Attachment 1 General Information.doc

Federal Law Enforcement Training Center

Janitorial Services Federal Law Enforcement Training Center

Solicitation HSFLGL-10-R-00004

Glynco, GA

Janitorial Services

Attachment 1

GENERAL INFORMATION

Facility Descriptions.

The Federal Law Enforcement Training Center (FLETC) or "the Center" is host to approximately 82 participating agencies/bureaus and responsible for providing certain core instructional law enforcement programs as well as a variety of support services. The Center has on-campus housing for approximately 1700 students.

1.1 Location.

The Federal Law Enforcement Training Center (FLETC) is located approximately six (6) miles north of the City of Brunswick, in southeastern Georgia. The city is located off U.S. Interstate 95 and U.S. Highway 17.

1.2 Description.

The FLETC encompasses approximately 1700 acres of Government real property, including firing ranges and 300+ buildings. The Center has limited access with security controlled gates. The Contractor may experience a delay in entering the Center due to increased security requirements, vehicle inspection, registrations, failure to present proper identification, non-use of seat belts, etc. No price adjustments will be made for any delays resulting from gate controls.

Projected Workload.

2.1 Performance Requirements.

This Performance Based Statement of Work is provided as a “performance based” requirement description, therefore, an estimated number of occurrences (frequency) will not be provided for each performance element. The Government focus will therefore be centered on the performance objectives provided in the Service Delivery Summary of the Performance Based Statement of Work, Technical Exhibit 2. New and renovated facilities at the FLETC will be completed and occupied during the course of this contract. Work required to support new or changed facilities will be included within the contract, as needed, by contract modification in accordance with the Changes Clause.

2.2 FLETC Holidays.

The Federal Holidays listed below are holidays granted to Federal Employees. In the event that any of these holidays occur on a Saturday or Sunday, they shall be observed by the Contractor per the practice observed by the Government. The Contractor shall refer to the individual wage determination for actual holidays to be allowed for contract employees. Occasionally, Federal Holidays will be declared normal training days and full Contractor support will be required. The Contractor shall not receive premium rates for any special declared holiday for Federal employees (e.g. national day of mourning for a former president.)

New Years Day

Labor Day

Martin Luther King’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

2.3 Access.

Due to the nature of training on the Center, the Contractor shall be aware that access to certain areas ( e.g. ATF Range, Mock Port of Entry, Bunkers, Special Use Areas) cannot be guaranteed during normal work hours (i.e. Monday through Friday 7:00 a.m. to 7:00 p.m.). The Contractor shall schedule his manpower requirements around site. This may be accomplished at any time during daylight hours, i.e. sunrise to sunset, seven days a week, after coordination with the CO/COTR, so long as no additional expense to the Government is incurred.

2.4.

Work Scheduling.

The Contractor shall control and perform all work so as not to cause interference with Government business and training or work being performed by other Contractors. The Government may award other contracts for additional work at or near the site of work under this contract. The Contractor shall fully cooperate with the other Contractors and with Government employees, and shall carefully adapt scheduling and performing work under this contract to accommodate the additional work, heeding any directions that may be provided by the CO/COTR. The Contractor shall not commit, or permit, any act that will interfere with the performance of work by another Contractor or by Government employees. The Contractor shall promptly notify the CO/COTR when it appears that Government activities or personnel, or other Contractor’s projects are hindering the effective execution of his work efforts.

Reference Information.

3.1 Forms and Technical Documents.

Upon request, the Government will furnish all required forms and publications which are not available by electronically or provided as an attachment to the solicitation. Contractor personnel shall be briefed as to the requirements outlined in the FLETC Directives; these documents shall be acquired and maintained in the Technical Library (Attachment 17) accessible to all Contractor personnel.

Personnel Requirements.

4.1 Contractor Employees.

4.1.1 All employees assigned by the Contractor to the performance of work under this contract shall be capable and experienced in the type of work they are assigned under this contract or be given on-the-job training by the Contractor without Government reimbursement for such costs. All Contractor employees shall be physically able to perform their assigned work. All Contractor employees shall be able to read, write, speak and understand English. The Contractor shall ensure that each employee is in uniform and wearing proper identification at all times while the employee is working on the Center. The uniform worn by Contractor employees must be approved by the CO fourteen days prior to performance of the contract.

