Janitorial_SOW_Tulsa_Field_Office.docx

ATTACHMENT 1, PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Project Name: OKWSC Tulsa Field Office Janitorial Services

Project Location: U.S. Geological Survey (USGS) Tulsa Field Office

INTRODUCTION

Scope: The Contractor shall perform janitorial duties at the Tulsa Field Office located at 10207-B East 61st street, Tulsa, OK 74133.

Standard janitorial practices and proper use of cleaning materials and equipment are required. This work shall include the cleaning of the Tulsa Field Office space to include the main office space, conference room, storage areas, sample preparatory area, restrooms, kitchen area, work preparation areas, and exterior. The work will also include coordination and communication with the On-site Office Representative (OOR) to report emergency issues, organize schedules, and arrange for cleaning of occupied spaces and on-the-spot needs.

Building Completed: 1990, newly renovated March 2012 Population: 8 individuals in the building(s) 35-50 hours per week Building Cleaning Area: Estimated 3,300 square feet

SITE VISIT. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. FAR Provision 52.237-1 Site Visit. (APR 1984) is incorporated with the combined synopsis/soliciation for this award.

1. Hours of Operation. Services shall be provided 3 days each week, Monday, Wednesday, and Friday, (except Federal holidays and emergencies), during normal working hours, between 8 am to 4:30 pm, unless otherwise agreed. Prior approval of the On-site Office Representative (OOR) is required before any work may be performed on weekends or Government holidays. See Local Clause GS0919 Legal Holidays. (JAN 2002) for a detailed list of the observed legal holidays. The observance of a holiday does not negate the performance requirements of this contract.

2. On-Site Contractor's Representative. The Contractor shall designate an on-site representative who shall be responsible for the conduct and competent performance of work. When the Contractor's Representative is temporarily unavailable to manage the contract effort for a period longer than 72 hours, including absences due to vacation or illness, the Contractor shall provide to the OOR a written designation of an alternate representative, itemizing any limitations in the alternate's authority.

Temporary Absence less than 72 hours. An equally qualified alternate representative shall be provided to act on behalf of the supervisor during his/her temporary absence.

The Contractor Representative and alternate shall be designated as key personnel and be able to read, write, speak, and understand English, and have full authority to act for the Contractor. The Contractor shall provide the telephone number of the Contractor Representative and alternate to the OOR within ten calendar days after award of the contract.

The Contractor shall immediately notify the OOR in writing when a decision to terminate the Contractor Representative, the alternate representative, or an employee has been made.

The Contractor Representative or alternate shall be accessible during the working hours 8 am to 4:30 pm.

3. Quality Control Program. The Contractor shall establish and maintain a Quality Control Program to ensure the requirements of the contract are met. The quality control program shall, at a minimum, include:

a) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on either a scheduled or unscheduled basis or the title of the individual(s) who will do the inspection.

b) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

c) A method for ensuring that all keys and security access codes issued to the Contractor by the Government are not lost, misplaced, and not used by unauthorized persons.

d) A file of all inspections conducted by the Contractor and the corrective actions taken. This documentation shall be made available to the On-site Office Representative for review upon request.

e) Include a customer complaint feedback system for correction of complaints.

All customer complaints shall be answered and all necessary corrective actions taken, within one workday.

4. Operation Management Plan. The Contractor shall establish and maintain an Operation Management Plan, and updated with each option. At a minimum the Operation Management Plan shall include:

a. A schedule shall indicate the time of day, the type of work to be performed and its frequency of performance (daily, weekly, monthly, quarterly, semi-annually, annually),

b. An understanding of all the areas to be worked,

c. Employee conservation practices. i.e. the mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by Contractor employees; lights shall be used only in areas at the time when work is being performed; water faucets or valves shall be turned off after the required usage is complete; windows shall be closed and lights and fans turned off when not in use.

d. Telephone control measures. Government telephones shall not be used for personal reason, or for any toll or long distance calls,

e. Maintenance and Out-of-Order control measures. i.e. the Contractor shall notify the OOR whenever a building deficiency is identified (e.g., chemical spill, leaking pipe, stopped up sink, power outage, doors or other equipment that appear to be working improperly) and post an Out of Order sign.

f. Personnel owned property control measures. i.e. the protection measures pertaining to articles of personal or monetary value found by the Contractor’s employees are turned into the OOR.

g. Security Measures. Contractor measures to insure that employees secure the building upon completion of work and close and lock entry gates.

h. Key Control Program. The Contractor shall establish and maintain effective control of keys.

