Performance Work Statement Ft Logan Janitorial.docx

PERFORMANCE WORK STATEMENT

1. GENERAL INFORMATION

1.1. This is a performance-based contract for cemetery Janitorial services at Fort Logan National Cemetery, Denver, Colorado and hereafter referred to as “Fort Logan” or “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of “Janitorial services” described herein, which are required to maintain sanitation and an aesthetic appearance of the Cemetery’s Administration Office building, Maintenance building, Public Information Center (PIC) building, and Committal Shelters. Total area of all four locations to be serviced is approximately 6,361 square feet.

1.2. This Performance Work Statement describes the basic objectives of the Fort Logan National Cemetery Janitorial Program. The Performance Based Service Contract provides potential Offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the Offeror’s understanding of all aspects of the effort to be performed by eliminating the "how to" instructions to accomplish the required effort normally contained in the Statement of Work that the Government traditionally provides to prospective Offerors. Minimum acceptable levels of performance to meet the minimum requirements are outlined in the “Services Summary” contained in Attachment 1.

1.3. THE NATIONAL CEMETERY ADMINISTRATION MISSION

1.3.1. The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations’ concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the Performance Work Statement, Performance Work Requirements Summary, and Guidance Specifications shall be required and shall be essential.

1.4 THE NATIONAL CEMETERY ADMININSTRATION BACKGROUND

1.4.1. In 1999 Congress passed legislation requiring VA to ensure that National Cemeteries serve as a dignified and respectful setting. Each Cemetery is to be an expression of appreciation and respect of a grateful Nation for the service and sacrifice of her veterans.

1.4.2. Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice, and nobility of purpose. The National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

2. CONTRACT OBJECTIVES

2.1. To use an innovative and creative approach to manage the Cemetery’s Janitorial operations at the Fort Logan National Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in this solicitation.

2.2. To have the Contractor perform to its Technical Performance Approach focused on criteria designed to maintain a satisfactory facility condition and present a clean, neat, and professional appearance.

2.3. The minimum length of the contract is planned for one (1) base period with up to four (4) one (1) year options individually exercised at the VA’s discretion and dependent on the availability of funds.

3. DESCRIPTION OF SERVICES

3.1. The Contractor shall furnish all personnel, supervision, professional expertise, equipment, tools, services, quality control, and materials (with the exception of toilet tissue, paper towels, hand soap, and plastic liners for trash cans) necessary to ensure that non-personal Janitorial services are performed at the Cemetery in a manner that will maintain a satisfactory facility condition and present a clean, neat, and professional appearance. The Contractor shall accomplish all cleaning tasks to meet the requirements of this PWS and the Service Summary (SS). Maximum cleaning frequencies are established in Attachment 2. Estimated square footages are established in Attachment 3. All work performed by the Contractor shall be performed in accordance with all applicable laws, regulations, and commercial practices.

3.2. Fort Logan National Cemetery shall be responsible for furnishing all paper products (i.e. paper towels and toilet tissue), hand soap, and plastic trash bags/liners.

3.3. Areas to be cleaned:

3.3.1. Administration Building: Lobby, offices, conference room, kitchen, break room, operation’s center, and five (5) restrooms.

3.3.2. Maintenance Building: Hallways

3.3.3. Public Information Center: Lobby, kitchen, Honor Guard area, and three (3) restrooms.

3.3.4. Committal Shelters (total of three (3) on-site): Door cleaning only, 12 glass paned French doors per shelter, each approximately 9’-10” x 3’-4”

4. ROUTINE FACILITY CLEANING SERVICES

4.1. Non-Carpeted Floors (Hard Floors: Ceramic Tile, VTC, Concrete, etc.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matters by effective daily cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, wet mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. Floor surfaces, to include grout, shall have a clean, uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water after cleaning. Baseboards, corners, and wall/floor edges shall also be clean. Floors shall be continuously free of all debris such as paper, coins, and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. “Wet Floor” signs shall be used when appropriate.

