HSCG24-17-Q-1BA464__..pdf

The Ombudsman Hotline Telephone number is: 202.372.3695

NOTICE FOR FILING AGENCY PROTESTS

United States Coast Guard Ombudsman Program

It is the policy of the United States Coast Guard (USCG) to issue solicitations and make contract awards in a fair and timely manner. The Ombudsman Program for Agency Protests (OPAP) was established to investigate agency protest issues and resolve them without expensive and time-consuming litigation. OPAP is an independent reviewing authority that is empowered to grant a prevailing protester essentially the same relief as the Government Accountability Office (GAO).

Interested parties are encouraged to seek resolution of their concerns within the USCG as an Alternative Dispute Resolution (ADR) forum rather than filing a protest with the GAO or some external forum. Interested parties may seek resolution of their concerns informally or opt to file a formal agency protest with the Contracting Officer or Ombudsman.

Informal Forum with the Ombudsman. Interested parties who believe a specific USCG procurement is unfair or otherwise defective should first direct their concerns to the applicable Contracting Officer. If the Contracting Officer is unable to satisfy their concerns, interested parties are encouraged to contact the U.S. Coast Guard Ombudsman for Agency Protests. Under this informal process the agency is not required to suspend contract award performance. Use of an informal forum does not suspend any time requirement for filing a protest with the agency or other forum. In order to ensure a timely response, interested parties should provide the following information to the Ombudsman: solicitation/contract number, contracting office, Contracting Officer, and solicitation closing date (if applicable).

Formal Agency Protest with the Ombudsman. Prior to submitting a formal agency protest, protesters must first use their best efforts to resolve their concerns with the Contracting Officer through open and frank discussions. If the protester’s concerns are unresolved, an Independent Review is available by the Ombudsman. The protester may file a formal agency protest to either the Contracting Officer or as an alternative to that, the Ombudsman under the OPAP program.

Contract award or performance will be suspended during the protest period unless contract award or performance is justified, in writing, for urgent and compelling reasons or is determined in writing to be in the best interest of the Government. The agency’s goal is to resolve protests in less than 35 calendar days from the date of filing. Protests shall include the information set forth in FAR 33.103(d) (2). If the protester fails to submit the required information, resolution of the protest may be delayed or the protest may be dismissed. To be timely protests must be filed within the period specified in FAR 33.103(e). Formal protests filed under the OPAP program should be submitted to:

COMMANDANT (CG-9131) U S COAST GUARD

OMBUDSMAN PROGRAM FOR AGENCY PROTESTS

2100 2ND ST SW STOP 7112 WASHINGTON DC 20593-

SOLICITATION/CONTRACT/ORDER FOR COMMERICAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23,24 &30

1. REQUISITION NUMBER

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

HSCG24-17-Q-1BA464

6. SOLICITATION ISSUE

DATE

6 FEB 2017

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Jane.mckenzie@uscg.mil

b. TELEPHONE NUMBER (No collect calls) 617-223-3159

8. OFFER DUE DATE/

LOCAL TIME

13 MARCH 2017

CODE

10. THIS ACQUISITION

IS

UNRESTRICTED OR

SET ASIDE 100 FOR

COMMANDING OFFICER

USCG BASE BOSTON

427 COMMERCIAL ST

BOSTON MA 02109

NAICS: 561720

XX SMALL BUSINESS EMERGING SMALL

BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED VETERAN- 8(A)

OWNED SMALL BUSINESS

11. DELIVERY FOR FOB:

DESTINA-TION UNLESS BLOCK

IS MARKED

12. DISCOUNT TERMS:

13a. THIS CONTRACT IS A 13b. RATING

SEE SCHEDULE

RATED ORDER UNDER

DPAS (15 CFR 700)

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO:

USCG SECTOR NORTHERN NEW

ENGLAND, 259 HIGH STREET,

SOUTH PORTLAND ME 04106

CODE

16. ADMINISTERED BY::

SAME AS BLOCK 8

CODE

17a CONTRACTOR/

OFFEROR

C O D E

FACILITY

18a. PAYMENT WILL BE MADE BY

COMMERCIAL INVOICES

USCG FINANCE CENTER

CHESAPEAKE VA 23327

CONTRACTOR MUST HAVE ACTIVE

REGISTRATION ON WWW.SAM.GOV TO

RECEIVE AWARD

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH

ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

IS CHECKED X SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

CONTRACTOR TO PROVIDE ALL LABOR,

MATERIALS, EQUIPMENT, TRANSPORTATION

AND SUPERVISION TO JANITORIAL

SERVICES AT USCG SECTOR NORTHERN

NEW ENGLAND, 259 HIGH STREET, SOUTH

PORTLAND ME 04106 IN STRICT

ACCORDANCE WITH ATTACHED WORK

STATEMENT, FEDERAL ACQUISITION

CONTINUED ON PAGE 2

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA 27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE

ARE NOT ATTACHED

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF OFFER

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER http://www.sam.gov/

REGULATION (FAR) CLAUSES, AND DEPT OF LABOR SERVICE CONTRACT ACT WAGE

DETERMINATION FOR CUMBERLAND COUNTY MAINE .

LAST DATE TO SUBMIT QUESTIONS IS: Monday 6 March 2017

SITE VISIT:

2 MARCH 2017 AT 10:00AM EASTERN

ASSEMBLE AT: USCG SECTOR NNE, THE RUSTY SCUPPER, 259 HIGH ST., SOUTH PORTLAND

ME 04106 WITH PHOTO ID.