4.1.2 The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary. The Contractor shall advise the CO/COTR of any civil or internal disciplinary actions taken. Note: No Government employee may directly or indirectly supervise or direct a Contractor employee.

4.1.3 The Contractor shall not employ persons identified as a potential threat to the health, safety, security, general well being or operational mission of the Center or its population. The Contractor shall remove from the site any individual whose continued employment is deemed by the CO to be contrary to public interest or inconsistent with the best interest of the Government.

4.1.4 The Contractor shall not employ any person who is an employee of the United States Government without the consent of the CO. The CO will determine if the employment of that person would create a conflict of interest.

4.2.

Security Requirements.

See Attachment 3.

4.3 Contract Personnel Conduct.

4.3.1 Contractor employees shall conduct themselves in a courteous and businesslike manner at all times. The Contractor shall ensure that Contractor personnel do not accept gratuities of any kind. Contractor employees will have frequent contact with FLETC staff and students.

4.3.2 Maintain a neat and orderly work area and shall provide all labor, supervision, and materials to perform the following task in all Contractor assigned work areas: (1) Daily, sweep uncarpeted floors with a treated broom/dust mop, removing all lose dirt and grime (2) empty trash containers to the nearest Government provided dumpster. (3) All empty cardboard boxes and packing materials shall be disposed of into Government provided sway cars on a daily basis. (4) Weekly, the Contractor shall clean and disinfect toilets and sinks in all work areas assigned to the Contractor. (7) Keep the work area provided clean and free of any clutter or debris. The Contractor shall ensure janitorial service operations are not offensive to the occupants of the buildings or training facilities, and that janitorial service employees do not abuse Government facilities, or use telephones intended for official government business. The Contractor shall ensure all Government and personal property items found out of place (items founds on the ground and common areas), that obviously do not belong in the location where found are turned into the COTR. Contractor shall furnish all labor, materials and equipment to exterminate insects and rodents (ants, moths, fleas, flies, roaches ticks and other pest) in Contractor designated work areas (Bldg 31). Contractor shall use only FLETC approved pesticides.

4.3.3 Smoking. Smoking shall only be permitted in designated smoking areas.

4.3.4 Photography. No photography of any nature is allowed while on the FLETC without the written authorization of the CO. Submit photography requests to the CO at least two (2) working days prior to the anticipated photo session.

4.3.5 Indemnity and Liability. The Contractor shall exercise reasonable care and use the Contractor’s best efforts to prevent accidents, injury, or damage to all employees, persons and property.

4.3.6 Drug Testing. Prior to assignment of work under this contract, each contract employee shall undergo an initial drug screening and shall be subsequently subject to random and other tests in accordance with the Contractor’s Drug-Free Workplace Plan, which shall be based upon FLETC Directive 67-92.D. Reference FAR Clause 72.223-6, Drug Free Workplace, for additional contract requirements. The Contractor shall conduct random testing on at least 10% of contract employees, three times a year. Testing shall be conducted for the following controlled substances: marijuana, cocaine, opiates, amphetamines, and phencyclidine. No employee testing positive on the initial drug screening shall be employed under this contract. The Contractor shall require all employees to execute the following:

“Release of Drug Test Results” I, ____________,(employee name) hereby agrees to the release of test results for illegal drugs, that occur as a result of my participation in the ________________(name of Contractor) Drug-Free Workplace Plan, to the Federal Law Enforcement Training Center and _______________(name of Contractor). I understand that a positive test for illegal drugs could result in failure to be employed, drug rehabilitation treatment, or discharge from employment. I understand that employee refusal of drug testing is cause for termination.