4.2. Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matters by effective daily vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, or unraveling shall be brought to the attention of the Contracting Officer’s Representative (COR). Area and throw rugs shall also receive this service. Floors shall be continuously free of all debris such as paper, coins, and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Plastic protectors under desks shall be cleaned.

4.3. Entrances and Entrance Platforms. Shall be cleaned daily; sweeping and trash removal as a minimum.

4.4. Kitchens, Breakrooms, and Lunchrooms. All surfaces of tables, countertops, and chairs shall be cleaned and disinfected using a germicidal detergent. Sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other foreign matter. Clean the outside surfaces of microwaves and refrigerators in the Admin and PIC buildings. Wipe out interior of microwaves and sinks located in lunchrooms and kitchen areas using germicidal solutions.

4.5. Dusting Horizontal Low Surfaces. Low dusting includes surfaces within 6’ of the floor and must be free of dust, lint, cobwebs, and litter. Dust office furniture, file cabinets, tables, chairs, ledges, partitions, vents, railings, equipment housings, windowsills, and all other horizontal office furniture and accessories; including pictures, fire extinguishers, and items in the foyer. Waiting room chairs shall be dusted and vacuumed weekly.

4.6. Drinking Fountains. Contractor shall clean all facility’s drinking fountains. All porcelain and polished metal surfaces, including the orifices and drains, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

4.7. Spot Clean Vertical Surfaces. Spot clean all doors, door frames, kick plates, base boards, storage lockers, interior lighting fixtures, and areas around light switches; removing fingerprints, smudges, and scuff marks. Thoroughly clean soiled wall coverings and chairs throughout the contract coverage area. Clean the informational kiosk screen located at the PIC with a non-abrasive cleaner that will not harm the plastic screen. Computer monitors will not be cleaned with any products, only dusted.

4.8. Windows, Interior Glass, and Entrance Glass. All interior window surfaces, interior glass, entryway and entrance door glass (inside and out), including glass in all doors, partitions, walls, display cases, and directory boards shall show no trace of film, dirt, smudges, water, or other foreign matter.

4.9. Clean Floor (Walk-Off) Mats and Kiosk Area. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location. Sweep and spot clean area around kiosk.

4.10. Trash and Recyclables Collection/Removal. All trash and recyclable containers shall be emptied, transported, and disposed of in designated area(s) along with recyclables collected and placed in designated area(s) ensuring containers returned to their original locations. (Note: All cardboard is classified as recyclable and should be treated as such.) The shredder bins shall be emptied and treated as recycling no less than weekly or when the bin(s) are full. The Contractor shall replace any obviously soiled, worn, or torn plastic liners each visit. Trash and recycling receptacles shall be left clean, free of foreign matter, and free of odors.

4.11. Ashtrays. Empty and clean all ashtrays; remove debris from sand urns, smooth sand, and replace when necessary (sand to be furnished by the Cemetery).

4.12. Submittal of Facility Defects. When routine facility defects (e.g. dripping faucet, loose door, loose window frame, etc.) and/or fire hazards are discovered, they shall be reported to the COR. Lost and found articles shall be turned over to the COR.

4.13. Closing Procedures. Arrange furniture to original position. Report any damage or unusual circumstances. Straighten janitorial closet, if utilized.

5. ROUTINE RESTROOM/LOCKER ROOM CLEANING SERVICES

5.1. Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures and faucets, exposed pipes, partitions, dispensers, walls, stalls, stall doors, entry doors (including handles, kick plates, ventilation grates, metal guards), light fixture covers, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals shall be free of spots, water spots, scale buildup, soap scum, odors, or any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge/stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout below six feet shall be free of all film, spots, and detergent buildup.

5.2. Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 4.1. by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

5.3. Stock and Refill Restroom Supplies. Contractor shall ensure restrooms are stocked and dispensers are filled sufficiently so any provided supplies, including toilet tissue, paper towels, and hand soap, do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two (2) hours of notification. Toilet tissue, paper towels, plastic trash liners, and hand soap shall be supplied by the Cemetery.