CONTRACTORS MUST HAVE ACTIVE REGISTRATION IN SYSTEM FOR AWARD MANAGEMENT

TO RECEIVE AWARD. PLEASE ACCESS WWW.SAM.GOV FOR MORE INFO AND REGISTRATION.

REGISTRATION IS FREE.

QUOTE DUE: 13 March 2017 Or email to Jane.mckenzie@uscg.mil

FAX QUOTE TO: 617-223-3145

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 3/2005)

PRESCRIBED BY GSA – FAR (48 CFR) 53.212

QUOTE SHEET HSCG24-17-Q-1BA464

PROJECT: JANITORIAL SERVICES USCG SECTOR NORTHERN NEW ENGLAND

PLEASE READ THE ENTIRE WORK STATEMENT, FAR CLAUSES, AND PROVIDE YOUR QUOTE BASED

ON A MONTHLY PRICING. AWARD WILL BE SUBJECT TO US DEPT OF LABOR SERVICE CONTRACT

ACT WAGE DETERMINATION CUMBERLAND COUNTY MAINE

BASE YEAR 1 APRIL 2017-30MARCH 2018

Janitorial services $____________/month; total $_______________

OPTION YEAR 1 APRIL 2018-30 MARCH 2019

Janitorial services $__________/month; total $________________

Total of Base and Option Year $________________

CONTRACTOR NAME AND ADDRESS: _________________________

Telephone and email: _________________________

SIGNATURE AND NAME OF PERSON AUTHORIZED TO SIGN:__________

CONTRACTOR TIN___________________________

CONTRACTOR DUNS__________________________

Contractor MUST have active registration on System for Award Management to receive award.

For further information and registration, pleas access www.sam.gov

Registration is free

Work Statement (WS) for Janitorial Services

1. INTRODUCTION The contractor will be required to meet with the Quality Assurance Inspector (QAI) every other week during normal Coast Guard working hours to ensure proper communication and to discuss any areas of need.

1.1. The purpose of this Work Statement (WS) is that the selected Contractor shall provide all personnel, management, supervision, materials, supplies, equipment, tools, transportation and other items or services (except as stated herein) necessary to provide janitorial services at United States Coast Guard Sector Northern New England, South Portland, Maine.

1.2. The contractor shall ensure that these services are performed in a manner that ensures the health and safety of federal employees and members of the public; and, both the sanitary conditions and esthetic appearance of federal buildings. Superior customer service and well-maintained facilities that present a clean, neat and professional appearance shall be furnished in accordance with all the terms and conditions of the contract

1.3. The outcome anticipated by the Coast Guard, as described in the subsequent sections, is the full and complete deliverance of janitorial services. This Work Statement (WS) is in coherence with the direction in which the Coast Guard is procuring contracts. The Coast Guard is striving for a WS that will ensure consistent performance and be result-oriented.

2.0. BACKGROUND

2.1. The mission of Sector Northern New England is to provide on time and affordable products, services, and logistics support which consistently meets or exceeds the expectation of Shore Infrastructure Logistics Center (SILC), First Coast Guard units and other Coast Guard units operating within the First Coast Guard District geographic boundaries. Sector Northern New England is host to many tenants Coast Guard commands and other government agencies.

2.2. The information listed in Technical Exhibit #1 identifies the buildings requiring janitorial services, and the daily work hours of personnel at Sector Northern New England.

3.0. SCOPE

3.1. The object of this effort is to acquire Janitorial Services to assist Sector Northern New England in accomplishing their mission. The service requirements and performance objectives relate directly to mission essential items as identified in the WS, the Contractor Quality Control Plan and the Government Quality Assurance Plan providing for the highest level of service delivery performance critical to mission success.

3.2. The contractor shall use the Publications identified in Section 4.0. Applicable Publications, herein, as well as the approved Quality Control Plan to accomplish the following janitorial tasks generated for this effort, which may not be all inclusive:

Building 1: Sector Command Admin 1ST Floor

Restrooms Clean restrooms 3 times weekly Service restroom 3 times weekly Low dusting 1 time monthly Sweep & Swab floor 3 times weekly Strip and wax floor 1 time bi annually May and November

Apply light coat of wax and buff 1 time quarterly

Entryway Sweep and dust mop 3 times weekly

Vacuum all walk-off carpets 3 times weekly Low dust 2 times monthly Spot clean walls 1 time weekly Clean interior and front glass 3 times weekly Clean floor and stairs 3 times weekly Wet mop floors and stairs 3 times weekly Apply light coat of wax and buff 1 time quarterly

Strip and wax deck 1 time bi annually May and November Spray buff deck 3 times weekly

Passageway Sweep and dust mop 3 times weekly Vacuum all walk-off carpets 3 times weekly Low dust 2 times monthly Spot clean walls 1 time weekly Clean drinking fountain 3 times weekly Spot clean floor and stairs 3 times weekly Wet mop floor and stairs 3 times weekly Strip and wax floor and stairs 1 time bi annually May and November

Apply light coat of wax and buff 1 time quarterly Shampoo walk-off carpets 1 time bi annually May and November

Building 1: Sector Command Admin 2nd Floor

Restroom Clean restrooms 3 times weekly Service restroom 3 times weekly Low dusting 1 time monthly Sweep & Swab deck 3 times weekly

