Final_NAMA-11-Q-0035.docx

ATTACHMENT 1 to RFQ (NAMA-11-Q-0035) Enclosure 5

RELEVANT PAST PERFORMANCE QUESTIONNAIRE

This is a combined synopsis/solicitation for commercial items prepared in the format outlined at FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Firm-Fixed-Priced quotations are being requested and a written solicitation will not be issued. The solicitation number is NAMA-11-Q-0035 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-52 effective May 31, 2011. This is a 100% small business set-aside under NAICS 561720, Janitorial Services with a size standard of $16.5 million, issued in accordance with FAR Subpart 13.5, Test Program for Certain Commercial Items. The Government reserves the right to make an award on the initial quote without discussions of this procurement. Evaluation and award will be in accordance with the procedures at FAR 13.5 in conjunction with Subpart 13.106 Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation and in accordance with the guidance at FAR 12.301(c)(2). A purchase order will be issued to the Contractor whose conforming quotation in response to the RFQ will be most advantageous to the Government. Best value for this purchase order will be evaluated based on the following evaluation factors: 1. Technical Understanding and Approach. The Government will assess the Contractor's demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives, understanding of, and approach to the work that the Contractor would have to perform under the prospective purchase order. The Contractor is required to provide a draft Annual Work Plan for assessment as part of this factor, that describes all work to be done on a yearly, monthly, weekly and daily basis in accordance with Exhibit A, Data Requirement Item 0005, Janitorial Work Schedule Plan/Weekly and Periodic Building Cleaning Work Assignment Report. The Annual Work Plan should outline specific areas, and schedules indicating day of week and time of day specific work is to be accomplished. The Annual Work Plan must provide details of how the Contractor will ensure protection of all surfaces during cleaning including protection of adjoining surfaces, protection of surfaces around trim and door handles, doors and frames from scrapes, wall base, etc. The Annual Work Plan must also include a janitorial staff presence to maintain continuous cleanliness of the general public access area (including research areas, exhibit areas, halls, restrooms, etc.) of the building during the extended hours that the public has access to the facilities (see PWS paragraph 1.2, Hours of Operation and Public Access, for hours). The Annual Work Plan should also include a carpet maintenance schedule with the frequencies recommended by the industry, manufacturer, or based on the condition of the carpet. 2. Management and Quality Control. The Government will assess the suitability of the Contractor’s management and key personnel who will work with the Government project manager. The Contractor is required to provide résumés of key personnel, for assessment as part of this factor. The draft Quality Control Plan that the Contractor is required to submit will be evaluated to determine the quality of the Contractor’s methodology for mitigating threats, challenges, and risks to performance. A draft Contract Transition Activities Plan detailing the Contractor’s phase-in and phase-out actions, to ensure the continuity of services will also be evaluated for quality and thoroughness as part of this factor. 3. Relevant Past Performance. The Government will assess the demonstrated quality of performance on similar, relevant work (including magnitude of the project and the nature of the work), to include the ability to control the quality and effectiveness at accomplishing the goals on previous similar relevant work. Contractors are requested to submit no more than five (5) references for relevant past performance performed during the past five (5) years. Submission should include contact information for ordering entity, including a point of contact, dollar value of contract/order, brief description of work performed, and an explanation of how any performance difficulties were addressed and resolved. If the interested Contractor has no relevant past performance, an affirmative statement that no relevant past performance exists must be submitted. Failing to submit either Relevant Past Performance or a statement indicating no relevant past performance exists will be treated as a deficiency rendering the Contractor ineligible for receipt of the order. 4. Price. All evaluation factors other than Cost or Price, when combined, are approximately equal to cost or price. Selection of the firm to perform this purchase order will be based on NARA’s assessment of the best overall value to the Government. BACKGROUND: The National Archives and Records Administration (NARA), College Park, MD has a requirement for Janitorial Services for the Harry S. Truman Presidential Library & Museum. REQUIREMENTS: The Performance Work Statement (PWS) is included as Enclosure 2, as well as, additional PWS attachments (1-2) and PWS exhibit A. PERIOD OF PERFORMANCE: Base Year (September 1, 2011 through August 31, 2012). Option Year 1 (September 1, 2012 through August 31, 2013). Option Year 2 (September 1, 2013 through August 31, 2014). Option Year 3 (September 1, 2014 through August 31, 2015). Option Year 4 (September 1, 2015 through August 31, 2016). Contractors must submit their pricing in RFQ Enclosure 1, Schedule of Prices. PLACE OF PERFORMANCE: The Harry S. Truman Presidential Library & Museum located at: 500 West U.S. Hwy 24, Independence, Missouri 64050. SITE VISIT: Contractors are encouraged to attend the Site Visit to tour the Harry S. Truman Presidential Library & Museum on June 23, 2011 at 10:00 AM Central Time. Upon entering the North Administration Entrance and checking in, contractors will be directed to the Bess Wallace Room. Contractors should be prepared to present a form of photo identification. Contractors are strongly encouraged to register in advance for the Site Visit, by contacting Mr. Kevin McMurry at kevin.mcmurry@nara.gov no later than 4:00 PM Central Time on June 20, 2011. The Government will not answer any questions or requests for clarification at the Site Visit. QUESTIONS: Questions regarding this RFQ must be submitted in writing to Ms. Evelyn Dean (evelyn.dean@nara.gov) no later than 12:00 PM Eastern Time on June 29, 2011 to be considered. Questions submitted in any other manner will not be answered. The Government will answer questions or requests for clarification via a written RFQ amendment, uploaded at the Federal Business Opportunity web site: (https://www.fbo.gov/) web site once available. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant fixed price purchase order, with the exception of FAR provisions which will be removed prior to award: FAR 52.212-1 [See also Enclosure 5], Instructions to Offerors - Commercial Items (Jun 2008); FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (May 2011) see Enclosure 4, Terms and Conditions for the full text of this clause; FAR 52.212-4, Contract Terms and Conditions - Commercial Items (Jun 2010) -- see Enclosure 4, Terms and Conditions for Addenda to this clause. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (May 2011) – see Enclosure 4, Terms and Conditions for the full text of this clause. See Enclosure 4, Terms and Conditions for additional applicable FAR provisions and clauses. RELEVANT PAST PERFORMANCE SUBMISSIONS (Volume II) [See also Enclosure 5]: In order to facilitate the processing of Contractors’ quotations, NARA requests that Contractors submit Volume II, Relevant Past Performance, inclusive of Relevant Past Performance Questionnaires (sent directly to this office by references) to National Archives and Records Administration (NARA), Attention: Evelyn Dean, 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001 or e-mailed to: evelyn.dean@nara.gov, no later than 12:00 PM Eastern Time on July 6, 2011. RFQ CLOSE DATE [See also Enclosure 5]: One (1) original of each quotation (Volumes I and III) should be mailed to National Archives and Records Administration (NARA), Attention: Evelyn Dean, 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001 or e-mailed to: evelyn.dean@nara.gov. Quotations should be received by 4:00 PM Eastern Time on July 18, 2011. Failure to submit quotations by the due date may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security.