______________(date) ___________________(signature)

The Contractor shall provide the Government with a copy of the signed release for each employee no later than two weeks after contract award. The Contractor will pay for all cost associated with testing contract employees, to include loss of productive work hours. The Contractor shall be responsible for making its employees available for testing. The Contractor shall provide for a copy of the test to be sent directly from the testing laboratory to the CO. Employee refusal to participate in a drug test is cause for termination.

4.3.7 Employee Assistance Program. If a contract employee is found to have improperly used a controlled substance, the Contractor shall require the employee to enroll in an employee assistance program or remove the employee from employment. If removed from employment, the contract employee will not be allowed to return to employment under this contract until the Contractor supplies the CO with written evidence of the employee’s successful completion of rehabilitative treatment which is acceptable to the CO, and any other such evidence as required by the CO. Participation of the employee in an employee assistance program shall be at no cost to the government and the loss of man-hours as a result of employee participation in the program shall not entitle the Contractor to additional compensation.

4.4.

Employee Roster.

4.4.1 Fifteen (15) calendar days before the start of the contract, or as otherwise directed by the CO, the Contractor shall provide a written roster to the CO of all qualified available employees (including relief personnel) who have committed themselves to participate as service providers. "Qualified" is defined here to mean having experience in work, which can reasonably be expected to enable the person to perform satisfactorily under this contract.

4.4.2 The roster shall include each employees full name, hire date, position or duty assigned (job title), rate of pay, and whether employee is a full time, part time, or temporary employee. This roster will be updated and submitted to the CO annually after the initial submission in paragraph 4.4.1 above or as changes to employees occur.

4.4.3 During contract performance the Contractor shall promptly update any changes in the roster by written submission to the CO within 48-hours of the change. If no changes are made throughout the current performance period, then a revised roster shall be submitted at the beginning of the next performance period (October 1 of each succeeding option year).

4.5 Employee Training.

4.5.1 The Contractor is required to provide an ongoing employee training program on Safety and Environmental requirements that shall continue for the duration of this Contract and any extensions. This in-service training shall include refresher training semiannually as a minimum. A report of classes held giving date, class subject and title, names of attendees, length of class instruction, and type of audio visuals used shall be given to the COTR within five working days after the training is completed.

4.5.2 Contractors will ensure employees are trained on proper procedures for hazardous material handling required for successful performance of contract requirements. Contractor personnel shall keep work areas clean. Storage areas shall be free from accumulations of waste material, rubbish, tools, scaffolding equipment, and materials. Upon completion of the job, leave the job site clean, neat, and professional looking.

4.6 Key Personnel.

4.6.1 Resumes. The full time on-site Project Manager and Alternate Project Manager shall possess the necessary qualifications to supervise FLETC janitorial services effectively. The on-site Project Manager shall be dedicated solely to this operation and may not perform duties associated with other contracts. The Quality Control Representative shall be dedicated solely to this contract, and may not perform either Quality Control Representative or any other duties on any other contracts – whether on or off the FLETC property. Key Personnel resumes shall be submitted to the CO with the contract proposal and during the term of the contract, including extension periods, as new personnel are hired or promoted into any supervisory position. Key Employees shall be able to speak and understand English; provide for reading and writing English, ability to work quickly and for long periods of time (e.g. 8 hours); lift heavy boxes (e.g. 37 pounds); ability to stoop as needed.

4.6.2 Project Manager. Prior to contract start date, but no later than at the pre-performance conference, the Contractor shall provide to the CO, in writing the name(s) of the designated on-site Project Manager and Alternate Project Manager, and the telephone number(s) at which contact may be made at all times. Project Manager shall have previously had two (2) years experience in janitorial service management within the last five years. The Contractor shall provide in writing the name of the designated Alternate Project Manager; the Alternate Project Manager must meet all the necessary qualifications for the Project Manager.

4.6.3 Quality Control Representative. The Quality Control (QC) Representative shall have previously had a minimum of two (2) years of recent (within the past five years) experience in quality control management. Individuals must have demonstrated knowledge of Quality Control Plans and possess knowledge of, or experience with, the areas of janitorial service. The Quality Control Representative may not be the same individual as the approved Project Manager or Alternate Project Manager.