Command Office Spaces (note 1) Vacuum carpets and rugs 3 times weekly Empty trash receptacles 3 times weekly Low dust 3 times weekly Spot clean wall 3 times weekly Clean entryway door glass 3 times weekly Spot clean carpets 3 time weekly Shampoo carpets 1 time bi annually May and November

Passageway Sweep and dust mop stairwell 3 times weekly Vacuum all carpets 3 times weekly Low dust 2 times monthly Spot clean walls 3 times weekly Wet mop stairwell 3 times weekly Clean and spray buff stairwell 3 times weekly Strip and wax stairwell 1 time bi annually May and November

Apply light coat of wax to floor and stairs and buff 1 time quarterly Shampoo all carpets 1 time bi annually

Building 1: Rusty Scupper

Front Entryway Sweep and swab floor 3 times weekly Vacuum walk-off carpets 3 times weekly Clean all interior and exterior door and window glass 3 times weekly Vacuum walk-off carpets 3 times weekly Shampoo walk-off carpets 1 time bi annually May and November

Stairwell Entryway Sweep and swab floors and stairs 3 times weekly Low dust 2 times monthly Spray buff floor and stairs 2 times monthly Strip and wax floor and stairs 1 time bi annually May and November Vacuum walk-off carpets 3 times weekly Shampoo walk-off carpets 1 time bi annually May and November Restrooms Clean restrooms 3 times weekly Service restrooms 3 times weekly

Low dust 1 time monthly Wet mop floor 3 times weekly Clean and spray buff floor 1 time quarterly Strip and wax floor 1 time bi annually May and November

Meeting Room Vacuum carpet 3 times weekly Empty trash receptacles 3 times weekly Shampoo carpets 2 times yearly Low dust 2 times monthly Spot clean walls 1 time weekly

Building 6: Barracks

First Floor Restrooms Clean urinals, toilets, sinks, sink top and mirrors 3 times weekly Empty all trash 3 times weekly Restock all paper items and liquid soap 3 times weekly Scrub all urinal, toilet partitions and walls 1 time weekly Scrub showers and shower mats 1 time weekly Low dust 3 times weekly Dust all windows, locker tops and faces, soap dispensers and heaters

1 time weekly Sweep and swab with bleach water 3 times weekly

Second Floor Restrooms Clean urinals, toilets, sinks, sink top and mirrors 3 times weekly Empty all trash 3 times weekly Restock all paper items and liquid soap 3 times weekly Scrub all urinal, toilet partitions and walls 1 time weekly Scrub showers and shower mats 1 time weekly Low dust 3 times weekly Dust all windows, locker tops and faces, soap dispensers and heaters

1 time weekly Sweep and swab with bleach water 3 times weekly

First Floor Hallways Vacuum hallway carpets 3 times weekly Dust all surfaces 1 time weekly Shampoo all walk-off carpets 1 time bi annually May and November Shampoo hallway carpets 1 time bi annually May and November

Second Floor Hallways Vacuum hallway carpets 3 times weekly

Dust all surfaces 1 time weekly Shampoo all walk-off carpets 1 time bi annually May and November Shampoo hallway carpets 1 time bi annually May and November

Crew Lounge Vacuum carpet 3 times weekly Empty trash receptacles 3 times weekly Shampoo carpets 2 times yearly Low dust 2 times monthly Spot clean walls 1 time weekly

Weight Room Dust all equipment 3 times weekly Sanitize all equipment 3 times weekly Clean all mirrors 3 times weekly Sweep and swab floor 3 times weekly Vacuum floor 3 times weekly

Clean TV glass 3 times weekly Empty trash as needed

Laundry Room Low Dust 3 times weekly Sweep 3 times weekly Swab 1 time weekly Empty lint traps as needed Empty trash as needed

Conference Room Wipe off table 3 times weekly Dust 3 times weekly Vacuum 3 times weekly Shampoo carpets 1 time bi annually May and November

Mess deck Stripped and wax with the following requirements bi annually

1. All tables, chairs, salad bar, microwave cart, plants, trash cans, cup and utensil holders and runner rugs will be removed.

2. Strip floor, including under counters (steam line and beverage area), under heaters, and around TV stand, removing all wax, and all shiny spots to ensure all old wax is removed.

3. Mop 2 times with hot water to remove all applied stripper.

4. Scrub all walls, heaters, and stainless steel legs to remove all stripper splatter up to two (2) feet from floor.

5. Wax floor with 3 light coats of wax and buff to shine.

6. Replace all removed items back to original placement

7. Work to be done at 1800 after galley hours on the second Friday of May and November.

8. FS Department member will be on site to assist with access and questions

Building 12: ISD

Restrooms Clean restrooms 3 times weekly Service restroom 3 times weekly Low dusting 2 times monthly Sweep & Swab floor 3 times weekly Strip and wax floor 1 time bi annually May and November

Apply light coat of wax to floor and stairs and buff 1 time quarter.

Vacuum and dust 3 office spaces on first floor. Removed

4.0. APPLICABLE DOCUMENTS, PUBLICATIONS, FORMS, EXHIBITS & ATTACHMENTS

4.1. The contractor shall comply with all applicable federal, state, local and municipal laws, regulations and requirements;

and all industry standards/references as necessary for the services herein. The contractor shall comply with the Government and Coast Guard Regulations, Technical Exhibits (TE) and attachments listed in the table below applicable to the performance of the contract and to contractor personnel. The contractor shall obtain and submit, as required by Section 6.0, Deliverables, all necessary licenses and permits required for the prosecution of the work; and, shall maintain such licensing throughout the term of this contract.