CLIN = Contract Line Item Number; PWS = Performance Work Statement; NTE = Not to Exceed.

A. SUPPLIES AND/OR SERVICES TO BE FURNISHED

The purpose of this purchase order is to acquire Janitorial Services for the National Archives and Records Administration (NARA) at its Harry S. Truman Presidential Library & Museum facility located in Independence, MO. All work must be performed under the Terms and Conditions of this purchase order as Firm Fixed-Price (FFP), or Firm Fixed-Price Additional Services projects.

1. Firm Fixed-Price. The Contractor is required to furnish all the work that can be identified in advance, both in sufficient detail and quantities, and for which a fair and reasonable price can be obtained. The firm fixed prices must include the fully burdened cost for delivering the services required by this the purchase order.

2. Additional Services.

a. CLINs 0003, 0008, 0013, 0018, and 0023, will allow the Government to separately reimburse the Contractor for work described in PWS section 5.2, on a firm fixed-price basis. These services may be recurring in nature but cannot be sufficiently identified, predetermined, quantified in advance, or cannot be adequately defined for inclusion in the firm-fixed price portion of the purchase order. These services will be requested, as required, by the Contracting Officer’s Representative (COR) through written orders or verbal requests followed in writing within seven (7) calendar days and billed monthly against the applicable CLIN.

b. There is no guaranteed minimum quantity of work to be ordered under the Additional Services portion of this purchase order for any year. The Government’s Additional Services totals are Not-to- Exceed (NTE) amounts. The Government is not obligated to modify the purchase order for Additional Services work. If the Government orders supplies or services below the NTE amount, this circumstance will not constitute the basis for an equitable price adjustment.

B. PRICING OF BASE YEAR

1. Firm-Fixed Price Services. Each Contractor must identify the Base Year "Unit Price" and "Total Price" for the firm-fixed-priced supplies/services described in Paragraph F, Schedule of Prices.

(i) The "Unit Price" for each CLIN must be the Contractor's price for the services identified for the period of one month (MO).

(ii) The "Total Price" for each separately priced CLIN must be the "Unit Price" multiplied by 12 to equal the price for the Purchase order Base Year.