5. Key Control. The Contractor shall establish and implement methods to ensure that all keys issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized persons. The Contractor will be issued keys and security access codes for necessary entry /storage areas by the Government for access at the time of contract award. No keys shall be duplicated unless authorized in writing by the OOR.

The Contractor shall report the occurrence of a lost key immediately to the OOR. In the event keys, other than master keys, are lost or duplicated, the Contractor shall pay for re-keying or replacement of the affected lock or locks without cost to the Government. The Government may replace the affected lock or locks or perform-rekeying and deduct the cost of such from the monthly payment due the Contractor.

The Contractor shall prohibit the use of keys and access codes issued by the Government by any persons other than the Contractor’s employees. The Contractor’s employees shall prohibit entrance to the building by other than Contract employees engaged in the performance of contract related work.

The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan.

The Contractor will address all key issues directly to the OOR. The Contractor shall prohibit the use of keys issued by the Government by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by the Contractor’s employees to permit entrance of persons other than the Contractor’s employees engaged in the performance of assigned work in those areas.

SPECIFIC TASKS AND QUALITY AND PERFORMANCE STANDARDS

The Contractor, through innovation, technology, or other means, shall perform the work at frequencies necessary to meet the Quality and Performance Standards in this contract. Evaluations of the Contractor’s work will be based on these standards, and shall be conducted by the OOR as close to the time that the cleaning tasks are completed.

Listed below are the specific tasks and the performance standards the Contractor is required to meet in this contract.

1. Reception/Cubicle Area shall be free of obvious surface dust, dirt, debris, carpet stains, trash, streaks, and smudges, and present an overall appearance of cleanliness. Counters, display racks, wood/glass surfaces, corners, crevices, moldings, and ledges shall be dusted. Computers and keyboards shall not be dusted. Carpets and wood floor shall be free of obvious removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. There are to be no areas of deterioration to the carpet as a result of harsh brushing or scrubbing. Cleaned area of carpets should reasonably blend with surrounding carpet. Carpets shall be dried within 24 hours to prevent mold growth. Trash shall be collected Monday, Wednesday, and Friday and placed in the designated dumpster(s) outside. Trash containers shall have plastic liners and be kept free of trash. Front entrance doors and windows shall be cleaned and free of smudges.

Furniture, and displays shall be free of visible dust and trash cans shall be emptied once a day in office, work, and hallway areas if access is available. Corners, crevices, moldings, and ledges shall be free of all dust. Carpet shall be cleaned and free of dust balls, dirt, and other debris. All glass shall be clean and free of dirt, grime, dust, streaks, watermarks, and spots and shall not be cloudy. Thresholds shall be clean and free of oil, grease, dirt, and grime. Window sashes, sills, woodwork, and other surrounding interior glass shall be wiped free of drippings and other watermarks.

OFFICE BUILDINGS

2. Restrooms shall be cleaned Monday, Wednesday, and Friday with a disinfectant cleaner. Fixtures, metal chrome surfaces, washbasins, shower stalls, mirrors, counter tops, and dispensers shall maintain a high level of luster, if applicable, and be free of dust, mold, mildew, streaks, rust, and encrustation. Urinals and Toilet bowls shall be cleaned as far into the trap as possible and under the inside rim with disinfectant cleaners. The commode seat, exterior of commodes, urinals and all adjoining fixtures will be rinsed and wiped dry upon completion of cleaning. Partitions, doors, vents, sills, and walls shall be free of dust, and dirt. The full surface area of all stall partitions, doors, and waste receptacles shall be damp wiped with a disinfectant cleaner. The Contractor shall re-supply restrooms so that supplies do not run out. This is to include but not limited to: toilet paper, paper towels, disposable toilet seat liners and hand soap.