4.2. The government will provide all publications listed upon request of the Contractor. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change in the contract price. Upon completion of the Contract, the Contractor shall return to the Government all issued publications.

Publication Number Title Date Provided COMDINST M5100.29 Safety and Occupational Health Manual APR 1990 As necessary COMDINST 16478.1B Hazardous Waste Management MAR 1992 As necessary COMDINST M110000.7 Facilities Energy Manual APR 1981 As necessary Vehicle Pass Current Identification Cards Current

Attachment 1 Wage Determination 2005-2241, REV 13 06/13/2012 Herein TE-1 Areas to be Maintained by Building Current Herein

5.0. TECHNICAL REQUIREMENTS

The contractor shall provide the supervised labor necessary to provide janitorial services to the extent specified herein, in accordance with the task, frequency and approved work schedule identified herein.

The task to be performed includes a significant amount of the following duties which are typical but not all inclusive:

5.1. General Requirements

a. The following areas and times for daily cleaning shall be followed due to operations and work schedules of that particular office or space:

Building/Floor Time Spaces

Building 1, All Floors 0700 -1500 Rusty Scupper Meeting Room, Bathrooms, Hallways, Entryways, Command Office Spaces, Stairs, Stairwell Landings

Building 6 1st & 2nd Floor 0700 -1500 First Floor Offices, First Floor Bathrooms, First Floor Hallways, Weight Room, Laundry Room, Conference Room, Lounge, Mess deck

Building 12 0700 -1500 Bathrooms, Hallways

b. Any removable item, such as furniture, equipment and glassware shall be moved so that a thorough job may be accomplished for all operations required. Upon completion of work, all removable items moved shall be returned to its original position. No chairs, wastepaper baskets or other similar items shall be stacked on desks, tables, or windowsills.

c. Baseboards, wall, wall base, floor finish, stair risers, furniture and equipment shall not be splashed, disfigured, damaged or marred during these operations.

d. All supplies, materials, and equipment (including scrubbing machines, waxing and polishing machines, industrial type vacuum cleaners), necessary for completing all contract requirements shall be provided by the Contractor.

No equipment shall be provided by the U.S. Coast Guard. Janitor’s closets are available at various points throughout the buildings for storing equipment and supplies needed to perform work under this contract. The Contractor shall maintain these areas in an orderly manner. Any existing equipment within U.S. Coast Guard custodial space such as lockers, tables, benches, chairs, etc.; placed within the building by the Government, may be used by the Contractor during the term of the contract provided authorization is received from the QAI. The space and equipment shall be returned to the Government at the expiration of the contract in the same condition as at the time of entering into the contract, normal wear and tear excepted.

e. Weather, traffic, or other conditions, as well as during cleaning operations, may demand additional cleaning by the Contractor to ensure that the facilities are clean, neat and sanitary. Proper precautions shall be taken to advise building occupants of wet/slippery floor conditions. This applies during inclement weather as well as during cleaning operations.

f. The Contractor shall promptly report to the QAI any hazardous conditions and items in need of repair, including dead lights, leaky faucets, toilet stoppages and malfunctioning dispensers, etc...

g. The Contractor shall maintain Material Safety Data Sheets (MSDS) and hazardous materials inventories for all contractor supplied materials stored in government spaces. The MSDS’s and inventories shall be maintained in accordance with all applicable federal, state, local and U.S. Coast Guard regulations. The contractor will supply the QAI with copies of all MSDS’s of all hazardous materials.

h. The contractor shall close windows and turn off lights when not in use in accordance with the Facilities Energy Manual listed in Section 4.

I. All office areas, classrooms, lounges, recreation areas, conference rooms and adjacent corridor spaces shall be swept clean and/or vacuumed.

5.2. General Cleaning Requirements

5.2.1. Three times weekly: All areas and task listed below shall be cleaned three times weekly to meet the following standards:

5.2.2. Bathrooms:

a. The Contractor shall perform proper cleaning to remove all deposits, stains, and foreign matter, including those under fixture edges, lips, and on all exposed surface of toilets, urinals, wash basins, slop sinks, shower stalls and partitions. All waste receptacles shall be emptied.

b. Contractor shall maintain all wash basins, faucets, soap holders/dispensers/receptacles, water closets, toilets, toilet seats, and urinals so that no soap build-up, mildew, rust, encrustation or water rings shall exist. Water traps shall be free from odor at all times from all toilet and locker room (including private toilet rooms) floors;

and, shower stalls, including corners and recesses.

c. The Contractor shall service all toilet rooms to replenish all dispensers, paper towels and toilet paper to full maximum capacity.

5.2.3. Waste (trash) Collection, Removal and Disposal

a. Contractor shall remove trash from all areas listed in TE-1 three times weekly.

b. The Contractor shall maintain all waste, trash, and paper towel receptacles free of refuse, debris, rubbish, and trash etc.; and, their contents shall be collected and removed from the buildings to the main area/dumpsters outside the building. Trash liners will be replaced as required.

c. Cardboard boxes and cartons shall be crushed and flattened and placed in the appropriate receptacles.

d. Any trash produced from any of the operations applicable to any of the outside landings, steps and sidewalks adjacent to any of the main entry places into the building listed in TE-1 shall be disposed of in outside trash compactors.