2. Additional Services.

a. The hourly rates must include the composite hourly rate that will be used in pricing only the labor portion of CLIN 0003 under this purchase order. The composite hourly burdened labor rate must include all labor costs, direct and indirect, including labor, labor overhead, G&A, and profit, to provide one hour of labor. The ceiling for any individual Additional Services order is $3,000.00. The Government may issue additional orders, up to $3,000.00 for each 12-month performance period. Fully-burdened hourly labor rates identified in, Table D-2, Composite Hourly Rate Table, shall apply to Additional Services work.

b. The hourly rates in Table D-2 must include the composite hourly rate that will be used in pricing the labor-only portion of orders for CLIN 0003 under this purchase order. The composite hourly burdened labor rate must include all labor costs, direct and indirect, including labor, labor overhead, G&A, and profit, to provide one hour of labor.

3. Base Year Total Price. The Base Year Total Price is the sum of the firm fixed-price for the Janitorial Services, Management & Administration, and the NTE amount for Additional Services.

C. PRICING OF OPTIONS

1. Option Year periods will be priced using the procedure for pricing the Purchase order Base Year.

2. Contractors must price options for the four (4) 12-month periods by assuming that the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor, for the initial period of performance will apply to the four (4) additional option periods. As such, the Option Year pricing should not include escalation of these rates. Please note that this does not apply to labor categories not governed by the Service Contract Act such as management positions.

3. Additional Services Work.

a. The hourly rates must include the composite hourly rate that will be used in pricing only the labor portion of CLINs 0008, 0013, 0018, and 0023 under this purchase order. The composite hourly burdened labor rate must include all labor costs, direct and indirect, including labor, labor overhead, G&A, and profit, to provide one hour of labor. The ceiling for any individual Additional Services order is $3,000.00. The Government may issue orders, up to $3,000.00 for each 12-month performance period. Fully-burdened hourly labor rates identified in, Table D-2, Composite Hourly Rate Table, shall apply to Additional Services work.

b. The hourly rates in Table D-2 must include the composite hourly rate that will be used in pricing only the labor portion of option CLINs 0008, 0013, 0018, and 0023 under this purchase order. The composite hourly burdened labor rate must include all labor costs, direct and indirect, including labor, labor overhead, G&A, and profit, to provide one hour of labor.

4. In the event the option(s) are exercised by the Government, the Purchase order price(s) will be adjusted in accordance with the clause entitled FAR 52.222-43, Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts). In accordance with the Fair Labor Standards Act and the Service Contract Act, the Contractor must submit to the Government payroll data or other necessary documents from the previous contract performance period (not required for exempt employees). As a minimum, the documentation must include the following:

(i) Actual wages paid to each employee, listed by employee, in the prior contract period, including the actual hourly wage rate (unburdened) for each employee.

(ii) Documentation supporting fringe benefit cost paid in the previous Contract period.

(iii) Documentation supporting accompanying payroll tax rate increases (if applicable).

(iv) Data supporting the actual health and welfare (H&W) premiums or data supporting actual cost for equivalent benefits paid by the Contractor (required if Wage Determination H&W rate adjustment is applicable).

5. Option Year Total Price. The Option Year Total Price for each Option Year is the sum of the firm fixed-price for the Janitorial Services, Management & Administration, and the Not-to-Exceed amount for Additional Services.

D. COMPOSITE HOURLY RATE TABLE.

1. The following table is for pricing Additional Services orders and for pricing deductions for all CLINs and work. Table D-2 must be used as the composite hourly rate to price all labor for:

2. TABLE D-2, Composite Hourly Rate Table

Hourly Price Base Year Firm-Fixed Price Hourly Price Option Year 1 Firm-Fixed Price Hourly Price Option Year 2 Firm-Fixed Price Hourly Price Option Year 3 Firm-Fixed Price Hourly Price Option Year 4

11122 Housekeeping Aide

11150 Janitor

E.

1. The Contractor shall provide all management, supervision, labor, materials, supplies, transportation, and equipment described herein (except as specified to be furnished by the Government in the PWS), and must plan, schedule, coordinate, and assure effective performance at the Harry S. Truman Presidential Library & Museum.

2. Contractors must provide a schedule in the price quotation that clearly details the breakdown of the quoted monthly prices by labor category, labor hours, labor rates, materials, equipment, supplies, etc. In addition to hard copy information, in order to expedite review of the quotation, Contractors must submit an electronic copy on CD in a format compatible with the Microsoft Office 2007 suite. NARA utilizes the CD during the review of quoted prices for such things as math checks, the use of correct escalation, and other evaluation procedures. Contractors must include the formulas and factors used in calculation of the data.

3. Overtime Service. The Contractor is obligated, at no additional increase in price, to meet all requirements of this purchase order within the stated hours. If overtime is required due to the Contractor's inability to meet the non-emergency requirements of this purchase order, the Contractor must pay overtime premiums to all employees as required by all applicable Federal and State laws at no increase in the purchase order fixed price and at no additional expense or delays to the Government. In addition all after hours work shall be approved by and coordinated with the COR.

