.1.4.1 Limit physical contact with students to those actions necessary for the safety of the students. (e.g., to assist students in getting on or getting off the bus, to break up fights, to administer first aid, to keep a student from falling or tripping).

2.3.1.4.2 Communicate to a school administrator any observation of or student/parent complaint alleging sexual abuse, sexual harassment, or inappropriate conduct.

2.3.1.4.3 Observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance.

2.3.1.4.4 Ensure all items of possible personal or monetary value, including contraband, found by contract employees are turned over to the School Administrator as soon as possible.

Contractor personnel shall NOT:

2.3.1.4.5 Use verbal assault, foul language, personal or racial insults, physical contact, and/or threats of physical violence to obtain a student’s name or to enforce discipline during the performance of contracted services.

2.3.1.4.6 Engage in any conduct of a sexual nature (verbal or physical) with students. The contracting officer may bar a contractor employee from providing service under this contract if the contractor employee solicits, coerces, or engages or attempts to engage in any sexual conduct to include sexual abuse, sexual harassment and/or inappropriate conduct with a student. The contracting officer may take this action regardless of the student’s age, regardless of whether the student may have consented, and/or whether the conduct may be a crime under state or Federal law.

2.3.1.4.7 Be under the influence of intoxicants, drugs or medications that impair the senses during the performance of contracted services.

2.3.1.4.8 Use tobacco, eat, or drink at any time while performing contracted services. This includes in and around contractor-operated machinery, on school grounds, and on the installation. This further includes conduct that would result in the presence/scent of residual smoke on or around premises at the time of contracted services.

2.3.1.4.9 Give or sell beverages, food, tobacco products, or merchandise to students.

2.3.1.5 Other Personnel Requirements.

2.3.1.5.1 Visitors. If performing duties during normal school hours, contractor personnel shall stop his/hers work to allow passage of patrons, personnel, and visiting dignitaries. Contract personnel shall limit personal visits. Contact with personal visitors shall occur on a limited basis in approved areas of the facilities only.

2.3.1.5.2 Government Interference. The contractor shall notify the COR or alternate before the scheduled completion time if they have been prevented from accomplishing a task (i.e., locked out, no power, visitors, can’t get in service area, etc.) in accordance with the scheduled completion of service time.

2.3.1.5.3 Building Data Sheets. When a building data sheet indicates a required service in an area that has changed or no longer needs servicing, the contractor, upon discovery, shall inform the COR to ensure floor plans and building data sheets are updated in the form of a modification to the contract.

2.3.1.5.4 Parking. When custodial services are performed, contractor personnel shall park their vehicles in the areas designated by the COR. Parking spaces in front of the building are reserved for visiting patrons and or faculty.

Contractor personnel shall not park in spaces designated for government vehicles, nor block fire lanes at any time.

2.3.1.5.5 Eating and Drinking. The COR will designate a break room area; contract personnel shall use the break rooms only for breaks and meals.

2.3.1.5.6 Contractor Organizational Chart. The contractor shall furnish to the COR a copy of its organizational chart listing all personnel proposed for the performance of the contract prior to the commencement of work. The organizational chart shall contain the full name, job title or position, work assignment, and work site for each personnel. The organizational chart shall additionally provide telephone numbers of the supervisory and management personnel who will serve as Point of Contact (POC) between the contractor and the Government. The contractor shall keep this chart updated and shall notify the COR or alternate, in writing, of any addition, deletion, or change within three calendar days of such change.

2.3.2 Government property. All government facilities, equipment, and materials shall be safeguarded by the contractor. At the end of each work period, government facilities, equipment, and materials shall be secured. The contractor shall provide protection to government facilities, equipment, and material to prevent damage during the period of time the property is under the control or in the possession of the contractor. The contractor shall record all available facts related to any instance of damage to government facilities, equipment, or materials and report it to the COR within 24 hours of occurrence. The contractor shall be responsible for any damage caused by contractor personnel to government facilities, equipment, or materials and shall repair, clean, replace, or restore damaged items to the condition existing immediately prior to the item being damaged.