5.2.4. Floor Maintenance

a. The contractor shall maintain all exposed floor areas; carpeted and non carpeted areas, to include all hardwood and ceramic tile floors, floor mats and runners, baseboards, secondary corridors, entrances, lobbies, gymnasium floor, steps, risers, stairways, elevator floors, landings, outside landings, sidewalks adjacent to entrances and all toilet and locker room floors and shower stalls, including corners and recesses.

b. The Contractor shall maintain these areas in accordance with commercially acceptable, industry standards/methods. These areas shall present a uniform, clean appearance free of debris, dirt, dirt streaks, dust, trash, litter, mildew, soap stains, rust, water deposits, soiled water film, excess water and similar substances. There shall be no dirt, trash, or foreign matter left under desks, tables, chairs, furniture, and equipment; in corners behind radiators and doors and on stair landings and treads.

c. The contractor shall maintain asphalt, rubber, and vinyl and linoleum floor surfaces to include all corners and other small areas. Maintenance shall show no visible spots (gum, rust, burns, etc) and no trace of cleaning solution to provide a continuous, durable protective coating; and, surfaces shall be maintained so as to provide anti-slip conditions. Ceramic tile shall be cleaned in accordance with manufacturer’s approved ceramic tile cleaner. Cleaned surfaces shall have a uniform appearance when dry and shall be free of soil and cleaning solution or solution film. Any new soiling of bases shall be immediately removed and not allowed to accumulate.

d. All resilient floor areas especially heavy-traffic floor areas (entrances and lobbies); shall be maintained for maximum gloss and uniform sheen.

e. The gymnasium floor shall be swept and damp mopped daily before 10:30 AM.

5.2.4.1. Daily, Weekly, Monthly and Quarterly Schedules:

The following floor surfaces with cleaning schedule shall be adhered to for the floor maintenance section of this contract.

Building/Floor surface Schedule of Cleaning Remarks

Stairwells for Bldg 1, Bldg 2 Removed

Three Times Weekly Vacuum or sweep stairs

Bldg 1, All Tile Floors, Bldg 6 1st &

2nd Floor All Tile Floors Semi Annually (Feb, Aug) Spray Buffed and Shined

All tile decks for Bldg 1, Bldg 6 1st & 2nd Floor, Bldg 12

Semi Annually (May, Nov.) Strip and Wax

Stairwells for Bldg 1, Bldg 6 1st & 2nd Floor

Monthly Remove heavy buildup and mop

All tile floors for Bldg 1, Bldg 6 1st

& 2nd Floor, Bldg 12 Three Times Weekly Sweep and Mop

Carpets for Bldg 1, Bldg 6 1st & 2nd Floor, Bldg 12

Three Times Weekly Vacuum

Carpets for Bldg 1, Bldg 6 1st & 2nd Floor, Bldg 12

Semi Annually (May, Nov) Steam clean carpets

Runner Carpets for Bldg 1, Bldg 6 1st & 2nd Floor, Bldg 12

Semi Annually (May, Nov.) Steam clean carpets

5.2.5. Surface Maintenance:

a. Contractor shall maintain all vertical surfaces, such as woodwork, walls, window, furniture and horizontal surfaces of all furniture in the occupied spaces, ceilings, other structural components, air conditioning ductwork, pipes, equipment and all fixtures where available.

b. In all other spaces, except storage spaces, contractor shall maintain all furniture. This shall include, but is not limited to desks, file cabinets, bookcases, tables, counters, metal and wood surfaces, the tops of lockers, all pictures and other articles on walls and items normally considered furniture. The contractor shall maintain these surfaces by making them free of any foreign matter, dust, dust streaks, lint, cobwebs, dirt, oil, spots, smudges and other material.

c. Dust shall not be allowed to fall from high areas onto furniture and equipment below. Contactor shall not dust desks cluttered with correspondence, computers, typewriters, business machines, office equipment of similar nature, plotting boards, telephone relay racks, electronic cabinets and consoles.

d. All offices, shower areas, telephone booths, mirrors, shelving, toilet areas, locker rooms and weight room machines shall be maintained and sanitized, as applicable. The contractor shall maintain these areas to provide a polished appearance to remove all dirt, spots, streaks, and smudges from walls, waste receptacles, glass, all mirrors, counter tops, shelving, dispensers, chromium fixtures, piping, and other specified surfaces.

e. All metal and wood surfaces, to include all kick plates, push plates and push bars of outside entrances, all drinking fountains and glass surfaces shall be cleaned and polished. In addition, the contractor shall mop up wet areas caused by spillage, accidents or inclement weather.

f. All foreign residue, oil, grease, etc. shall be removed from these areas and from around floor fasteners, door checks, door closers, etc. until a bright metal polished appearance is attained.

5.2.5.1. The following table is a breakdown of the minimum standards for surface cleaning that need to be adhered to:

Building area to clean Schedule of Cleaning Remarks/Required Work

Stairways for Bldg 1, Bldg 6 1st

& 2nd Floor, Bldg 12 Semi- Monthly All railings and fire apparatus shall be dusted and wiped clean.

Stairways for Bldg 1, Bldg 6 1st & 2nd Floor, Bldg 12

Monthly Clean all debris, dirt off and wet mop all steps, risers, and landings.