5.4. Restroom Trash Removal. All trash containers in restrooms and locker rooms, including sanitary napkin disposal containers, shall be emptied, trash disposed of, and containers returned to or reassembled in their original locations. The Contractor shall replace plastic trash can liners each visit. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

5.5. Restroom Checklists. The Contractor’s employee(s) on duty shall sign off daily on the restroom checklists, which are generally located in the foyers or attached to the doors of the public restrooms and staff restrooms.

6. PERIODIC CLEANING SERVICES (Services performed on a monthly, quarterly, semi-annual, or annual basis). These services will need to be coordinated with the COR if any will be done after hours and/or during the weekend.

6.1. Monthly High Dusting and Spot Cleaning. High dusting includes surfaces 6’, up to a max 10’, above the floor. Surfaces include items such as ceiling fans, clocks, pictures, ledges, windowsills, interior and exterior lights and pipes. Damp wipe all vertical blind surfaces. Remove any cobwebs. Clean and sanitize telephones. Surfaces shall be free of all dust, lint, litter, and other foreign matter once service has been completed.

6.2. Semi-Annual Hard Floor Maintenance (To be performed in April and October; after normal duty hours, beginning at 4:30 p.m. to 10:00 p.m. or on the weekends 7:00 a.m. to 4:00 p.m.). Pertaining floors shall be cleaned, scrubbed, stripped, sealed, waxed, and polished as required for the appropriate surface to maintain, protect, and ease normal routine floor cleanings. After periodic maintenance, floor surfaces shall have a uniform clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

6.3. Semi-Annual Carpet Restorative Cleaning (To be performed in April and October; after normal duty hours, beginning at 4:30 p.m. to 10:00 p.m., or on the weekends 7:00 a.m. to 4:00 p.m.). Carpets (including outside carpeted mats) shall be deep cleaned to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction, and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.

6.4. Semi-Annual Air Register, Diffuser, and Grille (Vent) Cleaning (To be performed in April and October). Includes the outside part accessible to cleaning, without removal of registers, diffusers, or grilles. This cleaning is in addition to cleaning of the outside fixture performed as part of the routine cleaning.

6.5. Semi-Annual Light Fixture Cleaning (To be performed in April and October). Ceiling lights, emergency lights, patio lights, outside entrance and all lights (except desk and table lights) shall have their covers removed and the Contractor shall clean the light inside and out. This cleaning is in addition to cleaning of the outside fixture performed as part of the routine cleaning.

6.6. Semi-Annual Exterior Window Cleaning (To be performed in April and October). All exterior glass surfaces that are in integral part of the outer surface of the building shall be cleaned no less than monthly during the designated period and show no traces of film, dirt, smudges, water, or other foreign material.

6.7. Semi-Annual Committal Shelter Cleaning (To be performed in May and October; prior to Memorial and Veteran’s Days). The Contractor shall clean the Committal Shelter doors to include door glass, frames, and hardware once a quarter. Clean water shall be used. Cleaning techniques with water shall include pressure (low and high) spraying, soaking with a chemical cleaner, scrubbing, and/or rinsing; and show no traces of film, dirt, smudges, water, or other foreign material.

6.8. Annual Blinds and Window Screens Cleaning (To be performed in April). The Contractor shall clean all interior window blinds and exterior window screens in the Admin, Maintenance, and PIC buildings. The Contractor shall clean both sides of the screens and blinds; and ensure there are no traces of film, dirt, smudges, water, or other foreign matter. Screens shall be removed prior to cleaning and screens shall be completely dry before reinstalling. The Contractor shall be responsible for cleaning the windows of any smudges and/or dirt as a result of cleaning the screens and/or blinds.