Adequate quantities of dispenser supplies shall be available at all times, including weekends and holidays. Sanitary napkin disposal containers shall be emptied, cleaned, disinfected, and lined daily. Restrooms shall be free of discarded material and waste receptacles shall be emptied daily. Trash shall be collected and put in the dumpster outside. Waste receptacles shall be lined and kept relatively free of trash, dirt, stains, and debris. Flooring and base molding shall be free of dirt, debris, all types of marks, and foreign matter, damp mopped using disinfectant cleaner.

Fixtures shall be free of smudges, marks, spots, or unsightly discoloration. Toilet bowls and urinals shall be de-scaled and the entire surface shall be free from steaks, stains, scale, scum, urine deposits, and rust stains. Floors shall be free of visible loose dirt or streaks, scuff marks, heel marks, other stains and discoloration, and mop strings. Corner, crevices, moldings, and ledges shall be free of all dust and dirt. Flooding of floors shall be avoided at all times. Surfaces shall be left dry. Sufficient supplies shall be provided to meet usage.

The Contractor shall identify any malfunctioning, broken, missing, or unusable toilet equipment such as soap dispensers, towel dispensers, or other maintenance requirement(s) to the OOR for maintenance services or replacement and installation.

3. Office space, including conference room and library, corridors, and entranceways shall be free of surface dust, dirt, debris, carpet stains, trash, streaks, and smudges, and present an overall appearance and smell of cleanliness. Desks with papers, computers and keyboards will not be dusted. Window blinds shall be free of dust. Trash shall be collected from work areas daily and placed in the dumpster outside. Trash containers shall have plastic liners and be kept free of trash. Molding shall be free of dirt, debris, and all types of marks. Carpets and rugs shall be free of removable spots, stains, soiled traffic pattern, dirt, debris, gum, and crusted material. Vacuuming and spot cleaning will be done at least once a week. Cleaned area of carpets and rugs shall blend with surrounding carpet. Carpets shall be dried within 24 hours to prevent mold growth.

Furniture and window blinds shall be free of dust and trash cans shall be emptied once a day. Carpeted areas and molding shall be clean and free of dust balls, visible dirt, and other debris. Ceiling, air ducts and overhead lights shall be maintained free of dust and insects.

4. Laboratory Prep Area: Trash shall be collected Monday, Wednesday, and Friday and placed in the dumpster outside. Trash containers shall have plastic liners and be kept free of trash. Floors shall be mopped and kept clean and free of dirt. Spills shall be cleaned immediately. Mopping floors must occur once a week. Laboratory prep are working surfaces shall not be cleaned without prior approval by the COR.

5. Kitchen and Break Area’s shall be free of obvious dirt debris and extraneous matter. Trash shall be collected Monday, Wednesday, and Friday and placed in the dumpster outside. Trash containers shall be lined and kept free of trash, dirt, stains, and debris. Refrigerators, counters, and sink surfaces shall be cleaned with a disinfectant cleaner. Surfaces shall be free of dust, dirt, mold, mildew, streaks, rust, and encrustation. Molding shall be free of dirt, debris, and all types of marks. Flooring shall be free of dirt, debris, foreign matter.

Floors shall be clean and free of trash and foreign matter with no dirt or dust left in corners, crevices, molding, and be free of streaks, mop strand marks, and skipped areas. Trash shall be emptied Monday, Wednesday, and Friday.

6. High (UPPER) cleaning surfaces above 70 inches shall be cleaned free of dust and cobwebs monthly. Spider webs shall be removed from all areas in upper areas of Tulsa Field Office (hallways; work spaces; offices; storage rooms; laboratories), shall remain free of trash at all times.