Rooms (All common spaces) for Bldg 1, Bldg 6 1st & 2nd Floor, Bldg 12

Monthly Thoroughly dust horizontal surfaces of furniture and all wall surfaces within approximately 70 inches of the floor

Weight Room Quarterly High cleaning is limited to surfaces and objects 15 feet or less from the floor.

All Surfaces for Bldg 1, Bldg 6 1st & 2nd Floor, Bldg 12

Weekly Low Dust

5.2.6. Glass Maintenance:

The contractor shall maintain all glass in windows, doors, entrance areas, entrance glass on outside entrances, partitions, bookcases, glass tops and surfaces glass inside and out to be spot free of dirt, grime, streaks, excessive moisture and cloudiness. Window sashes, sills, woodwork around interior glass, and other surroundings shall be free of drippings and other watermarks. Windowsills shall be protected when standing on or placing cleaning materials on them.

Windows that require maintenance on both sides shall have the inside and outside cleaning performed by providing the least inconvenience to the building occupants. In instances where building occupants are seriously inconvenienced, the window washing activities will be rescheduled at the discretion of the QAI.

5.2.7. Spot Maintenance:

Spot cleaning is the extra cleaning within any of the cleaning categories identified herein. It is performed on an as-required basis whenever occasioned by unusual or inadvertent events such as spills, animal entry, flowing sand or dust, pipe burst or clogging, breakage, equipment repairs or unusual traffic. All surfaces including main lobbies, entrances, and corridors, such as walls, partitions, doors, window frames, sills and waste receptacles (inside and out) shall be spot cleaned as necessary to present a clean, spot free, mark free appearance and to ensure they are odor free.

5.2.7.1. The following table is the minimum standards required for spot cleaning that need to be adhered to:

Building Areas to be Cleaned Schedule of Cleaning Remarks/Required Work

Stairwells and Passageways for Bldg 1, Bldg 6 1st & 2nd

Monthly Walls shall be spot cleaned to a height of 70 inches.

Floor, Bldg 12

5.3. Furnishing and replenishing of Supplies, Material and Equipment by the Contractor.

5.3.1. The contractor shall furnish all supplies and materials (including paper towels, trash bags, toilet paper, mops, brooms, bleach, glass cleaner, toilet brushes, urinal tablets, scrub pads, all purpose cleaner, mop bucket and wringers).

All equipment and other specialty supplies not listed above and necessary to perform all other listed requirements (including wiping cloths, scrubbing machines, waxing and polishing machines, industrial type vacuum cleaners, stripper and buffer pads, carpet cleaning machines with shampoo, stripping and waxing mops) shall be provided by the contractor, no supplies shall be provided by the U.S. Coast Guard.

No equipment shall be provided by the U.S. Coast Guard.

Janitor’s closets are available at various points throughout the buildings for storing equipment and supplies needed to perform work under this contract. The Contractor shall maintain these areas in an orderly manner.

6.0. DELIVERABLES

The contractor shall submit the following deliverables in accordance with the table below; and via the following electronic media, MS Word 7.0, when applicable. The format shall be PC compatible and submitted on a compact disk.

Deliverables Frequency No. copies and to Whom Date Required

Quality Control Plan As revised One Within 15 days after contract award and, as changes occur.

Staffing plans As needed One With proposal

Name and telephone numbers of the manager and or alternate

As needed One With proposal

A list of employees names

As revised One- QAI Prior to commencing work.

Certificate of Insurance

As required by far 52.228-5

Annually One- KO With proposal and on each anniversary year.

Contract Discrepancy Report

As Needed One- QAI Within 5 days of receipt

7.0. PERSONNEL REQUIREMENTS/QUALIFICATION

7.1. General

a. The contractor shall provide personnel who meet established standards in order to effectively perform the services required herein. The Contractor shall not hire any Coast Guard military and civilian personnel, even on a part-time basis. The contractor’s personnel shall be on-site only for contractual duties. Use of base recreational facilities, gymnasium, galley or any other facility on the Sector is specifically prohibited. All contractor personnel shall be able to speak and understand the English language. All employees must be either citizens of the United States of America (USA) or aliens who have been lawfully admitted from permanent residence into the USA. The Contractor shall obtain signed statements from all employees and potential employees to be assigned work under this contract attesting they have been informed of these restrictions.

b. A fully qualified force shall be on board within the first fifteen days from the effective date of the contract award and shall be maintained throughout the period of this contract.

c. The contractor shall submit the necessary personnel documentation, to include a staffing list and schedule, as required herein, in accordance with Section 6, Deliverables, of the PWS; and, with the approved Contractor’s Quality Control Plan.

d. Removal or dismissal of employees, who are not fully able to perform the normally assigned duties or violate any security or health requirement, does not relieve the Contractor of the requirement to provide sufficient personnel to adequately perform services required. All employees assigned by the Contractor to the performance of work under this contract shall be physically able to do their assigned work and shall be free of communicable diseases.

e. The Contractor shall provide contingencies for employees who are absent during their regular work hours. The Contractor shall have in place a suitable replacement for the absentee employee within two hours of initial notification by the QAI.

8.0. CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1. Contractor QC Plan (QCP)

a. The contractor shall develop, submit with contractor quote for evaluation and maintain a QC Plan delineating the contractor’s QC program/inspection system to monitor and control their performance of services. The QC Plan that is acceptable to the Government and which assures the requirements of the contract shall be met, shall be submitted by the contractor as specified in the Section 6.0, Deliverables, herein.

b. The program/inspection system shall establish and explain in detail how the contractor shall sustain the quality of janitorial services.