4.6.4 Key Personnel Assistance. The Contractor shall assist, and cooperate in routine inspections performed by technical representatives of the FLETC, Federal, local or state regulatory agencies, the Environmental Protection Agency or other inspections scheduled through the COTR.

4.6.5 Key Personnel Absences. If, at any time, the Project Manager or Quality Manager will be absent for more than one (1) working day the CO/COTR shall be notified. Example; on leave, away for training, sick, etc.

Government Performance.

5.1 Because the services called for under this contract are of critical importance to the FLETC, the Government reserves the right to take over or supplement performance of this contract in the event that a labor strike by the Contractor’s employees impairs the Contractor’s ability to satisfactorily perform the contract.

5.2 The Government reserves the right to perform or supplement performance of contract functions with Government personnel during periods of disaster, war, emergencies, police actions, or acts of God. Such performance shall not constitute a breach of contract by the Government within the meaning of the contract clause entitled “Default”.

5.3 Under such circumstances, and at the direction of the CO, the Contractor agrees not to interfere in any way with Government performance. The Contractor further agrees under such circumstances to permit the Government to use any essential Contractor-furnished property. The Government will equitably compensate the Contractor for use of such property.

5.4 The Contractor will not be entitled to payment for any performance period, in part or in total, during which the Government assumes performance under this clause. This clause does not limit the Government’s rights under any other clause of this contract

Reports and Schedules.

The Contractor shall assemble and submit all reports, plans, and schedules as set forth herein. All submittals requiring Government forms shall be procured by the Contractor through the Government Printing Office or appropriate State Agency, unless said forms are routinely available at the FLETC. Many Government forms are available at www.forms.gov

Health, Safety, and Security.

7.1 Federal, State, and Local Requirements.

The Contractor shall conduct the operations under this contract in strict compliance with all FLETC, Federal, State and Local safety requirements and with all applicable provisions of 29 CFR 1910, 1927, and 1926 of the Occupational Safety and Health Act

(OSHA), in addition to any precautions that the CO may reasonably require for safety and accident prevention purposes while performing any work under this contract. Reference FLETC

Directives 70-09C, 70-09F, 70-09I.

7.2 Safety Plan.

The Contractor shall develop a Safety Plan which shall address how the offeror’s safety program complies in strict conformance with all Federal, State, local, and all applicable provisions of 29

CFR 1910 General Industry Standards. The plan shall include, but is not limited to, the following:

· Organization

· Methodology

· Employee Injuries

· Motor Vehicle Safety

· Bloodborne Pathogens Safety

· Hazardous Noise

· Heat Stress

· UV Protection

· Hazardous Communication

· Duties and responsibilities of safety representative

This Safety Plan shall be in written format and submitted with proposal.

7.3 Fire Prevention.

Contract employees shall report fires immediately upon detection.

The Contractor shall observe all OSHA, FLETC, and National Fire

Prevention Association (NFPA) requirements for handling and storage of combustible supplies, materials, waste, and trash. If combustible materials are to be stored on the premises, the

Contractor shall label the containers with the fire hazard potential of the materials and store the containers in approved locked metal cabinets.

7.4 Medical Treatment.

Only emergency medical care is available in Government Facilities to Contractor employees who suffer on-the-job injury. The

Government will NOT perform physical examinations on

Contractor personnel.

Government emergency vehicles and medical personnel may be used as the first point of treatment in emergency situations affecting Contractor personnel suffering unendurable pain or whose life or limb may be in danger. The

Contractor shall render payment for care at the rates established by the CO as equitable with like services rendered in the local community. Upon receipt of a statement of charges, reimbursement will be made by the Contractor as a credit to the next billing invoice. Cost of these emergency services shall be incurred and borne by the Contractor as non-reimbursable by the

Government. Reference FLETC Manual 67-92.