3.1 Government compensated overtime is only allowed when the Government specifically requests the Contractor to perform services on Federal holidays or during hours worked beyond the normal duty hours. The Contractor will be compensated at the hourly rate specified in Table D-2, of the Schedule of Services for each hour the Contractor's employee spends at the Truman Library & Museum. The Contractor will be paid only for the actual hours worked at the facility. In the event the Contractor is called back for an emergency, a minimum charge of two (2) hours will be allowed each time the Contractor has to report to the facility. Actual time of more than two (2) hours will be rounded to the quarter hour. Mileage charges will not be allowed. The Contractor must not perform any work resulting in overtime hours without prior authorization from the COR or the Contracting Officer (CO). Government directed overtime will be performed as requested by the COR. When verbal requests are made, they will be followed by a written request or requisition for hours requested. In the event time does not permit that a written order be issued prior to work being performed the written request will be issued the next business day.

3.2 Scheduled Overtime. When requested, the Contractor will be required to provide services outside of the normal duty hours. The Government will attempt to schedule these services 24 hours in advance, but will have the option of requesting scheduled overtime services without advance notice to the Contractor depending upon the circumstances.

Government-compensated overtime is allowed only when the Government specifically requests the Contractor to perform services on the three Federal holidays that are not included in this purchase order (Thanksgiving, Christmas, or New Years day), or any hours worked beyond the normal operating hours as stated in PWS paragraph 1.3, Hours of Operation and Public Access. All other hours will be included in the firm-fixed price of this purchase order. Mileage charges will not be allowed. The Contractor must not perform any work resulting in overtime hours without prior authorization from the COR or the Contracting Officer (CO). When a verbal request is made, it will be followed by a written delivery order/modification that will be issued monthly.

3.3 Unscheduled Overtime. The Contractor will be required to provide unscheduled overtime for emergency or critical situations when requested by the COR or CO. The Contractor will have two hours to report to the site, from the time of initial notification by the COR or CO.

4.0 Normal Duty Hours. The Contractor must perform the majority of cleaning during the hours of 5:00 AM and 9:00 AM each day, inside and outside, seven (7) days a week. During the day the Contractor shall perform touch-up and other scheduled work from 9:00 AM to 5:00 PM, seven (7) days a week. All non-emergency janitorial services at the Truman Presidential Library & Museum shall be performed during the hours cited above.

F. SCHEDULE OF PRICES.

(a) Base Year – Anticipated September 1, 2011 (or date of purchase order issuance if later than the anticipated date) through August 31, 2012

Base Year: 09/1/2011 to 08/31/2012.

(b) Option Year 1 –September 1, 2012 through August 31, 2013

Option Year 1: 09/1/2012 to 08/31/2013.

Option Year 1: 09/1/2012 to 08/31/2013.

ENCLOSURE 1

SCHEDULE OF PRICES

(c) Option Year 2 –September 1, 2013 through August 31, 2014

Option Year 2: 09/1/2013 to 08/31/2014.

Option Year 2: 09/1/2013 to 08/31/2014.

Option Year 2: 09/1/2013 to 08/31/2014.

(d) Option Year 3 –September 1, 2014 through August 31, 2015

Option Year 3: 09/1/2014 to 08/31/2015.

Option Year 3: 09/1/2014 to 08/31/2015.

Option Year 3: 09/1/2014 to 08/31/2015.

(e) Option Year 4 –September 1, 2015 through August 31, 2016

Option Year 4: 09/1/2015 to 08/31/2016.

Option Year 4: 09/1/2015 to 08/31/2016.

NAMA-11-Q-0035 Janitorial Services Harry S. Truman Presidential Library & Museum

HARRY S. TRUMAN PRESIDENTIAL LIBRARY & MUSEUM

JANITORIAL SERVICES

1.0 BACKGROUND

The National Archives and Records Administration (NARA) requires janitorial services at the Harry S. Truman Presidential Library & Museum and grounds located at 500 West U.S. Hwy 24, Independence, Missouri, 64050. The Harry S. Truman Presidential Library & Museum hereby referred to as the Truman Presidential Library & Museum has a high level of visibility to both Government and non-government organizations. It hosts many visitors on an individual and group basis. As a result, high quality janitorial services are essential for the Truman Presidential Library & Museum.

The Truman Presidential Library is an educational and research center established to:

· Preserve historical materials associated with the life of President Truman; and

· Inform the public through exhibits and programs about the life and career of President Truman and celebrate the American system of politics.

The Truman Presidential Library’s level of cleanliness is of utmost importance towards the protection of historical documents, records and artifacts. It is equally important for the building and grounds to constantly present a professional appearance at all times to the dignitaries that visit and for guests that participate in events and or that visit the Truman Presidential Library & Museum.