7. CONTRACTOR WORK HOURS AND WORKDAYS

7.1. Routine and daily services provided under this Contract shall be furnished Monday through Friday accordingly*:

7.1.1. Admin building administrative side (including restrooms): from 7:30 a.m. to 10:00a.m.

7.1.2. Admin building maintenance side (including breakroom and locker rooms): shall not interfere with the following times coinciding with employee meetings or break times:

7.1.2.1. 8:00 a.m. to 8:15 a.m.

7.1.2.2. 10:00 a.m. to 10:15 a.m.

7.1.2.3. 12:00 p.m. to 12:30 p.m.

7.1.2.4. 2:00 p.m. to 2:15 p.m.

7.1.3. Public Information Center building: from 8:00 a.m. to 12:00 p.m.

* All times are Mountain Time

7.2. Some Quarterly periodic services (see Paragraph 6.1. and 6.2.) shall require the Contractor to work after normal duty hours. In such cases, the Contractor shall submit the request to work to the COR at least five (5) workdays in advance of performing said services. No services shall be performed the second Saturday of any month.

7.3. The Contractor shall be required to perform services on Memorial Day and Veteran’s Day, even if those holidays fall within a weekend. The Contractor shall not perform services on any other Federal Holiday or any other day specifically declared by the President of the United States to be a national holiday. Should a holiday fall on the scheduled workday, the workday shall be moved to the day before or the day after the holiday. All work must be completed within the hours allotted in the Contract.

8. BUILDING SECURITY

8.1. No keys will be provided to the Contractor. (See Paragraph 4.13, Closing Procedures)

8.2. Upon completing work in an area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

8.3. The Contractor shall notify the COR when unauthorized or suspicious persons are seen on the premises.

9. SAFETY

9.1. The Contractor shall display warning signs that have been approved by the Contracting Officer’s Representative (COR) in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.

9.2. The cleaning of lobbies and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel to cross the wet surface to gain access to other areas.

9.3. Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Contractor personnel shall check and ensure encountered areas are locked. Ensure areas are secured and windows closed and locked. The COR or designee shall be notified of any unlocked doors or windows during his/her duty hours.

10. CONTRACTOR FURNISHED EQUIPMENT/SUPPLIES

10.1. The contractor shall furnish the supplies necessary to perform all services required. Supplies and equipment shall meet the specifications below and comply with VA, Federal, or State Occupational Safety and Health Standards and Fire regulations.

10.2. All items shall be approved by the COR prior to being used. New supplies or changes in previously approved material shall require product literature and may require samples.

10.3. Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to property. At no time shall chairs, wastebaskets, brooms, mops or any other items normally placed on the floor be placed on any surface of furniture or equipment.

10.4. Contractor’s equipment shall be compatible with existing sources of furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with a disinfectant detergent each day prior to storage.

10.5. Rotary floor polishing, buffing and scrubbing machines, shall be equipped with brush or pad head drive assemblies made of non-porous materials. Equipment will be checked for electrical safety and records maintained.

10.6. All electrically operated equipment shall be equipped with quiet-type motors, be third wire grounded, and equipped with an appropriate length of UL approved three-conductor cord. Extension cords are prohibited.

10.7. All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.

10.8. When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.

10.9. Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All material not immediately used shall be properly stored.

10.10. Supplies and equipment reserved for use in designated areas shall not be transferred to the other areas. All such items assigned shall be plainly marked with the area’s designation.

10.11. Floor Polishing Liquid – The liquid shall be synthetic co-polymer plastic (not a wax), water emulsion with a solid content of at least 16 percent, removable by detergent scrubbing, safe for use on all synthetics, and resist scuffing and water penetration.

10.12. Stripping Compound – The product shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia, or other ingredients which would produce any harsh, harmful, or noxious odors or fumes, either in use or in storage. It is permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as it meets the above requirements.

10.13. Mops – Non-disposable mop heads shall be neutral colored and made of rayon yam. Cotton yam may be used only if the disinfectant-detergent is not a quaternary ammonium compound as cotton neutralizes quats. Mop heads shall be washed in housekeeping closet sinks.

