Janitorial_SKW_ SOW_FY21_27JUL.pdf

DEPARTMENT OF HOMELAND SECURITY

UNITED STATES COAST GUARD

Sector Key West

SCOPE OF WORK

FOR

Janitorial Services for

USCG Sector Key West, FL

Location: United States Coast Guard Sector Key West

100 Trumbo Road

Key West, FL 33040

A. Continuity of Facilities Operation: Schedule work to minimize interference with the facility’s normal operations. Normal operating hours are from 7:30am to 3:30pm

Monday thru Friday except federal holidays. Any work during other hours unless otherwise instructed or permitted shall be scheduled and approved with the Contracting

Officer’s Representative (COR). All federal holidays are observed at this installation.

There may be times when the contractor may need to perform work other than normal operations such as military exercises or weather emergencies. If such cases arise, the contractor shall work with the COR and reschedule to accomplish the scope of the contract. The COR will make all efforts possible to inform the contractors of such changes and make other arrangements.

B. Period of Performance: The Period of Performance of this contract will be from

September 1, 2021 through September 30, 2021 with three (3) option years.

C. Notification of Start and Completion of Work: The Contractor shall notify Coast

Guard one week prior to start of work.

D. Coast Guard Contracting Officer’s Representative: Contact the following Coast

Guard representative to coordinate all janitorial efforts aboard Coast Guard

Facilities:

CS2 Amanda Pierce Amanda.m.pierce@uscg.mil (305) 295-1455

SKC Katy Johnson katherine.m.johnson1@uscg.mil: (305) 292-8871

CWO Andrew Proulx andrew.s.proulx@uscg.mil: (305) 292-7532

E. Contractor Furnished Equipment and Tools: All equipment for this contract shall be furnished by USCG Sector Key West.

F. Recycling and Disposal of Refuse: Minor refuse, excess or waste resulting from rendered janitorial services may be disposed of in base dumpsters. All disposals shall be done in accordance with federal, state, and local laws and regulations. All bulk items not authorized to be placed in a dumpster shall be disposed of by the contractor.

G. Inspection: The Contracting Officer’s Representative has the right to reject substandard performance as per the scope specifications and request corrections from the contractor. Only the Contracting Officer or the Contracting Officer’s Representative may accept work performed by the contractor.

H. Operations and Storage: The contractor is to take whatever steps necessary to ensure that their materials are protected. The Coast Guard has no responsibility for receipt, storage, or protection of contractor’s materials. All equipment, materials and supplies shall be addressed to the contractor. The Coast Guard will not accept shipments. The contractor is responsible for the protection of existing structures, utilities, and work. Any damage shall be repaired at the contractor’s expense.

I. Contractor Identification: The contractor and subcontractor personnel shall require all mailto:Amanda.m.pierce@uscg.mil mailto:katherine.m.johnson1@uscg.mil mailto:andrew.s.proulx@uscg.mil employees to wear distinctive uniform clothing for ready identification and assure that every employee is in uniform from the date the employee first enters on duty. The uniform shall have the company’s and contractors name easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram. Employees shall be required to dress neatly, commensurate with the tasks to be performed.

J. Covid-19 Precautions: The contractor and employees shall wear a face covering at all times while on board Sector Key West. Six foot social distancing shall be maintained.

K: Regulations while onboard Coast Guard Sector Key West:

K.1.0: There are five designated smoking areas on base as designated by signs. No smoking is permitted anywhere else on base.

K.2.0: Traffic Regulations:

K.2.1: 10 mph speed limit

K.2.2: No use of cell phones is permitted while driving vehicles or operating heavy machinery

K.2.3: All personnel shall obey all marked traffic signals and stop signs.

K.3.0: Absolutely no firearms or weapons of any kind are allowed onboard Sector Key

West.

K.4.0: Only American citizens and permanent resident aliens are allowed onboard Sector

Key West which resides at Naval Station Trumbo. Absolutely no foreign nationals are permitted on the premises.

K.5.0: The contractor will need to gain commercial vehicle access to the main gate of

Naval Air Station Key West – Trumbo Point, where U.S Coast Guard Sector Key West resides by following the current DOD security screening process. Screening and badging process is conducted in person at Naval Air Station Key West - Boca Chica Pass and I.D.

Office.

K.6.0: Contractors are welcome to utilize the restroom on the 1st deck of Building 48 providing they are clean and do not track mud, dirt or any other debris into the restrooms.