2.3.2.1 Open/Close Schools. The contractor shall unlock and lock school facilities as required to perform custodial floor maintenance duties. The contractor shall perform security checks in order to maintain a Safe & Secure facility at all times. Doors that may need to be locked or unlocked include main entranceways, classroom doors, outdoor storage facilities, portable classrooms, security gates and office doors.

2.3.2.2 Opening school facilities. The contractor shall utilize the school main entry point for employees to enter and exit the building. If the contractor is the first individual to open the building then they shall ensure the alarm system is deactivated, if one is provided.

2.3.2.3 Closing the school facilities. The contractor is required to ensure all school entrances are locked at the end of the work period prior to contractor personnel leaving at the end of their duty/shift. The contractor shall ensure all exterior doors and windows are locked and secure, which entails performing a walk around to make sure all windows and doors are closed and secured from the outside and activating the alarm system, if available.

2.3.3 Key Control. A method shall be established and implemented by the contractor to ensure all keys/entry cards issued to contract personnel for entry to government facilities, janitor closets, equipment, and materials are secured and accounted for at all times. The contractor shall submit a list of employees with key access requirements for key control boxes to the COR at least one week prior to the date when access is needed. All keys within the Key and Lock Control Program must be kept under continuous accountability at all times. The number of individuals authorized to draw keys shall be kept to a minimum commensurate with security and operational requirements.

When keys are not in use, they shall be secured in containers of at least 20-gauge steel or material of equivalent strength. Keys shall not be duplicated or used by unauthorized contractor personnel. Keys issued to the contractor for office space may be assigned to individuals for personal use. The contractor shall provide a key custodian to control the issuance and inventory of all keys. The contractor shall submit a quarterly report to the COR or alternate utilizing the DoDEA Form 4702, KEY REPOSITORY ACCOUNTABILITY RECORD, provided by the COR. The contractor shall report any lost or duplicated keys/entry cards to the COR within two hours of discovery. The contractor shall submit a detailed written report to the COR or alternate by COB the same workday. If lost keys are discovered at the end of the day, and it is not possible to submit a written report to the COR or alternate by COB the same workday, the report shall be due within two hours from the beginning of business on the next workday. The contractor shall reimburse the government for all costs associated with replacing locks or re-keying required as a result of keys being duplicated or lost by the contractor. In the event that keys/entry cards other than masters are lost or duplicated, the contractor will be required, upon request by the COR to rekey, reprogram, or replace the affected lock or system. The government may, at its option, replace the affected lock or perform rekeying/reprogramming;

the cost for such shall be deducted from the monthly payment due to the contractor. In the event a master key/entry card is lost or duplicated, the government shall replace/reprogram all keys, entry cards, and locks for the specific system and deduct the total cost from the monthly payment due the contractor. The contractor shall prohibit the use of government issued keys/entry cards by any persons other than contract employees. The contractor shall prohibit the opening of locked doors by contract employees to permit entrance of unauthorized personnel. The contractor shall only use one exterior door of a facility while performing services, all remaining doors shall not be unlocked or opened except for an emergency. Opened doors shall not be left unattended or kept ajar at any time. Keys shall not be left in door locks. Janitor closets shall be secured when not in use and shall not be left open or unattended at any time.

2.3.4 Safety and Health.

2.3.4.1 Personal Protective Clothing. The contractor shall provide its personnel with any personal protective clothing and devices such as rubber aprons, safety shoes, outdoor gear, rain gear, etc. needed to safely perform all contract requirements.

2.3.4.2 Occupational Health and Safety Program. The contractor shall maintain health and safety standards consistent with all applicable federal, state, local, and OSHA regulations.

2.3.4.3 Incidents. The contractor shall report accidents and safety issues to the COR or alternate orally within one hour of any incident. Within two working days of any accident, the contractor shall submit to the COR or alternate a written incident report that will include all available facts relating to each instance of injury. If the government elects to conduct an investigation of the accident, incident, or mishap, the contractor shall cooperate fully by assisting government personnel in the investigation until said investigation has been completed. The contractor shall take reasonable and prudent action to establish control of the incident scene, prevent further damage to persons or property, and preserve evidence until released by the COR.