8.2. QC Program/Inspection System

a. The QC System shall encompass all functions of the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis with the title of the individual conducting the inspection.

b. The contractor shall develop and implement quality control procedures addressing the areas identified in the PWS herein and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

c. The QC program/inspection system shall be designed to keep the Contractor’s management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions.

d. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

8.3. Contents of the QC Program/Inspection System shall include, but are not limited to, the following:

I. Introduction to the Quality Control System:

A. Background and Rationale for the System B. Objectives in using Quality Control C. Successes with and updates for the System

II. Quality Control Process for the Various Tasks:

A. Steps and Flow Diagram (includes a checklist used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations.

B. Inspection Procedure (to include checklist used by the contractor, identifying the items, frequency, conformance indicators and actions taken if nonconformance found covering all the service requirements of this contract.

C. Means of Identifying and Resolving Problems D. Roles and Responsibilities

III. Specific Quality Control Functions:

A. Supervision of Services covering all the service requirements of this contract (to include schedules for all necessary assignments by dates and areas for each area/building; submissions and completions reports, availability of project manager/supervisor/shift leader and any substitute/alternates with the flexibility to realign staff for certain events.

B. Compliance with health and sanitary requirements.

C. One year cycle involving process for initial application D. Ordering, receipt, storage, and retrieval of products, supplies, materials and equipment to be used.

E. Accounting and billing practices F. Sanitation and maintenance of the Facility (including employee area) G. Labor practices (hiring, retention and rewards, and substitution) H. Waste Management (including recycling) I. Security and Safety Compliance J. Conducting and validating periodic customer surveys K. Contractor Identified Service Work procedures.

IV. Contingencies:

A. Special Events or Emergency Situations

1. Procedures to be used

2. Obtaining additional employees

B. Strike Contingency Plan

8.4. Performance Requirements Summary

PWS Performance Requirement PWS Paragraph

Management/Supervision 7.0

Quality Control Plan 6.0,8.0

Maintain the facilities in a clean and sanitary condition 5.0

Make available supplies and materials necessary to serve customers 5.0

Provide accurate billings at end of each month

Ensure weekly, monthly ,quarterly and semi-quarterly maintenance is performed

5.0

8.5. Performance Evaluation Meetings:

a. The Project/Program Manager will be required to meet at least weekly with the QAI. Meetings will be held as often as necessary. The Contractor may request a meeting whenever a Contract Discrepancy Report is issued.

The QAI shall conduct monthly facility inspections to determine the overall quality of contract performance.

Discrepancies shall be corrected within twelve (12) hours of Contractor’s notification. A copy of all discrepancy reports shall be forwarded to the Contractor by the QAI.

9.0. GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS

9.1. Fundamental Government Responsibilities: The QAI is responsible for representing the Contracting Officer in all facets of quality for the services required. The designated personnel will carry out inspections, reviews and approvals handle deficiencies; and, ultimately accept on behalf of the Contracting Officer. The functions of the QAI are identified in paragraphs 9.2 and 9.3 below. Government personnel, other than the Contracting Officer and the QAI, from time to time, may observe the Contractor’s operation. However, these personnel may not interfere with Contractor performance.

9.2. General Quality Assurance Functions: To facilitate the surveillance of the contractor’s quality program by the Government, the QAI will verify contractor compliance with designated performance requirements. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor is subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The QAI will periodically update the surveillance approach when the need arises. The QAI will inspect the contractor’s QCP regularly for compliance with the requirements herein.

9.3. Specific Quality Assurance Functions: The QAI will establish an Inspection Schedule using the Quality Checklist from the Contractors QC Program. The QAI will perform the following qualitative and evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP):

1. Carry out periodic inspections using the Quality Checklist

2. Report any findings resulting from these inspections to the Contractor/Contracting Officer

3. If discrepancies are discovered as a result of the periodic inspections, or any other means, use Contract Discrepancy Report (CDR) to communicate them to the contractor and follow up to ensure nonconformance are corrected.

4. Meet with the Contractor’s manager as agreed to or as often as necessary. The contractor and QAI will sign the written minutes of these meetings, prepared by the QAI. Any area(s) of non-concurrence by the Contractor with the minutes must be specified in writing to the QAI with five calendar days of receipt of the signed minutes.

5. Follow-up to ensure customer surveys are conducted properly and contractor responds fully to concerns.

6. Take appropriate actions based on Health, Safety, Environmental and any other inspection result.

7. Perform annual and final Performance Evaluation

FACSIMILE PROPOSALS (OCT 1997) FAR 52.215-5

(a) Definition. Facsimile proposal, as used in this provision, means a proposal, revision or modification of a proposal, or withdrawal of a proposal that is transmitted to and received by the Government via facsimile machine.

(b) Offerors may submit facsimile proposals as responses to this solicitation. Facsimile proposals are subject to the same rules as paper proposals.

(c) The telephone number of facsimile receiving equipment is (617) 223-3145.

(d) If any portion of a facsimile proposal received by the Contracting Officer is unreadable to the degree that conformance o the essential requirements of the solicitation cannot be ascertained from the document ---

(1) The Contracting Officer shall immediately notify the offeror and permit the offeror to resubmit the proposal;

(2) The method and time for resubmission shall be prescribed by the Contracting Officer after consultation with the offeror, and

(3) The resubmission shall be considered as if it were received at the date and time of the original unreadable submission for the purpose of determining timeliness, provided the offeror complies with the time and format requirements for resubmission prescribed by the Contracting Officer.