K.7.0: Should warnings of gale force or stronger winds, or other inbound natural disasters be issued, the contractor shall take every practicable precaution to minimize the danger to persons, to the work, and the adjacent property.

K.8.0: No person other than the Contracting Officer has the authority to alter the terms of any contract or to issue any change orders.

K.9.0: All contractor vehicles, equipment and gear onboard Coast Guard/Navy properties are subject to search at all times. Additionally, due to security and operational needs, the contractors are subject to orders to evacuate the property at any time.

K.10.0: Due to limited parking spaces and the high operational tempo of Sector Key

West, the contractor shall minimize their logistical footprint. The contractor is encouraged to carpool, as much as practical, but shall maintain a minimum ratio of 2 contractors per vehicle aboard Sector Key West.

L: SCOPE OF WORK: Contractor shall provide all management, supervision, labor, equipment and transportation necessary to complete the janitorial services noted below:

L.1.0: Introduction: The contractor shall furnish all management, supervision, labor, equipment and transportation to provide janitorial services in accordance with this

Performance Work Statement (PWS) at U.S. Coast Guard Sector Key West, Key West, FL.

L.2.0: Background: The goal of this janitorial services contract is to maintain a clean and healthy environment in Building 48 aboard U.S. Coast Guard Sector Key West in a manner that ensures the safety and health of federal employees and members of the public.

L.3.0: Scope

L.3.1: The contractor shall accomplish these services for all the areas listed below in accordance with the following schedule, Monday through Friday, except for

Federal holidays. Janitorial work shall be completed between the hours of 0730-

1530.

L.3.1.1: Bldg. 48 – Command Bldg

a. Hallways (Upstairs & Down)

b. Stairwells (Inside)

c. Bathrooms & Locker Rooms(Upstairs & Down) to include showers

g. Gym and Cardio Room (Downstairs)

L.3.2: The following task list was generated for this effort:

L.3.2.1: Waste Collection/Removal including recycling

L.3.2.2: Floor Maintenance

L.3.2.3: Surface Maintenance

L.3.2.4: Glass Maintenance

L.3.2.5: General/Spot Maintenance

L.3.2.6: Furnishing & Replenishing of supplies and equipment

L.3.2.7: Miscellaneous

L.3.2.8: Personnel requirements

M. Applicable Documents

N. Technical Requirements: The contractor shall provide a sufficient number of employees to perform the technical effort in the work areas listed above in accordance with the task, frequency, and approved work performance window listed in paragraph J.3.1.

N.1.0: Waste Collection and Removal

N.1.1: All waste, trash, paper towel, and sanitary receptacles shall be emptied and their contents taken to the dumpster closest to the building. Soiled bags shall be replaced with new bags.

N.1.2: All refuse debris, rubbish, trash, and garbage shall be collected, removed, and placed in the dumpster closest to the building.

N.1.3: Any trash on the outside landings, either deposited there from environmental conditions or generated during the cleaning operations, shall be disposed of and placed in the dumpster closest to the building.

N.1.4: All recycling material will be taken out weekly and placed into appropriate recycling containers on Sector Key West grounds.

N.2.0: Floor Maintenance

N.2.1: Contractor shall maintain all exposed floor areas, carpet and non-carpeted, to present a clean, sanitary, and uniform appearance. All floors shall be free and clean of dirt, debris, litter, dust, trash, soiled water film, streaks, spots/marks, and excess water.

N.2.2: All exposed carpeted areas and rugs, including exposed areas under desks, chairs, stairways, stair landings and steps shall be free of all foreign matter.

N.2.3: Areas that are non-carpeted include but are not limited to, vinyl/resilient floors, hardwood floors, ceramic tiles, under off-the-floor furniture and equipment, secondary corridors, entrances, lobbies, and stairwells. Contractor shall provide a durable and protective coating to rubber, vinyl, and linoleum floor surfaces. Linoleum floors shall be striped and waxed no less than four times a year. Waxed floors shall be buffed quarterly at a minimum, and more frequently if needed.

N.2.4: All resilient floor areas shall be maintained for maximum gloss and uniform sheen, especially floors subject to excessive wear. All surfaces shall be maintained so as to provide anti-slip walking conditions. Ceramic tile shall be cleaned in accordance with the manufacturers approved ceramic tile cleaner.

N.2.5: Contractor shall maintain all entrances to ensure clearance of all dirt and trash.