1.1 Building Statistics. Measurements are approximate.

A floor diagram will be made available upon request.

1.2 Hours of Operation and Public Access. The Truman Presidential Library staff's working hours are between 6:00 AM - 7:00 PM, Sunday through Saturday, excluding Federal holidays. However the building is occupied 24 hours a day, 365 days a year, including weekends and holidays, by security staff. The Truman Presidential Library & Museum public access hours are as follows:

(by appointment only) 9:00 AM to 5:00 PM

2.0 SCOPE

2.1 The Contractor is tasked with all aspects of the effort, including the technical, functional, and management activities at the level needed for this project to provide janitorial service and other related services at the Truman Presidential Library & Museum, such as:

Utility services;

Refuse collection and disposal;

Recycling service;

Limited snow and ice treatment and removal;

Insect and pest control; and Additional Services requirements

The Contractor shall provide all management, personnel, equipment, transportation, tools, materials, engineering, supervision, and support necessary to perform the janitorial and other related services, outlined above, at the Truman Presidential Library & Museum and grounds.

The Contractor must document and report all janitorial maintenance services and other related services performed. In the event of an emergency such as flooding, fire or other facility or grounds accident, the Contractor personnel must assist in the clean up as requested by the Contracting Officer's Representative (COR). Specific requirements the Contractor must perform are included in this Performance Work Statement (PWS).

2.2 Janitorial Work Schedules. For the Truman Presidential Library & Museum, the Contractor must prepare an annual work plan that describes all work to be done on a yearly, monthly, weekly and daily basis in accordance with Exhibit A, Data Requirement Item 0005, Janitorial Work Schedule Plan/Weekly and Periodic Building Cleaning Work Assignment Report. The plan should outline specific areas, and schedules indicating day of week and time of day specific work is to be accomplished. The plan must provide details of how the Contractor will ensure protection of all surfaces during cleaning including protection of adjoining surfaces, protection of surfaces around trim and door handles, doors and frames from scrapes, wall base, etc. The plan must also include a janitorial staff presence to maintain continuous cleanliness of the general public access area (including research areas, exhibit areas, halls, restrooms, etc.) of the building during the extended hours that the public has access to the facilities (see PWS paragraph 1.2, Hours of Operation and Public Access, for hours).

The Contractor must also submit weekly progress reports, Weekly and Periodic Building Cleaning Work Assignment Reports, prepared in contractor format, in accordance with Exhibit A, Data Requirement Item 0005.

2.2.1 Building Areas Requiring Escorts or Special Arrangement. Cleaning personnel must be escorted at all times while cleaning areas such as Archive Stack areas and all Collections areas. It will be the responsibility of the Contractor to coordinate cleaning in restricted areas with the COR, in advance of planned cleaning times. The Contractor will be responsible for requesting authorization from the COR for all work to be performed in a functional or restricted area that would tend to disrupt the normal business or operation of equipment and systems. The Contractor must notify the COR in writing at least (2) weekdays in advance of such work. Notification must include the locations where work will be performed, the exact work to be performed, the estimated completion time and date along with a list of names of individuals that will be working including the supervisors who will be in charge. The Contractor must reschedule any work that the COR deems necessary to avoid unacceptable disruptions.

2.2.2 Restricted Cleaning Times. All Truman Presidential Library & Museum areas accessed by the general public including, entrances, corridors, etc., must be thoroughly cleaned daily prior to the public access hours specified in paragraph 1.2 Hours of Operation and Public Access, unless a different time is specified below. All Truman Presidential Library areas, including offices, conference rooms, break areas, corridors, museum exhibits, research rooms, restricted areas etc., must be cleaned daily between 8:30 AM and 5:00 PM unless different times are specified below. On occasion, the COR may direct the Contractor to clean certain offices or areas by a particular time to accommodate researchers or other users. Other restricted cleaning times are listed below:

2.2.2.1 Museum, Offices, Kitchens, Restrooms, Entrances, WHDC (White House Decision Center), Gift Shop, Auditoriums, Conference rooms, Security office, Garage bays, Storage areas, Restricted Areas etc. must be cleaned daily between 5:00 AM and 5:00 PM Monday through Sunday unless otherwise stated herein.

2.2.2.2 Research Rooms must be cleaned between 5:00 AM and 8:00 AM, 6 days a week.

2.2.2.3 Presidential Library trash receptacles and recycling bins must be emptied, as needed, starting at 5:00 AM thru 5:00 PM.

2.2.2.4 All floor stripping, waxing and sealing, and annual carpet cleaning must be accomplished between 5:00 AM and 9:00 AM.