Surfaces shall be clean and free of dust and cobwebs.

8. Trash Containers The Contractor shall empty all wastebaskets and other trash containers within the area and return them to their initial locations. Trash containers shall be odor free and contain clean plastic trashcan liners. Boxes, cans, and papers that are placed near a trash receptacle and marked “TRASH” shall be removed by the Contractor. The Contractor shall pick up any trash that may fall in or around the facility or grounds during the removal of collected trash. The Contractor shall deposit the trash in an outside trash collection point in such a manner as to not have trash spilling or blowing out. The Contractor shall remove all trash, including the boxes, resulting from delivery of a large amount of supplies, furniture, or equipment.

Trash receptacles shall be emptied on Monday, Wednesday, and Friday.

SAFETY

Contractor Safety. Upon commencement of work under this contract, the Contractor shall implement and maintain a safety program for employees performing work under this contract. This detailed program shall comply with all Federal and State Occupational and Safety and Health Acts and all safety provisions within this contract. The program shall identify the Contractor Safety Representative and Environmental Manager.

Accident Reports. Within twenty-four (24) hours of their occurrence, the Contractor shall prepare and submit a report of all job-related accidents and injuries through the OOR. Vehicle accidents are reported as required. The Contractor shall maintain an accurate record of all reports and their causes.

The Contractor shall instruct Contractor employees in appropriate safety measures.

The Contractor shall place and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing applications. The Government provided warning signs will to be in accordance with OSHA Safety Standards. Cloths, mops or brushes containing a residue of wax or other combustible material subject to spontaneous ignition shall not be stored inside the building.

DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE

The Contracting Officer designates the Contracting Officer's Representative(s) (COR). The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract. The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government, which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly.

On all matters that pertain to the contract terms, the Contractor shall communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

See USGS Clause GS1102 Contracting Officer’s Representative – Technical Direction. (JUL 2001) for additional information about COR direction.

SUPERVISION, SECURITY, AND QUALIFICATIONS

The Contractor shall be responsible for maintaining satisfactory standards of Employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to his/her employees as necessary. The Contractor will comply with USGS security requirements. The use of Government property or services such as telephones, calculators, office supplies, etc. for other than official Government business is strictly prohibited. Employees shall not use vulgar or sexually explicit language in the presence of the Field Office employees and the public. Contractor employees shall be capable of performing janitorial work as stated in the SOW. The OOR may require dismissal of Contractor employees whom they deem incompetent, insubordinate or otherwise objectionable, or whose continued employment they deem contrary to the public interest.

The Contractor’s employees shall abide by Federal policies. Employees will only park in main parking lot. Alcohol, drugs, and weapons are not allowed. Contractor employees will refrain from disturbing papers on desks, opening drawers or cabinets, or using telephones provided for official Government use. The Contractor or employees shall not bring children or pets to the premises while the work is being performed.

All work, supplies and equipment shall conform to the requirements set forth by the Department of Labor, Occupational Safety and Health Administration (OSHA). The Contractor shall take all necessary precautions for the protection of the work and safety of the public.

The Contractor shall comply with the regulations governing the operation of premises which are occupied and shall perform this contract in such a manner as not to interrupt or interfere with the conduct of Government business.

WORK SCHEDULE

All work under this contract shall be performed during Government working hours, which is: Monday through Friday, 8 a.m. to 4:30 p.m., with occasional hours on weekends and emergencies. The offices are closed for all national holidays and weekends. Work shall be performed three days a week, Monday, Wednesday, and Friday.

INSPECTIONS

Inspections shall be conducted frequently and unannounced by the On-site Office Representative (OOR). Work not conforming to specifications will be brought to the attention of the Contractor for correction. A daily diary of problems and vendor contact information will be maintained by the OOR and a copy submitted to the Contracting Officer for administrative action. Acceptance of the work shall be based on compliance with SOW.