N.2.6: All toilet floors including corners and recesses shall be thoroughly cleaned and disinfected to treat for mildew removal so as to present a clean appearance free of all foreign matter including soap stains, rust, and water deposits.

N.2.7: All carpets shall be thoroughly steam cleaned once every 6 months on a

Friday evening at a date agreed upon with the Contracting Officer’s

Representative (COR).

N.2.8: 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.

N.3.0: Surface Maintenance

N.3.1: Vertical and horizontal surfaces in all spaces including all furniture in office spaces and equipment in the gym shall be free of any foreign matter such as dust or dust streaks, cobwebs, and lint.

N.3.2: Furniture, located within the designated areas listed in the sub-paragraphs of J.3.1, including, but not limited to desks, files, cabinets, bookcases, tables, counters, metal and wood surfaces, the tops of all lockers, all pictures and other articles on walls and items normally considered furniture shall be dusted. Corners, crevices, molding and ledges shall be free of all dust, oil, spots or smudges on dusted surfaces caused by dusting tools.

N.3.3: Contractor shall not dust desks encumbered with correspondence, computers, typewriters, business machines, and office equipment of similar nature, plotting boards, telephone relay racks, electronic cabinets and consoles.

N.3.4: 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. All foreign residues shall be removed until a bright metal polished appearance is attained.

N.3.5: Contractor shall damp wipe surfaces to provide a polished and sanitized appearance for all offices, shower areas, shelving, waste receptacles, glass, countertops, dispensers, piping and other specified areas.

N.3.6: The wetting solution shall contain an appropriate cleaning agent. When damp wiping toilet areas a multi-purpose cleaner (disinfectant-deodorizer) shall be used to sanitize.

N.4.0: Glass Maintenance

N.4.1: Contractor shall provide clean and spot free glass in windows, doors, inside and outside entrance areas, partitions, bookcases, glass tops and surface glass as needed in accordance with a schedule approved by the COR. Window sashes, sills, woodwork around interior glass, and other surroundings shall be thoroughly wiped free of drippings and watermarks.

N.4.2: Pads shall be used to protect windowsills when standing on or placing cleaning materials on them. Windows that require cleaning 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 COR.

N.5.0: General Maintenance

N.5.1: All washbasins, faucets and soap holders/dispensers shall be cleaned of all soap buildup, mildew, rust, encrustation or water rings.

N.5.2: Showers, toilets, toilet seats, urinals and sanitary napkin receptacles shall be thoroughly cleaned and sanitized. Toilet seats shall be left in a raised position.

Water traps shall be cleaned and sanitized at all times.

N.6.0: Furnishing and Replenishing of Supplies, Material and equipment

N.6.1: Sector Key West shall furnish all necessary cleaning supplies/materials and equipment including but not limited to; anti-bacterial hand soap, bleach, glass cleaner, mops, brooms, trash bags, dusting rags, floor cleaner and polish, disinfectants, shower/toilet cleaner, toilet paper, paper towels, trash bags, cleaning carts, disinfectant wipes, vacuums, etc., needed for the performance of the work for this contract.

N.6.2: All tools and equipment shall be maintained in clean condition at all times and neatly stored when not in use in the assigned storage spaces (if required).

N.6.3: The contractor shall replenish the following items in their respective dispensers: Toilet paper, anti-bacterial hand soap, and paper towels. These items shall be supplied by Sector Key West.

N.6.4: No special heating or cooling of water will be provided to the contractor.

N.6.5: The contractor will have access, as necessary, to electrical power, water, and spaces within the buildings commensurate with the contractor’s personnel and operational requirements. Designated Janitors’ closets may be used for storing equipment. All equipment shall be clearly labeled.

N.7.0 Miscellaneous

N.7.1: The contractor shall notify the COR of any hazardous conditions that do not pose an immediate risk to personnel or general safety, such as inoperative lighting fixtures, leaky faucets, plumbing stoppages, and malfunctioning dispensers. For emergency situations that pose an immediate risk to personnel or safety, the contractor shall immediately report the condition to the Sector Key

West OOD, 305-797-1162 (cell).

N.7.2: Contractor shall close windows and turn out lights when not in use. The contractor shall turn in all lost and found articles to the COR within 24 hours.

N.7.3: Contractor shall replenish all dispensers, paper towels, and toilet paper to full capacity every workday.