7.5 Equipment, Tools, and Gear.

All janitorial service equipment shall be of a size and type suitable for accomplishment of the various types of work described. At all times equipment shall be in first class operating condition as designed by the manufacturer. The Contractor shall ensure that all janitorial service personnel are trained in the proper use of equipment, tools and gear. Equipment, tools, and gear which are not in actual use must be stored in designated storage areas in such a manner to ensure the safety of both Government and Contractor personnel. The Contractor shall restrict all heavy equipment and/or heavy vehicles from any FLETC grassed area, unless otherwise directed in writing by the CO. The Contractor shall be responsible for any damage occurring in FLETC grassed areas by the unauthorized use of heavy equipment and/or heavy vehicles.

7.6 Electrical Safety.

All electrical equipment shall be third-wire grounded or double insulated and equipped with 3 conductor electrical cord which is approved and properly rated by the Underwriters Laboratory, Inc;

permanently attached to the machine, and equipped with proper fittings. Electrical machines shall not exceed the rated capacity of the circuits from which they are operated. No Government equipment shall be unplugged from receptacles to accommodate Contractor equipment without the CO’s permission.

7.7 Hazardous Operations.

When hazardous operations are performed by the Contractor, standing signs shall be provided and placed to call attention to the area affected by the hazard. Appropriately sized, neat-appearing, well kept signs to indicate “Danger”, “Walk Left” or “Walk Right” as applicable shall be provided by the Contractor. Samples of such signs shall be submitted to the CO for approval prior to contract performance. Contract employees shall not place tools, machines, and other equipment in traffic lanes or other locations in such a manner to obstruct traffic or create safety hazards. Contractor employees shall interrupt their work to allow passage of personnel, equipment carts, and automotive traffic.

7.8 Spraying and Chemical Applications.

The contactor shall ensure that Contractor personnel are licensed for applying herbicides, pesticides, or other hazardous chemicals. All pesticides and herbicides applied on FLETC must be approved by EVS prior to purchase and use and shall be registered with the Environmental Protection Agency or the Georgia Department of Agriculture as appropriate and must be approved by EVS prior to use. Contractor personnel must utilize the latest techniques to ensure a safe, effective application. Spraying shall be performed only on still days and shall be stopped when conditions exist which would unduly increase the hazard to personnel or desirable vegetation by drift, runoff, or leaching through the soil. The Contractor shall replace any Government Property or desirable vegetation damaged by the Contractor or his representatives. All Chemicals shall be applied in strict accordance with the product’s EPA or state registered labeling. All manufacturer instructions or recommendations shall be accurately followed. The Contractor shall submit a copy of spraying and chemical application training certificates and licenses to the Contractor for any person/s applying chemicals. The Contractor is responsible for maintaining licenses and keeping all training current.

7.9 Hazardous Material/Waste Storage, Use, and Disposal.

See Attachment 5

7.10 Accident Reporting.

Within 24 hours of occurrence, the Contractor shall prepare and submit a report of all job related accidents (to include vehicle accidents) and injuries through the COTR to the FLETC Security and Emergency Management Office Office. The Contractor shall fill out an incident report for all injuries/incidents and a copy shall be submitted to the CO/COTR who will forward a copy to EVS. The Contractor shall provide any technical advice and assistance necessary for reporting and investigating accidents resulting in personal injury, death, trauma, or occupational illness or disease; expose to hazardous material (asbestos, lead, etc). The Contractor is responsible to maintain and document all OSHA recordable injuries on their OSHA 300 Log.

7.11 Traffic Regulations.

The Contractor and employees operating motor vehicles on the Center shall observe traffic regulations and posted speed limits. The only exception to posted speed limits is passing jogging formations, then speed shall be set to 17 mph. Traffic laws are enforced on the Center and violations shall be assessed penalty points which can result in revocation of driving privileges on Center in addition to other penalties, including prosecution. (Reference FLETC Directive 70-09.I)

7.12 Weapons.

The Contractor, Contractor employees, and subcontractors are not permitted to bring weapons on the Center. This restriction includes hand guns, rifles, shot guns, hunting bow and arrows, etc. All privately owned weapons must be surrendered/checked in at the main gate upon entry to the Federal Law Enforcement Training Center and may be picked up upon departure from the Center.