CONSERVATION OF UTILITIES

The Contractor shall make sure employees practice utilities conservation. Contractor shall operate under conditions that prevent the waste of utilities including turning off lights when not in use, turn off water faucets or valves when not in use.

JANITORIAL SERVICE

DAILY SERVICE REQUIREMENTS

The following tasks shall be accomplished at least once a day. These services may be required more frequently to meet the performance-based cleaning requirements.

All Building Restrooms

Sweep and wet mop or scrub restroom floors. (sweepers and mops for restroom use only)

Wash and sanitize toilets and urinals. No rust or encrustation shall remain. Maintain trap free from odor. (all cleaning materials used to clean restrooms shall only be used for restrooms)

Damp wipe and polishes mirrors, shelving, dispensers, and chromium fixtures.

Damp wipe and disinfect all other surfaces and restroom fixtures including toilet paper and paper towel dispenser, tiled portions of restroom walls, and stall partitions (including top of partitions) and door handles. Restock as needed.

Empty paper towel waste receptacles and fill soap and toilet paper dispensers. Empty, clean, and sanitize sanitary napkin receptacles and provide new, biodegradable liners as needed. Restock as needed

Clean and disinfect all shower units (if available).

Hallway Areas

Empty wastebaskets.

Clean drinking fountains with disinfectant.

All Building Entrances

Remove debris at all entrances; from the doors, up to, and including, the sidewalks. Clean walk-off mats and rugs.

Lobby and front entrance windows shall be washed inside and outside.

Main Conference Room

Check and clean after each use, including cleaning carpet, chairs and tables

Kitchen and Lounge Area

Scour sink, wipe countertops, tabletops, chairs, and refrigerator, toaster, and microwave(s) exterior.

All Building Trash Cans

Empty all waste baskets and other designated trash receptacles; collect and dispose of all waste paper and trash (except what is in recycling boxes) in the trash bins located outside. Bag liners shall be used.

WEEKLY SERVICES REQUIREMENTS

The following tasks shall be accomplished at least once a week. These services may be required more frequently to meet the performance-based cleaning requirements.

Sweep and Mop Floors

Sweep and mop all tiled or linoleum floors with treated mop to remove dirt, dust, and litter. Tile or linoleum floors are to be swept with a treated dust mop using polyethylene glycol or similar non-injurious material. (restroom sweepers and mops used for restroom only) The Contractor shall move chairs, trash receptacles, and easily moveable items to clean underneath. All items moved shall be returned to their original positions.

Vacuum Hallways and Offices

Vacuum all hallways and individual offices once weekly. Any other soiled areas found in the hallways and offices shall be spot vacuumed.

All carpet tears, burns, and unraveling shall be brought to the attention of the COR.

Entry Doors, Conference Room and Office areas

Clean glass and remove smudged fingerprints in all areas.

Dusting

Dust lobby and main hallway furniture and display cabinets.

Dust tabletops, desk (do not disturb papers on desks), file cabinets, seats and chairs, blinds, window sills, book cases, wall hangings, signage, light fixtures , appliances, ceiling, air ducts and other furniture.

Descaling Bathrooms

Descale Toilet Bowls, Urinals, and Showers.

ANNUALLY (ONCE A YEAR) SERVICE REQUIREMENTS

The following tasks shall be accomplished at least once every six months. These services may be required more frequently to meet the performance-based cleaning requirements.

Windows

Clean all windows, inside leaving no streaks or unwashed areas. Wipe water spots from sills and frames. Lay drop cloths as required to protect adjacent work areas. This shall include all windows facing the parking lot as well as the small windows in the exit doors.

AS REQUIRED SERVICE REQUIREMENTS

As Required - Carpets - Remove stains from carpets within one day after stain is noticed.

As Required – Remove sewage waste from restroom floors and disinfect the area.

Power Outages – in the event the buildings are experiencing a power outage, cleaning services for that day are not required.

Emergencies – Janitorial services shall be available on-call as needed. A contact list shall be provided to COR on or before the beginning date of the contract.