N.7.4: Any government provided services shall not be used in any manner for any personal advantage, business gain or other personal endeavor by the contractor or the contractors employees and shall not be used for any reason other than matters related to the performance of this contract. The contract employees shall not disturb any papers or other objects on desks, open desk drawers or cabinet drawers or use of any government equipment other than that specified in this contract.

N.8.0: Personnel Requirements

N.8.1: All employees shall be physically able to perform assigned work and shall be free of communicable diseases.

N.8.2: The contractor shall initially staff the building with no less than 50% trained and experienced cleaning personnel who shall exhibit capability to perform with minimum supervision. A fully qualified workforce shall be in place at the end of the first thirty days.

N.8.3: An on-site worker shall be designated a shift leader. The designated shift leader shall be authorized to act for the contractor in every detail for the day and night janitorial cleaning services. A working shift leader shall be available at all times when contract work is in progress to receive notices, reports or requests from the contracting officer or his representative. Telephone calls to the contractor shall be returned within 24 hours. Shift leaders shall use a daily log record book to communicate with the COR.

N.8.4: If the contractor fails to achieve the performance requirements set forth in this contract, the government reserves the right to utilize federal employees or military personnel to accomplish the scope of work, and bill the contractor for the labor and materials costs incurred.

N.10.0 Onsite Technical Representative

N.10.1: In addition to the COR, Sector Key West will have one (1) Onsite

Technical Representative (OSTR) that can answer the contractor’s questions if the

COR is not available. The OSTR will be CS2 Amanda Pierce.

N.10.2: In addition to the COR, the OSTR will ensure that the contractor is meeting all the requirements of this PWS.

N.11.0 Installation Entry Requirement

N.11.1: The contractor will need to gain commercial vehicle access to the main gate of Naval Air Station Key West – Trumbo Point, where U.S Coast Guard

Sector Key West resides by following the current DOD security screening process. Screening and badging process is conducted in person at Naval Air

Station Key West - Boca Chica Pass and I.D. Office.

O: Quality Control Plan

O.1.0: Contractor shall submit with the proposal a Quality Control Plan (QCP) delineating the contractor’s quality control program to monitor and control their performance of services so that they meet the requirements of the PWS. The program shall include, but not be limited to the following:

O.1.1: A plan identifying all the cleaning assignments for the building.

O.1.2: An annual schedule for all periodic cleaning by dates and areas for each building. This schedule shall include task frequencies.

O.1.3:.An inspection system covering all the service requirements of this contract.

O.1.4: A checklist to be used in inspecting contract performance during regularly scheduled or unscheduled inspections.

O.1.5: The name(s) of the individual(s) who will perform the inspections.

O.2.0: The Quality Control program/inspection shall be designed to keep the contractors management informed of all issues affecting quality to include timely and effective corrective actions. The Quality Control Plan records of inspections shall indicate the nature and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate. The contractor shall ensure that the

Quality Control Plan includes timely and effective corrective action for all deficiencies found, and the nature of corrective action taken. The contractor shall ensure that the

Quality Control Plan includes timely and effective corrective action for all deficiencies identified by the government.

P: Government Quality Assurance Surveillance Plan (QASP) / Janitorial Services

P.1.0: To facilitate the surveillance of the contractors Quality Control Program by the

Government; the COR will verify contractor compliance with designated performance requirements. The COR will review the critical requirements to assess their applicability and recommend the addition or deletion of requirements as conditions warrant. In addition for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance (at the company’s expense) and/or an inspection fee. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractors QCP daily for compliance with requirements herein.

P.2.0: The Contract Manager shall be required to meet weekly with the COR or other

Government representatives authorized by the Contracting Officer during the first month of the contract. Thereafter, meetings will be scheduled as often as necessary. The

Manager and COR shall sign the written minutes of these meetings, prepared by the

COR. Should the contractor not concur with the minutes, the contractor shall state, in writing, any areas of non-concurrence to the COR within 5 calendar days of receipt of the signed minutes.

P.3.0: When a discrepancy exists, the contractor is required to provide a written explanation and detailed plan of action to resolve the discrepancy within 48 hours to the

COR. The contracting officer will evaluate the contractors’ explanation and determine the next course of action.

P.4.0: Defective or incomplete performance disclosed by the government QASP is subject to correction by re-performance or late performance, or otherwise correcting of defective service. In such case, the government shall inspect work designated for re-performance or late performance and the contractor may be held liable for any damage sustained by the government including the costs associated with re-inspection.