Section C-5.B_Dormitory_LCS08R0001.DOC

Federal Law Enforcement Training Center Charleston SC

HSFLCS08R0001

SECTION C-5.B – DORMITORY MANAGEMENT

TABLE OF CONTENTS

No.

Title

Page No.

C-5.B.1

GENERAL REQUIREMENTS

C-5.B-1

C-5.B.2

DEFINITIONS-TECHNICAL

C-5.B.3

CONTRACTOR FURNISHED ITEMS

C-5.B-2 C-5.B.4

MANAGEMENT

C-5.B.5

DORMITORY PERFORMANCE REQUIREMENTS….

(a) Housekeeping Service

(b) Dormitory Services

(c) Student Registration

ATTACHMENTS

C-11

Student Class Roster Sample

C-12

Student Population Report Sample

C-13

Pre-Registration Packet

C-14

FTC-ADM-38 Missing Item Invoice C-42

Student Laundry Facilities Locations

All provisions under this Sub-section are Firm Fixed Price and shall be priced accordingly.

C-5.B.1

GENERAL REQUIREMENTS

(a) A major aspect of the training experience at the FLETC facility is the quality of services and the enthusiasm and responsiveness to resident student needs and questions. The primary objective of these services is to offer a comfortable environment where students can rest, interact with fellow students and FLETC facility staff and find quiet personal time. Student services must be delivered in such a way that the student encounters no inconveniences or conflicts that would distract from their training experience. To accomplish these objectives, the Contractor shall provide all labor, consumable, tools, supervision and management necessary to perform specified dormitory management services at the FLETC facility in Charleston, SC. Dormitory management services apply to all designated spaces in Buildings 284, 285, 286, 668, 669, 676 and 677.

(b) In support of the training programs at the FLETC facility, the Contractor shall provide a quality dormitory management service which includes (1) Housekeeping service Monday through Friday (bath linens provided seven days a week), (2) Registration of all incoming personnel (students, staff, visiting instructors and contract employees), and (3) Provide dormitory clerks.

C-5.B.2

DEFINITIONS

Regular Working Hours. All housekeeping work to be performed in Student Dormitories shall normally take place during the hours from 7:30 a.m. to 4:30 p.m. (except as otherwise noted), Monday through Friday, except Federal holidays. In certain circumstances, if the Contractor finds it necessary to adjust this schedule to meet an incoming class schedule, e.g,. a class graduates on Friday and the rooms are necessary for a new class on Sunday, the Contractor is allowed to perform housekeeping work in Student Dormitories after hours ,on holidays, or on weekends. Dormitory Clerks will be available in Buildings 677 (with responsibility for Bldgs. 676, 677, 668 and 669) and Building 285 from 4:00 p.m. until 8:00 a.m., seven days a week and 8:00 a.m. to 4:00 p.m. on Saturdays and Sundays. Registration Clerks will be available in Building 285, Monday through Friday, 8:00 a.m. - 5:00 p.m.

C-5.B.3 CONTRACTOR FURNISHED ITEMS. Except for items listed in Section C-3.A, Government Furnished Property, Equipment, Material, and Services, the Contractor shall provide all equipment, materials, supplies, and services to perform the requirements of this contract.

(a) Materials and Supplies. Samples of all materials and supplies shall be submitted to the COTR for approval prior to start of work. New, changed, or substituted materials and supplies shall be submitted and approved prior to being used. Material and supplies which must be provided to perform Dormitory Housekeeping Services shall meet the minimum industrial standard requirement or shall be of acceptable commercial grade and quality.

C-5.B.4 MANAGEMENT. The Contractor shall manage the total work effort associated with the Dormitory Management Services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

(a) Training. The Contractor is required to provide a training program to insure its employees are familiar with the Standard Operating Procedures. A report of classes (including date, class subject, names of attendees, length of instruction, etc.) shall be provided to the COTR within five (5) working days after training is completed.

(b) Conduct of Dormitory Clerks, Student Registration Personnel and Other Clerical Personnel. The Contractor shall ensure that dormitory personnel are not offensive to the occupants of the buildings and at all times, service is provided with the utmost courtesy and professionalism. Dormitory personnel shall not enter, uninvited, into an occupant’s room or use telephones intended for official Government business.