Contractor’s Quality Control Program.

8.1 Quality Control Plan.

The Contractor shall develop a Quality Control Program Plan which shall cover all phases of janitorial service described in this requirement. The Contractor’s Quality Control Plan must specify areas to be inspected (cross referenced to the Service Delivery Summary - Technical Exhibit 2) and specific information as to the checklists used to perform required inspections.

8.2 Inspection Records.

The Contractor shall maintain complete inspection records for the life of the contract; all Contractor documentation of Quality Control Inspections will become government property and shall be turned over to the CO within ten (10) calendar days of contract completion or termination. These records shall be made available at any time during contract performance for Government review upon request of the CO/COTR.

8.3 Monthly Summary/Trend Analysis.

The Contractor shall provide the Government a monthly summary of all Quality Control Inspection conducted by the Contractor and a summary statement of documented defects. The Contractor must evaluate both internal and government inspection documentation for trend identification. The Contractor will develop corrective actions for trends identified and schedule joint follow up inspections with the COTR for the following performance quarter.

8.4 Inspection Assistance.

The Contractor shall participate in responding to all requests for information, or inspection/review findings by regulatory agencies.

Government Quality Assurance Program.

9.1 Government Surveillance.

The Government appointed COTR is required to ascertain whether or not the janitorial service provided by the Contractor is at an acceptable level and in conformance with the terms and conditions of this contract. After each inspection, the Contractor will be advised of any unsatisfactory condition(s) for which he/she is responsible. The Contractor shall correct such deficiencies promptly and, by written report to the CO, shall address corrective/preventative actions taken. The Government’s Quality Assurance Surveillance Program is not a substitute for Quality Control by the Contractor; the COTR will conduct surveillance on the implementation and effectiveness of the Contractor Quality Control Plan.

9.2 Nonconforming Services.

The Government will inspect the services required herein in accordance with FAR Clause 72.212-4 Contract Terms and Conditions – Commercial Items. If the Contractor does not provide services that conform to the terms and conditions of this contract, and cannot be corrected by reperformance, the contract cost will be reduced to reflect the reduced value of the services performed. The Government will reduce the contractor’s invoice or otherwise withhold payment for any individual item of nonconforming service observed.

9.3 Performance Information/Documentation.

In addition to Inspection documentation on specific tasks required by the Contractor, the following general aspects of contract performance will also be documented as Contractor performance information in accordance with FAR 42.17: the Contractor’s record of conforming to contract requirements and to standards of good workmanship; the Contractor’s record of forecasting and controlling costs; the Contractor’s adherence to contract schedules, including the administrative aspects of contract performance; the Contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the Contractor’s business like concern for the interest of the customer. This information may be shared with other Government Agencies and used for evaluation purposes for future contract award consideration.

9.4 COTR Duties and Responsibilities.

The COTR may check the Contractor’s performance and document any noncompliance, but only the CO may take formal action against the Contractor for unsatisfactory performance. The COTR will be designated at the time of contract award. The Contractor shall sign the COTR appointment letter as acknowledgement of COTR appointment, duties, and responsibilities.

Environmental Protection, Utilities, and Conservation.

10.1 Environmental Protection.

See Attachment 5.

10.2 Utilities.

The Government will contract for and pay public utilities services, with the exception of local commercial, long distance telephone toll charges, and the company’s internet access, which shall be the Contractor’s responsibility and shall be included in the unit price of the contract. Internet service provider access must be approved by the CO prior to installation. Utilities used by the Contractor shall only be used for performance of work related to this contract.

10.3 Conservation.

The Contractor shall actively participate in all energy conservation efforts and programs applicable to work performed under this contract. The Contractor shall instruct employees in utilities conservation practices, including (1) Lights shall be used only in areas where and when work is actually being performed (2) Mechanical equipment controls for heating, ventilation, and air conditioning systems shall only be adjusted by designated maintenance personnel only. (3) Water faucets or valves shall be turned off after required usage has been accomplished.

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