2.3.5 Required Training. The government requires 100% attendance of all contract personnel in specific training during the performance of the contract. The contractor shall ensure attendance of personnel at these training sessions provided on-line or onsite. The government will provide training in the following subjects that may be relevant to the work performed under this contract or to a specific work site:

Training Estimated Time Required Security Training 4 Hours Safety Training 4 Hours Asbestos Awareness Training 2 Hours

OSHA Blood borne Pathogens Training 1 Hours

2.3.6 Quality Control Plan (QCP). The contractor must establish and maintain a quality control plan to ensure services under this contract are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. The contractor must provide a specific quality control point of contact to resolve customer complaints. Contractor must provide a final QCP within 10 days after notice of award to the COR.

2.3.6.1 Deficiency Prevention. The contractor shall provide a description of the methods used for identifying and preventing defects in the quality of service performed before the level of quality becomes unacceptable and is record them on an inspection form.

2.3.7 Quality Assurance

2.3.7.1 Quality Assurance Surveillance Plan (QASP). The government will evaluate the contractor’s performance as stated in the Performance Requirement Summary (PRS) using a QASP. Government surveillance by methods other than those listed in the QASP may occur during the performance period. The performance of the services specified herein shall be subject to review by the government at its discretion and in accordance with the QASP. The COR will inform the contractor's PM when discrepancies occur during performance of the award and may request corrective action from the contractor. When the COR requests corrective action from the contractor in writing or verbally, the contractor shall notify the COR in writing within 24 hours of correction of the discrepancy. The QASP will be available to the contractor upon award.

2.3.7.2 Contract Discrepancy Report (CDR). The government will issue a contract discrepancy report to the contractor when services do not conform to contract standards, or exceed the maximum allowable defects for any service identified in the PRS. Additionally, the government will also issue a CDR in the event of any safety violation or hazardous situation endangering the facilities or health of individuals.

2.3.7.3 Performance Evaluation Meetings. The PM shall meet monthly with the COR during performance of the contract. The Contractor shall record written minutes of these meetings which shall be signed by the contractor's PM and the COR. Non-concurrence with minutes will be noted, documented, and signed by the PM and COR.

2.3.7.4 Phase-in Period. During the first month of the performance, two additional errors on each PRS item may be allowed in an effort to identify normal phase-in problems. The contractor shall attend meetings with the COR during the first month of the contract.

2.3.7.5 Post Phase-In Period. Monthly meetings will be held as scheduled by the COR or alternate. Written minutes of all performance evaluation meetings will be prepared by the government and signed by the PM and the COR. Should the contractor not concur with the minutes, the contractor shall communicate any areas of non-concurrence, in writing, to the CO within 10 calendar days of receipt of the signed minutes. The minutes and any contractor comments will be included in the contract file.

2.3.7.6 Reconciliation Meetings. The COR and PM will meet a minimum of once a week to reconcile the unsatisfactory observations generated during the performance assessments performed by the government the previous week. The PM shall accompany the COR upon request during inspections as non-performances must be verified immediately. All areas identified must be inspected by the PM on a continuous basis to ensure contract compliance.

3.0 Constraints.

3.1 Normal Operating Hours of Service: When school is in session, the contractor shall establish a cleaning schedule for the completion of all work requirements within the normal operating hours of service which are between 3:00 PM to 9:00 PM local time. When school in not in session, the contractor may perform services between 7:00 AM and 9:00 PM local time. Stripping and waxing and any other work performed during school summer break must be completed at least one week prior to the start of the school year. The contractor shall provide a copy of the work schedule to the COR prior to commencement of work and coordinate all work with the COR.

3.2 Hours of Operation Other Than Normal. In performance of this contract the contractor shall, on occasion, be required to work other than normal hours to meet project requirements. In addition, some tasks may require support on Federal holidays. Contractor personnel may be allowed to work outside of the normal hours to meet contractual requirements only with prior written approval from the COR.