(1) Contractor employees shall not use Government or private equipment, such as radios, during the performance of their duties. The Contractor shall ensure all Government and personal property items found out of place (items found on floor or in restrooms and common use areas that obviously do not belong where found) are turned in to the Contractor’s supervisor of the space involved or to the COTR or Contracting Officer.

(2) The Contractor’s personnel should always be alert to and report any facilities discrepancies observed to the appropriate Contractor’s supervisor of the space involved.

(3) Contractor personnel shall not eat or smoke while performing their duties. Smoking during breaks shall only be permitted in designated outside smoking areas. All buildings are smoke-free. Contractor employees shall not use Government office spaces as lunchrooms.

(4) Contractor personnel are prohibited from accepting gratuities of any type. The Contractor shall take all steps necessary to enforce this prohibition.

C-5.B.5

DORMITORY MANAGEMENT PERFORMANCE REQUIREMENTS

The Contractor shall provide the following dormitory management services:

(a) Housekeeping Services. The Contractor shall manage the total work effort of housekeeping services to assure fully adequate and timely completion of the custodial service tasks outlined below. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control. The Contractor shall provide an adequate staff of personnel, with the necessary housekeeping expertise, to assure the performance of the work in accordance with sound and efficient management practices. The Contractor shall maintain an adequate workforce to complete work in accordance with the quality standards specified herein.

(b) Dormitory Services. The Contractor shall ensure that all custodial personnel are alert to and report all facility discrepancies observed to the work reception desk. The Contractor’s janitorial personnel shall report damaged, clogged, or inoperable drains and fixtures, or other conditions which prevent the proper performance of their duties. The Contractor shall perform the housekeeping services between 7:30 a.m. to 4:30 p.m. (except as otherwise noted) at the frequencies specified, in Student Dormitories. Note: Prior to male or female custodial employees entering washrooms designated for the opposite sex, the Contractor shall make arrangements to have such rooms checked and cleared. Washrooms shall be clearly marked “CLOSED” during the time of cleaning.

(1) Cleaning Dormitories. The Contractor shall ensure cleaning operations are not offensive to the occupants of the buildings. The cleaning operations will be performed in accordance with the performance standards outlined in Section C-5.A.5 of this statement of work. Cleaning Matrix and frequency of tasks are outlined in Section J, Attachment C-8.

(2) Servicing Dormitories.

a. While performing their work, the Contractor’s housekeeping and maintenance personnel shall not disturb or rearrange personal belongings of occupants. Anytime bed linen is to be changed, the Contractor shall leave a “courtesy card” in the room, identifying the name of the Contractor employee who provided those housekeeping services.

b. Prior to Room Assignments to New Occupants, custodial employees shall provide clean bed linens using one each percale undersheet, percale top sheet, percale pillowcase, blanket and bedspread. Supply each occupant with a complete set of bath linen consisting of one each of Contractor-furnished wash cloth, hand towel, bath towel and bath mat. Provide each occupant with personal bath soap and a new plastic glass. Furnish plastic liners for wastebaskets. Place an extra blanket on each occupant’s closet shelf. Extra blankets shall be stored in an area designated by the COTR. When special requests are made by the students, the Contractor shall contact the COTR for direction. In addition to the above requirements the Contractor shall thoroughly clean dormitory rooms after the check-out of occupants and before assignment to new occupants to include:

· Wet mop resilient floors and vacuum carpeted areas including floor area beneath beds.

· Dust all furniture including the interior of drawers and all closet shelves.

· Clean all mirrors.

· Clean private and semi-private toilets and shower rooms.

· Remove all food and beverage items left in the refrigerator. Clean inside/outside of refrigerator. Defrost refrigerator as needed. Turn controls to lowest setting. (Leave on to prevent mildew growth/buildup.)

· Change all bed linens.

· Supply each occupant with a complete set of bath linens as follows:

One wash cloth

One hand towel

Two bath towels

One bath mat

c. Daily - Monday through Friday

· Make all beds using:

One percale undersheet

One percale top sheet

One percale pillow case

One bedspread

One mattress pad

· Vacuum and spot clean carpeted areas to remove all dirt, dust and litter.

· Sweep uncarpeted areas with a sweep mop treated with a product that causes dust adherence to remove all dirt, dust and litter.

· Empty wastebaskets, remove waste paper and trash to the dumpster at each dormitory.

· Empty the contents of ashtrays and smoking stands and damp-wipe or wash as necessary.