10.14. Cloths, Impregnating, Dusting and Sweeping – These cloths shall be tubular cotton with 18 percent to 22 percent non-oil impregnation by weigh, and the impregnations compound shall be registered with EPA.

10.15. Vacuum Cleaners – All vacuum equipment shall have an industrial use micro-static impaction type filtration system, which shall filter out all dust and bacteria particles larger than 0.3 microns and shall be equipped with quiet-type motors. All vacuum equipment (i.e. tank, hose, and bag) shall be cleaned daily with disinfectant detergent. Vacuum filters shall be cleaned weekly.

10.16. Other Items –

10.16.1. Floor Polisher – Floor polishers shall have a non-porous scrubbing surface to inhibit bacterial growth.

10.16.2. Mop Buckets – The double bucket mopping system shall be used. Buckets shall be constructed of nonporous, acid resistant, seamless material.

10.16.3. Signs – Signs shall contain easily understood directions, in English.

10.16.4. Contractor Equipment – The Cemetery shall not be held responsible for any items of Contractor’s equipment which are lost, damaged, or stolen. The contractor shall tag all contractor owned equipment for identification.

11. GREEN CLEANING

11.1. The Contractor shall use green cleaning products and processes. Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants and workers' health and reduce the impact on human health and the environment. Unlike a traditional cleaning program, a green Janitorial program takes a holistic approach to building cleaning and goes beyond simple appearances to focus on health and environmental impacts.

11.2. Green cleaning products and processes include, but are not limited to products containing recycled content, environmentally preferable products and services, vacuum cleaners with High Efficiency Particulate Air (HEPA) filtration, bio-based products, and products and services that minimize the use of energy, water, and other resources. In addition to compliance with these requirements, the Contractor shall follow all applicable standard industry practices including, but not limited to, those published by the National Institute of Building Sciences (NIBS), American Society of Testing Materials (ASTM), and Carpet and Rug Institute (CRI), as well as applicable standards of the Environmental Protection Agency (EPA).

11.3. The Contractor shall take every precaution to ensure that, if available, only safe and environmentally preferable products are used. Preference must be given to cleaning products that meet the following: United States Department of Agriculture (USDA) designated bio-based products, Green Seal certified (Standard GS-37 for Commercial and Institutional Cleaners, Comprehensive Procurement Guidelines (CPG)), and applicable Executive Orders.

11.4. The Contractor shall give preference to supplies and products that are "environmentally preferable". The list of Comprehensive Procurement Guideline (CPG) items are available at http://www.epa.gov/cpg and their associated Recovered Materials Advisory Notices (RMAN’s) are available at https://www.epa.gov/smm/regulatory-background-comprehensive-procurement-guideline-program-cpg. Items such as trash bags are on the CPG list. This includes concentrated and ready-to-use cleaning chemicals (spray bottles must be labeled with the contents) that use ecologically sound packaging, are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, and non-aerosol; contain no carcinogens, mutagens and teratogens; contain no ozone-depleting substances; and are bio-based and fully biodegradable. Such products must have lower toxicity and reduced potential for skin, eye, and respiratory irritation than comparable products used for the same purpose and must contain no unnecessary dyes or fragrances. Concentrations are preferable compared to ready-to-use products and should be used wherever possible. Furthermore, dilution control equipment (use equipment or systems consistent with those specified or recommended by the manufacturer of the concentrated products) should be employed to ensure correct dilutions of concentrations and to protect workers from exposure to concentrated chemicals. Preference must be given to cleaning products meeting the following Green Seal Standards: GS-37 for Commercial and Institutional Cleaners for those product categories covered by this Standard (https://greenseal.org/standards/gs-37-cleaning-products-for-industrial-and-institutional-use/) and GS-34 for Degreasers (https://greenseal.org/standards/gs-34-cleaning-and-degreasing-agents/).

11.5. The Contractor must give preference to floor finish and floor maintenance products that are free of metals, such as zinc, arsenic, lead, cadmium, cobalt, chromium, mercury, nickel, or selenium.