2.2.2.5 Restrooms, Water fountains, Kitchens, etc. must be cleaned daily between 5:00 AM and 5:00 PM.

ENCLOSURE 2

PERFORMANCE WORK STATEMENT

3.0 PERSONNEL

The Contractor will be responsible for identifying and assigning sufficient personnel as necessary to accomplish timely completion of all the PWS requirements stated herein.

3.1 Employee Screening.

3.1.1 The Contractor must ensure that all their employees working under this project have successfully passed the Contractor’s screening process; are free from: the excessive use of alcohol; use of illegal drugs; violent/anti-social behavior; dishonesty; must not have any active warrants; and meet all Government qualifications and requirements.

3.1.2 The Contractor must not employ any person who is an employee of the United States Government, or family member of an employee, if the employment of that person would create a conflict of interest.

3.1.3 Knowledge of facilities and ability to answer questions and interact with the general public and VIPs in an appropriate manner.

3.1. 4 Prohibitions. No personnel are permitted to bring radios, knives, contraband, guns, weapons, liquor, drugs etc. on site or wear headsets while on-site. Personnel are not allowed to use library or museum phones for personal use.

3.1.5 The Contractor must in all cases, while on or off of the Truman Presidential Library & Museum property, represent that it is an independent Contractor and that its employees are neither agents, representatives nor employees of NARA.

3.1.6 Résumés. All Contractor personnel, with the exception of the Project Manager and On-site Coordinators/Supervisors positions shall have their résumés submitted by the Contractor to the COR 10 days after purchase order issuance date and/or within 10 days for any newly hired employees. Résumés must include a copy of each employee's current licenses as required in PWS section 3.7.2, Licensing and Certification Requirements. It is the responsibility of the Contractor to keep all certificates of training, licenses, and permits current.

3.1.7 Experience. All Contractor and subcontractor personnel performing services on-site at the Truman Presidential Library & Museum must have (3) years minimum experience within the last (4) years (unless otherwise stated in PWS section 3.6, Other Personnel (non-Key Personnel), in their trade performing work similar to those at the Truman Presidential Library & Museum. Documentation shall be submitted at the time of each application and updated for all employees.

3.2 Clearances, Building Passes, and Access. Due to the uniqueness of the facility, NARA has strict personnel and security regulations with which the Contractor must comply. The Contractor must ensure that all employees, both Contractor and Subcontractor, performing services comply with the special NARA requirements regarding clearances, building passes, and access to Government premises in accordance with NARA’s CONTRACTOR PERSONAL IDENTITY VERIFICATION PROCEDURES clause[footnoteRef:1], and provide documentation in accordance with Exhibit A, Data Requirement Item 0001, Pre-Employment Screening. The Contractor’s staff must escort Subcontractor, as well as, Contractor personnel who do not have NARA clearances and/or unescorted privileges at all times while on the Truman Library & Museum property. [1: Enclosure 4, section II, paragraph C]

3.3 Employee Removal from Duty/Replacement. The Contracting Officer or the COR may request that the Contractor immediately remove any employee(s)/subcontractor(s) from the worksite, should it be determined that individuals being assigned to duty are disqualified for either suitability or security reasons, or who are found to be unfit for the performance of duties during their tour of duty (see Enclosure 4, section II, paragraph B, STANDARDS OF CONDUCT). Only qualified replacement personnel may be used to cover any absences (i.e., sick or annual leave, jury duty, etc.) for personnel normally responsible for performing services.

3.4 Employee Uniforms. The Contractor must require all employees, except the Project Manager (PM), performing janitorial services to wear distinctive uniform clothing for ready identification, and assure that the employees are in uniform no later than the date specified by the COR, or no later than ten working days from the date an employee(s) begins duty. The uniform must have the employee's and the Contractor's names, easily identifiable, affixed thereon in a permanent or semi permanent manner such as a badge or monogram. Supervisor(s) must be easily recognizable, either by distinctive clothing or by an easily readable badge or monogram. A neat, clean appearance must be maintained. Stained, torn, or worn-out uniforms will not be considered as acceptable uniform clothing. Management, Office and Administrative Support, personnel are not required to wear uniforms. However, all of the Contractor’s employees must wear NARA identification badges. Subcontractors will be appropriately dressed and in a uniform identifying the subcontractor. All Subcontractor personnel must wear a visual Contractor provided identification badge that, as a minimum, includes the company name, the individual’s name, and the individual’s picture. Every employee must be in uniform prior to entrance on duty.