· Dust all horizontal surfaces of chairs, bookcases, tables, desks, windowsills and other miscellaneous furniture and surfaces up to 70 inches from the floor.

· Spot clean wall surfaces, doors, window frames and sills.

· Damp mop and disinfect all tile floors.

· Provide each occupant with personal bath soap, new plastic glass and plastic liners for wastebaskets (if necessary). Restock toilet paper and paper towel dispensers and hand soap dispensers. On the day prior to a weekend or Federal holiday, the Contractor shall provide a sufficient quantity of these items for each day full housekeeping services are not in effect (for example, the Contractor shall provide three complete sets of bath linen on a Friday before a two-day weekend.)

All unoccupied dormitory rooms shall be inspected daily to identify any problem areas, such as but not limited to water leaks, mildew, insects and pests. These areas shall be reported to the Contracting Officer or Contracting Officer’s Technical Representative no later than 9:00 a.m. on the first business day after the occurrence. The Contractor is responsible for cleaning any problem areas.

d. Weekly

· Launder and change sheets and pillow cases once per week on a schedule approved by the Contracting Officer or before room assignment is made to a new occupant, whichever is more frequent.

· Furnish plastic liners for wastebaskets and change them weekly or more often as necessary.

· Dust all under surfaces (chair rungs, table legs, etc.)

· Dust all glass in doors, partitions, pictures, etc.

· Clean all mirrors

· Spot clean metal doors, lockers, etc.

e.

Monthly

· Launder and change bedspreads, blankets, mattress pads, and pillow covers once monthly or before room assignment is made to a new occupant, whichever is more frequent. All unoccupied dormitory rooms shall be cleaned no less frequently than monthly. Every room shall be inspected daily to identify any problem areas, such as but not limited to water leaks, mildew, insects, pests and areas which may require more frequent cleaning. These areas shall be reported to the COTR or Contracting Officer no later than 9:00 a.m. on the first business day after the occurrence. The Contractor is responsible for cleaning any areas of the room as needed between monthly cleanings.

f.

Semi-Annually

· Clean all surfaces and objects over 70 inches from the floor. This includes the wall and ceiling area adjacent to ventilation and air conditioning outlets.

· Place one blanket on each bed and one blanket on each occupant’s closet shelf.

· Store all blankets extra blankets in an area designated by the COTR or Contracting Officer. Extra blankets shall be issued by special request of students or the COTR or Contracting Officer.

g. Toilets and Shower Rooms shall be cleaned daily, Monday through Friday, as follows:

· Sweep and mop or scrub floors with disinfectant detergent which contains a fungicide.

· Wash water closets, seats, urinals, and shower stall inside and out with a disinfectant detergent. Seats shall be placed in an upright position. No rust, encrustation, soap scum or water rinse shall exist.

· Maintain traps free from odor at all times.

· Damp wipe and polish dry all mirrors, shelving, dispensers, chromium fixtures, soap dishes and piping.

· Dust radiators, windowsills, ledges, grills and stall partitions.

· Spot clean wall surfaces, partitions, doors, window frames, sills, and waste receptacles.

· Empty waste receptacles.

· Service toilet paper dispensers, paper towel dispensers, hand soap dispensers, and seat cover dispensers (where provided).

· Maintain soap dispensers in a clean condition, free of excess soap, gum, etc.

· The Contractor shall furnish all toilet and shower room paper and soap supplies for occupants use and ensure adequate quantities at all times, including weekends and Federal holidays.

h. Every Other Week the Contractor shall damp-wipe the full surface area of all stall partitions, doors, window frames and sills.

(3) Dormitory Clerks. The Contractor shall provide Dormitory Clerks in Buildings 677 (with responsibility for Bldgs 668, 669, 676 and 677) and Building 285 from 4:00 p.m. until 8:00 a.m., seven days a week and 8:00 a.m. to 4:00 p.m. on Saturdays and Sundays. . While on duty, all dormitory clerks shall be in an appropriate uniform of slacks (pants) and a “polo type” shirt with Contractor logo indicating staff. Clerks shall, at all times, be neat in appearance. The Dormitory Clerks shall:

a. Maintain a daily dormitory log of all activities.

b. Assist in processing incoming students by providing student information to the Visitor’s Control Center (VCC) staff.

c. Receive and deliver all messages for students.

d. Report maintenance problems and outages of dormitory pay telephones, cable and televisions to the contact points designated by the Contracting Officer.