3.3 Federal Holidays. Federal Holidays are listed below. Should a federal holiday fall on a Saturday, the Friday immediately before is considered the holiday; if the federal holiday falls on a Sunday, the Monday immediately following is considered the holiday. Please note that these are the only officially recognized holidays. If a periodic task, as scheduled by the contractor, falls on one of the above listed holidays, the contractor shall perform said task on the next workday immediately following the holiday.

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

3.4 School Vacation Breaks. Current Laurel Bay and Fort Jackson School Year Calendars can be found at:

http://www.dodea.edu/schoolCalendars.cfm

3.5 School Activity Interruption. Any planned disruption of school activities shall be coordinated in advance through the COR. This includes scheduled activities in playgrounds, gymnasiums, and athletics fields.

3.6 School Closure In the event the school superintendent determines it necessary to close the schools due to adverse weather, an installation or local disaster, security problems, or any other reason, the COR will contact the contractor’s Project Manager (PM). The contractor is responsible for the notification of its personnel. Generally, services to be performed under the contract have been determined to be non-essential for performance during a crisis; however, some services may be required as determined by the COR. In the event this situation occurs, the COR will notify the contractor’s PM.

4.0 Government-Furnished Resources.

4.1 Facilities The government will furnish an area for contractor use. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor; the government will not assume any liability or responsibility. Prior to any modification of the area by the contractor, the contractor must notify the COR and provide documentation describing, in detail, the modification requested. The contractor shall not make any alterations to the area without written permission from the COR. In the case of alterations that are necessary for OSHA compliance, such permission shall not be unreasonably withheld. The contractor shall return the area to the government in the same condition as received; normal wear and tear and approved modifications shall be considered. The area shall be used only for performance of the contract. All areas provided for contractor use shall be maintained in a clean, organized manner at all times.

4.2 Services The government will provide security, fire protection, insect and rodent control, and refuse collection (from the assigned exterior dumpsters) services at no cost to the contractor.

4.3 Utilities The government will provide all electricity and water used in support of the contract to the contractor at no cost to the contractor. The contractor shall conserve electricity and water to the maximum extent practicable. The contractor shall turn off lights in unoccupied spaces when work has been completed, shut off water valves when not being used to dispense water, and report any leaking faucets to the COR.

5.0 Contract Deliverables.

DELIVERABLE FORMAT

NUMBER OF

COPIES

PWS

REFERENCE

PLANNED

FREQUENCY

PM DESIGNATION EMAIL

2.3.1.1

ONCE, WITHIN TEN

DAYS OF CONTRACT

AWARD, PRIOR TO

COMMENCEMENT OF

WORK, UPDATED S

NEEDED.

CONTRACTOR ORGANIZATIONAL CHART MS WORD

2.3.1.5.6

ONCE, PRIOR TO

COMMENCEMENT OF

WORK, UPDATED AS

NEEDED WITHIN

THREE CALENDAR

DAYS OF ANY

CHANGE.

KEY CONTROL REPORT

DoDEA

Form 4702 1 2.3.3 Quarterly

FINAL QUALITY CONTROL PLAN

MS Word

2.3.6

Once, within ten days of contract award.

CLEANING WORK SCHEDULE MS Word

1 3.1

Once, prior to commencement of work, updated as needed.

6.0 Definitions, Abbreviations, and Acronyms

6.1 Definitions

Acceptable Quality Level (AQL): AQL is the maximum allowable percentage of deviation from perfect performance for an individual service output.

As Directed, As Required, As Permitted, Approved, Acceptance: Where these words or words of similar import are used, it shall be understood that the direction, requirements, permission, approval, or acceptance of the COR or alternate is intended, unless stated otherwise.

Blood borne Pathogens Standards: The Occupational Safety and Health Administration (OSHA) standard to eliminate or minimize occupational exposure to Hepatitis B Virus (HBV), Human Immunodeficiency Virus (HIV), and other blood borne pathogens.

Body Fluids: Urine, feces, saliva, blood, vomitus, nasal discharge, eye discharge, injury, or tissue discharge.

Check: To examine, inspect, test, perform specific tasks, and/or verify by trial the condition of equipment or systems.

Clean: To remove dirt and debris by scrubbing and washing with soap and water.

Complete: To perform all parts, elements, and/or steps within a process.