3.5 Key Personnel. The Government has designated certain Contractor personnel (including Subcontractor personnel) performing services for the Truman Presidential Library & Museum as key personnel positions.

a. The Government has identified the following minimum Key Personnel positions for this contract:

· Project Manager- this person shall be on-site daily

· On-site Supervision (Coordinator(s)/Supervisor(s) – this person shall be on-site daily

The Contractor will be responsible for determining additional Key Personnel positions necessary to support the requirements of this project.

b. Detailed résumés must be submitted to the COR for approval prior to the assignment of individuals to the Project Manager and On-site Coordinator(s)/Supervisor(s) positions, in accordance with Enclosure 4, section II, paragraph A, KEY PERSONNEL CLAUSE. At a minimum, the résumés must include detailed employment history for the past 10 years, including Company and supervisors’ names and telephone numbers, copies of the credentials and licenses, and other pertinent data (see Exhibit A, Data Requirement Item 0001, Pre-Employment Screening).

c. All Contractor and subcontractor employees in Key Personnel positions, must speak, read, and write the English language.

3.5.1 Key Personnel: Project Manager (on-site daily Mondays through Fridays)

3.5.1.1 Major Duties. Project management is considered critical to the performance of this contract. Project management will include all indirect labor, supervision, management, tools, supplies, materials, equipment, incidental engineering, and management necessary to provide and manage the janitorial workforce and to provide the administrative support services in accordance with the requirements specified herein. The Contractor shall provide a full-time, on-site Project Manager who shall be available to act for the Contractor to oversee and coordinate the work described in this order. The Government will not accept an individual as Project Manager who cannot act and make decisions entirely on their own, or who is not available to the COR through a paging system, cell phone, radio, etc., at all times.

The Project Manager must be the Contractor’s on-site supervisory manager with total responsibility for acceptable performance of work for all janitorial contract personnel for the Truman Presidential Library and Museum. The Project Manager must be on-site at the Truman Presidential Library & Museum building at least eight hours, each Government workday, and must remain on site during any building emergency. The only exceptions to this on-site requirement will be with the knowledge and approval from the COR, at which time an alternate qualified Contractor employee, designated by the Contractor, in writing, and approved by the COR. This designee must assume all duties and responsibilities of the Project Manager, with full authority to act in the Contractor’s stead. The Project Manager must have the full authority to reassign personnel to alleviate unbalanced workload situations and have the independent authority to take immediate actions to resolve situations requiring immediate attention. The Project Manager must maintain frequent liaison with the COR and Truman Presidential Library & Museum Government facility manager to provide information on the Contractor’s management and programs and ensure all potential issues are quickly identified and resolved. The Project Manager must be assigned to this project on a full-time basis and maintain an office full-time at the Truman Presidential Library & Museum facility. The Project Manager must be on-site for at least eight hours each Government work day. The Project Manager and on-site coordinator(s)/supervisor(s) shall coordinate their work hours so that janitorial personnel are never on-site performing work without the Project Manager or on-site coordinator(s)/supervisor(s) also being on-site.

3.5.1.2 Qualifications. The Project Manager must have at least three (3) years of supervisory and management experience, within the last four years, as a Project Manager of a project of similar size, scope (including janitorial), and complexity as the Truman Presidential Library & Museum facility.

3.5.1.3 Project Manager’s Monthly Report. The Project Manager must provide the COR a monthly consolidated written report (Exhibit A, Data Requirement Item 0002, Program Status Report). The report shall be submitted in hard copy or by e-mail and must be received by the 5th of every month. The report must consist of a review of the Contractor’s progress to-date focusing on the past month, and the work and level of effort planned for the future focusing on the upcoming eight-week period. The Contractor must advise the COR and the responsible Government facility manager(s) on subjects for the facility such as the operations, schedule, and progress to- date; any scheduled work not performed and a detailed explanation of the non-performance; problem areas encountered; suggestions for improvements; a list of all sub-contractors that were on- site; scheduled periodic cleaning; and all changes in staffing.

3.5.2 Key Personnel: On-site Supervision Requirements (Coordinators/Supervisors)

3.5.2.1 Major Duties. The Contractor must provide fully qualified on-site working coordinators/supervisors experienced in various trades, as necessary, to meet the requirements of this contract. The Contractor must determine and specify which coordinators/supervisors are key personnel. Supervision is critical to the performance of this purchase order. All on-site supervisory personnel must be individuals of unquestionable integrity who display a mature attitude with good judgment. They must provide guidance and support for all work efforts under this contract. On-site working coordinators/supervisors will assume all responsibilities of the Project Manager, in the absence of the Project Manager. For example, if the Project Manager works from 5:00 am to 1 pm and leaves for the day, then the on-site working coordinators/supervisors will remain on duty for the remainder of the day. The same applies to weekends and holidays other than Thanksgiving, Christmas and New Years Day. When On-site working coordinators/supervisors are performing duties of the Project Manager they shall not perform regular janitorial duties. The Project Manager and on-site coordinator(s)/supervisor(s) shall coordinate their work hours so that janitorial personnel are never on-site performing work without the Project Manager or on-site coordinator(s)/supervisor(s) also being on-site.