(e) The Government reserves the right to make award solely on the facsimile proposal. However, if requested to do so by the Contracting Officer, the apparently successful offeror promptly shall submit the complete original signed proposal

52.236-5 Material and Workmanship.

As prescribed in 36.505, insert the following clause:

MATERIAL AND WORKMANSHIP (APR 1984)

(a) All equipment, material, and articles incorporated into the work covered by this contract shall be new and of the most suitable grade for the purpose intended, unless otherwise specifically provided in this contract. References in the specifications to equipment, material, articles, or patented processes by trade name, make, or catalog number, shall be regarded as establishing a standard of quality and shall not be construed as limiting competition. The Contractor may, at its option, use any equipment, material, article, or process that, in the judgment of the Contracting Officer, is equal to that named in the specifications, unless otherwise specifically provided in this contract.

(b) The Contractor shall obtain the Contracting Officer’s approval of the machinery and mechanical and other equipment to be incorporated into the work. When requesting approval, the Contractor shall furnish to the Contracting Officer the name of the manufacturer, the model number, and other information concerning the performance, capacity, nature, and rating of the machinery and mechanical and other equipment. When required by this contract or by the Contracting Officer, the Contractor shall also obtain the Contracting Officer’s approval of the material or articles which the Contractor contemplates incorporating into the work. When requesting approval, the Contractor shall provide full information concerning the material or articles. When directed to do so, the Contractor shall submit samples for approval at the Contractor’s expense, with all shipping charges prepaid. Machinery, equipment, material, and articles that do not have the required approval shall be installed or used at the risk of subsequent rejection.

(c) All work under this contract shall be performed in a skillful and workmanlike manner. The Contracting Officer may require, in writing, that the Contractor remove from the work any employee the Contracting Officer deems incompetent, careless, or otherwise objectionable.

(End of clause)

52.236-6 Superintendence by the Contractor.

As prescribed in 36.506, insert the following clause:

SUPERINTENDENCE BY THE CONTRACTOR (APR 1984)

At all times during performance of this contract and until the work is completed and accepted, the Contractor shall directly superintend the work or assign and have on the worksite a competent superintendent who is satisfactory to the Contracting Officer and has authority to act for the Contractor.

(End of clause)

52.236-7 Permits and Responsibilities.

As prescribed in 36.507, insert the following clause:

PERMITS AND RESPONSIBILITIES (NOV 1991)

The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor’s fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.

(End of clause)

52.236-8 Other Contracts.

As prescribed in 36.508, insert the following clause:

OTHER CONTRACTS (APR 1984)

The Government may undertake or award other contracts for additional work at or near the site of the work under this contract. The Contractor shall fully cooperate with the other contractors and with Government employees and shall carefully adapt scheduling and performing the work under this contract to accommodate the additional work, heeding any direction that may be provided by the Contracting Officer. The Contractor shall not commit or permit any act that will interfere with the performance of work by any other contractor or by Government employees.

(End of clause)

52.236-9 Protection of Existing Vegetation, Structures, Equipment, Utilities, and Improvements.

As prescribed in 36.509, insert the following clause:

PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT, UTILITIES, AND IMPROVEMENTS (APR 1984)

(a) The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site, which are not to be removed and which do not unreasonably interfere with the work required under this contract. The Contractor shall only remove trees when specifically authorized to do so, and shall avoid damaging vegetation that will remain in place. If any limbs or branches of trees are broken during contract performance, or by the careless operation of equipment, or by workmen, the Contractor shall trim those limbs or branches with a clean cut and paint the cut with a tree-pruning compound as directed by the Contracting Officer.

(b) The Contractor shall protect from damage all existing improvements and utilities (1) at or near the work site, and

(2) on adjacent property of a third party, the locations of which are made known to or should be known by the Contractor.

The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work.

If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

(End of clause)

52.236-12 Cleaning Up.

As prescribed in 36.512, insert the following clause:

CLEANING UP (APR 1984)

The Contractor shall at all times keep the work area, including storage areas, free from accumulations of waste materials. Before completing the work, the Contractor shall remove from the work and premises any rubbish, tools, scaffolding, equipment, and materials that are not the property of the Government. Upon completing the work, the Contractor shall leave the work area in a clean, neat, and orderly condition satisfactory to the Contracting Officer.

(End of clause)

52.236-13 Accident Prevention.

As prescribed in 36.513, insert the following clause:

ACCIDENT PREVENTION (NOV 1991)

(a) The Contractor shall provide and maintain work environments and procedures which will—

(1) Safeguard the public and Government personnel, property, materials, supplies, and equipment exposed to

Contractor operations and activities;

(2) Avoid interruptions of Government operations and delays in project completion dates; and

(3) Control costs in the performance of this contract.

(b) For these purposes on contracts for construction or dismantling, demolition, or removal of improvements, the Contractor shall—

(1) Provide appropriate safety barricades, signs, and signal lights;

(2) Comply with the standards issued by the Secretary of Labor at 29 CFR Part 1926 and 29 CFR Part 1910; and

(3) Ensure that any additional measures the Contracting Officer determines to be reasonably necessary for the purposes are taken.

(c) If this contract is for construction or dismantling, demolition or removal of…