e. After business hours, report facilities maintenance problems to Security who will contact immediately the appropriate personnel.

f. Report disorderly conduct or boisterous parties/activities immediately to the Security officer.

g. Assist students with dormitory problems (for example, issue additional blankets or linen upon student request, issue replacement light bulbs, or give directional guidance).

h. Use the master key to let locked-out occupants into his/her room after verifying that the individual is in fact the occupant of the locked room. However, at no time is the master key to be released.

i. Responsible for loaning Government-owned recreational equipment to students. This service shall be provided on a continuous basis during the hours outlined by the Contracting Officer. Students shall be required to show a Identification Badge and loans shall be documented on an Inventory Control Form (FTC-ADM-80) and noted in a detailed log stating serial #, name of recipient, room number, due date, actual return date, and clerk issuing and receiving the equipment. Instructions pertaining to the proper completion of this form shall be provided by the Government. In the event that any equipment is not returned by the estimated date of return, the Contractor shall immediately notify the COTR or Contracting Officer for assistance in contacting the student.

(c) Student Registration. The Government will furnish all registration supplies, and materials. The Government will provide the Contractor with a student class roster, (see Section J, Attachment C-11 for sample) one week in advance of requirements (or as soon as possible in the event of unforeseen delays, i.e. name change, substitutions, etc.). The Contractor shall maintain the Student Population Report as shown in Section J, Attachment C-12. From these documents, the Contractor shall project his manning requirements and create a pre-registration package (See Section J, Attachment C-13).

(1) Hours of Operation for Registration Desk. The Registration Desk must be manned 24 hours a day, seven days a week. Generally, each class of approximately 24 to 55 personnel will be processed in at the Visitor Control Center (Building T-642) as a group within ninety (90) minutes, unless an unforeseen event occurs. These groups will be processed out at the end of their training during normal working hours. In addition, individuals may require out-processing if their training is terminated early because of academic failure, health problems, or other causes. These will be on short notice, but during normal working hours. The Contractor shall provide clerical personnel to perform the registrations performance requirements as follows:

(2) Pre-Arrival. The Contractor shall:

a. Maintain the designated student registration/ processing area(s), in an orderly, neat and organized manner.

b. Maintain an established inventory procedure for student packet materials and other supplies required in registering/processing students, staff and contract personnel.

c. Assemble student packets, consisting of items listed in the pre-registration package and forward packets to the VCC for distribution to the students.

C-5.B.5.c.2.d

Maintain an adequate supply of student handbooks and forms required in student packets in the student registration/processing area, to meet projected student load.

(3) Arrival. In performing registration, the Contractor shall:

a. Prior to the incoming student’s arrival, assign room by gender (males roomed with males and females roomed with females).

b. Enter pertinent student information, provided on the student roster, into the data system prior to his/her arrival. All information is verified during registration.

c. Should a student not show up or another individual is sent in his/her place, the original room assigned shall be issued to the replacement person unless gender conflicts occur. At that time, a different room assignment will be made.

d. Students may make a written request for a room change. The request must be approved by the designated FLETC or Partner Organization staff and coordinated with the COTR. At that time, the Contractor shall assign the student another room, enter the changes into the data system and advise the designated FLETC or Partner Organization staff of the new room number by the following business day.

e. In addition, the Contractor shall provide the COTR a weekly student roster identifying rooms with a single occupant, so that the COTR may coordinate room consolidations with the designated FLETC or Partner Organization staff of the effected sessions. A Status of Beds Report shall also be forward to the Contracting Officer and COTR on a weekly basis.

f. Distribute various student information materials as provided by the COTR or Contracting Officer and Program Coordinators.

(4) Post Arrival. The Contractor shall turn in all completed registration forms to the FLETC Training Technician at the opening of business the next working day.

(5) Departure. The Contractor shall:

a. Collect identification badges, room keys, and locks from departing students/personnel.

b. Prepare a follow-up written report within 24 hours of any occupant who fails to return his/her room key upon departure.

c. When items are not returned, issue a numbered receipt, Missing Item Invoice - FTC-ADM-38 (Section J, Attachment C-14) to the student(s) and provide a copy to the Contracting Officer.

d. Check dormitory room for student personal property and turn in to Lost and Found, or to the COTR, within 24 hours of student departure.

END OF SECTION C-5.B