3.5.2.2 Qualifications. The On-site coordinators/supervisors must have at least three years experience, within the last four years, supervising projects/programs in a facility similar in size and complexity of the Truman Presidential Library & Museum facility and hold applicable the license(s) as appropriate.

3.6 Other Personnel (non-Key Personnel). The Contractor must provide all other qualified personnel in the performance of janitorial and related services stated herein at the Truman Presidential Library & Museum. The following list is not exhaustive, and reflects only the minimum positions/personnel needed:

3.6.1 Janitorial Workers. Janitorial workers must meet all training requirements and other qualifications and shall possess at least three (3) years experience within the past (4) years in performing similar janitorial work in a public building, library or museum and requirements stated within this PWS.

3.6.2 Window Cleaning. Personnel in this position are responsible for cleaning the exterior windows of the Truman Presidential Library & Museum. Personnel in this position must possess a minimum of three (3) years of experience, within the last (4) years, in commercial window cleaning. Personnel in this position will have to follow current International Window Cleaning Association (IWCA) safety guidance when cleaning windows that are above six-foot ladder height (e.g. Main Entrance windows).

3.6.3 Carpet / Flooring Specialist(s). The Contractor has full responsibility for the care, protection, and maintenance of all floor types (e.g. all carpet, cork, wood, marble, slate, tile, pavers, tile etc.) within the Truman Presidential Library & Museum. At a minimum, personnel performing carpet cleaning / floor cleaning services will possess three (3) years of current and relevant experience. Current is defined as within the past five (5) years. Relevant is defined as professional carpet/flooring cleaning and maintenance work performed on the same or similar flooring types, as well as, measurements, as those at the Truman Presidential Library & Museum.

In the event of an emergency (e.g. flooding), the Carpet/Flooring Specialist(s) will respond within 30 minutes, and be on-site within two (2) hours. All calls made to and all site visits performed by the Carpet/Flooring Specialist(s) shall be documented and provided to the COR no later than the 10:00 AM the next business day.

The Contactor will be liable for any damage caused by the Carpet/Flooring Specialist(s), and responsibility for paying all costs (e.g. purchase, labor, shipment, etc.) associated with correcting or replacing damaged Government property with COR-approved materials.

3.6.4 Pest Controller. Personnel in this position are responsible for exterminating rodents and insects inside and outside the Truman Presidential Library & Museum. At a minimum, personnel in this position will have (3) years of experience, within the last (4) years, and possess a current Missouri Department of Agriculture Certified Commercial Applicator license.

3.7 Training and Licensing and Certification Requirements

3.7.1 Training. The Contractor must use manufacturer's personnel, other certified and/or licensed subcontractor(s), or arrange for manufacturer's specialized training as necessary for any contract requirements that employees are not trained or qualified to perform. All Contractor personnel performing services must have recent and annual OSHA Training. Other required training includes: pathogen training, exposure accident clean up training, cleaning maintenance operation, handling hazardous materials, work safety, hazmat, chemical handling, personal protective equipment, , basic first aid, fire prevention, back care and safety, , floor maintenance and care, public restroom cleaning, basic carpet cleaning, safety for custodians, high speed floor maintenance, interior office training, operation of janitorial equipment, cleaning techniques, and water damage clean up.

3.7.2 Licensing and Certification Requirements

3.7.2.1 Licensing Requirements. All Contractor and Subcontractor personnel performing services on-site at Archives I and Archives II must be licensed by the State of Missouri, and/or the local authority for those trades, crafts or professions which require licensing by such jurisdictions if required for work on NARA Federal Government property. The license must be of a grade or other level consistent with the requirement of the work being performed and/or as established by the above jurisdictions. A current copy of all licenses required for each employee performing service under this purchase order must be furnished to the COR.

3.7.2.2 Certification Requirements. Contractor or Subcontractor personnel performing any of the following types of work must have appropriate certification or security clearance as listed prior to purchase order issuance.

3.7.2.2.1 Window Cleaner. No specific certification required, however when working on the Main Entrance windows, all personnel must follow the American National Standard for Window Cleaning Safety guidelines

3.7.2.2.2 Pest Controller. Maintain a Certified Commercial Applicators license in the category of Industrial, Institutional, Structural, and Health Related Pest Control in accordance with Federal, or State of Missouri (as appropriate for facility) law.

3.7.2.2.3 Updated copies of all licenses and certificates shall be provided to the COR throughout the term of the purchase order. All costs of licenses and certifications shall be borne by the Contractor.

3.8 Key Subcontractors. While the positions responsible for performing the following tasks are important to the successful execution of this purchase order, they are not subject to the Key Personnel clause. Therefore, the Contractor will provide the COR written notification, at least 24 hours prior to the effective date of dismissal, resignation, or retirement, for personnel performing these tasks on this purchase order:

· Flooring cleaning and maintenance;

· Upholstery…