Contract Discrepancy Report (CDR): A formal, written documentation of Contractor nonconformance or lack of performance for contract work. This report is issued for any supply or service found to be unacceptable during contract performance. The CDR is notification to the contractor of failure to meet the contract requirements.

Contracting Officer (CO): The individual with the authority to enter into, administer, and/or terminate contracts. The CO is the exclusive government official authorized to execute changes and authorize deviations or variations from the contract.

Contracting Officer’s Representative (COR): An individual designated by the Contracting Officer as their representative administering a contract. The source and authority for a COR is the Contracting Officer and limitations of a COR are contained in the written letter of designation. A copy of the letter of designation will be provided to the Contractor.

Correct: Free of errors, conforming to an approved or conventional standard.

Customer Complaint: A method of documenting certain kinds of contract service situations which is used to evaluate Contractor’s performance.

Disinfection Cleaning: Falls between the processes of physical cleaning and sterilization as the elimination of disease-producing microorganisms, but not spores, from inanimate objects via pasteurization or liquid chemicals. To eliminate virtually all germs from inanimate surfaces through the use of chemicals (e.g., products registered with the Environmental Protection Agency (EPA) as “disinfectants”) or physical agents (e.g., heat). The goal is to create a clean, safe, attractive environment for patients, staff, and visitors.

Emergency Clean Up: Emergency response by Contractor employees may be required (over and above routinely scheduled work) to perform housekeeping related functions that facilitate patient and staff welfare and safety in the building as a result of mass casualty situations or natural disasters. Examples include: facility defects, fire, mass illness or an injury situation. The school shall be maintained, as closely as possible, in a hygienically clean condition during emergency situations.

Facility: The buildings and grounds and equipment encompassing the school campus.

Frequency of Service:

• Annually - Services performed once during a 12-month period at an interval of 340 to 366 days.

• Semi-Annually - Services performed once every six months at intervals of 165 to 182 days, during a

12month period.

• Quarterly - Services performed four times during a 12-month period at intervals of 80 to 100 calendar days.

• Bi-Weekly - Services performed 26 times during a 12-month period at intervals of 13 to 15 calendar days.

• Monthly - Services performed once each month at intervals of 27 to 31 days, during a 12-month period.

• Weekly - Services performed 52 times during a 12-month period at intervals of six to eight calendar days.

• Daily - Services performed every operational day.

Hazardous Material (HM): A material (corrosive, oxidizer, etc.), which inherently is dangerous and capable of inflicting serious damage to property or health and which, therefore, requires regulated handling to avoid creating accidents in connection with its existence and use.

Housekeeping Services: The school housekeeping department’s primary function is to develop and maintain a sanitary, safe, and esthetically pleasing environment that will facilitate the primary mission of education.

Contractor management, tasks, and standards shall be developed to maintain a health care environment that is in strict compliance with state, federal, local, and DoD guidelines and regulations. The Contractor shall, in addition to all work areas identified under contract, execute any and all tasks required. This includes all areas in a room from the floor to the ceiling.

Hygiene: Protective measures taken by individuals to promote health and limit the spread of infectious diseases. These measures include the following: (1) washing hands with soap and running water after using the toilet, handling anything contaminated, and before eating or handling food. (2) keeping hands, hair, and unclean items away from the mouth, nose, eyes, ears, genitals, and wounds. (3) avoiding use of common or unclean eating utensils, drinking glasses, towels, handkerchiefs, combs, and hairbrushes. (4) avoiding exposure to droplets from the nose and mouth of other people such as those spread by coughing or sneezing. (5) washing hands thoroughly after caring for another person and (6) keeping the body clean by frequent, at least daily, bathing or showering using soap and water.

Maintenance: Work which is required to repair or maintain equipment systems in a safe and operational condition, or to restore these systems to initial or useable condition by overcoming the effects of wear and tear, disaster, damage, or deterioration.

Performance Requirement Summary (PRS): A Plan, which provides the Contracting Officers’ Representative (COR) a systematic method to monitor Contract performance.

Policing: The repetitive checking and cleaning of heavily trafficked…