12.2. Contractor shall maintain the SDS in a location accessible to all employees and shall advise the COR of their location. The SDS shall be available for inspection by the COR on request.

12.3. Contractor shall store chemicals and cleaning supplies in an area designated by the COR (see Paragraph 14, USE OF CEMETERY FACILITIES). ALL CONTAINERS shall be clearly marked as to their contents, and the Contractor shall provide spill containers for all liquids. The Contractor shall contain, fully clean up, and report all spills on Government property in a manner that complies with all applicable Federal, State, and local laws and regulations, or otherwise stated herein, and the Cemetery Spill Control Plan at no additional cost to the Government.

13. STANDARDS OF EMPLOYEE CONDUCT

13.1. Contractor personnel shall be required to adhere to the following standards of dress and conduct, as briefly mentioned here, while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901.

13.2. Contractor personnel shall be fully clothed at all times, to include upper garment to cover body from the waist to the neck and long pants or slacks. Clothing shall be clean, presentable, and suitable for the work while maintaining proper appearance and decorum indicative for a National Shrine. Proper personal hygiene is imperative. T-shirts and/or tank tops as outer garments are prohibited. Garments, which have a message, slogan, or printing of any kind other than the Contractor’s business attire, are prohibited. Protective/safety clothing and shoes shall meet or exceed OSHA and state requirements. Uniform shirts and hats are acceptable as long as they meet all other attire requirements and are uniform among all Contractor employees.

13.3. Behavior and language must be appropriate, reverent, and respectful at all times. The Contractor’s personnel shall not engage in loud or boisterous behavior, angry outbursts, or use of profane or abusive language at any time on Government premises. Playing radios and/or electronic games/devices shall only be done at lunchtime and in designated break areas. Due to the sensitive mission of the Cemetery, Contractor employees will come into daily contact with grieving individuals, therefore Contractor employees will exercise and exhibit absolute decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Inquiries from Cemetery visitors shall be politely referred to Government Cemetery staff. Gratuities of any kind are strictly prohibited.

13.4. The Contractor’s personnel shall consume food and beverages only within areas designated by the COR. Intoxication, violence, or criminal acts of any kind will not be tolerated and is cause for immediate removal from Government property. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. Use of tobacco products is only allowed in specific areas designated by the COR.

14. PARKING AND VA REGULATIONS

14.1. Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. The Cemetery will not validate or make reimbursement for parking violations of the Contractor’s employees under any conditions. Smoking is prohibited inside any building at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation/summons answerable in the United States (Federal) District Court, or another appropriate jurisdiction/agency.

15. USE OF CEMETERY FACILITIES

15.1. The Cemetery shall provide the Contractor space for supplies and equipment storage.

15.2. The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and Janitorial maintenance of Cemetery facilities used by Contractor's employees.

15.3. Electricity and water WILL be furnished by the Government for Contractor’s use. Phone service will NOT be provided by the Government for the Contractor’s use.

16. SUPERVISION AND TRAINING

16.1. The Contractor shall establish and maintain an office through which the Contract Manager or alternate(s) can be contacted during duty hours. The Contract Manager or alternate shall be available during standard duty hours to meet at the Cemetery within one (1) hour with the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the COR telephone a number(s) where surveillance results and complaints can be reported. The Contractor shall also provide the COR with the names and phone/pager numbers of Contractor POCs for after business hours including nights, weekends, and Holidays. This information will be kept and updated by the Contractor whenever personnel changes occur. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

16.2. The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may direct the removal of an employee from the premises. Contractor objections to any such action will be referred to the Contacting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later date or time. The Contractor will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless the removal is directed by the COR and is later found invalid and/or unreasonable by the Contracting Officer.

16.3. The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. Training shall be accomplished within the first thirty (30) days of employment, with refresher courses on an annual basis. OSHA standards shall be observed by the Contractor in all work performed. Contractor shall ensure that appropriate safety equipment is used by Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to, and records will indicate by name and date when employees are trained in the following:

16.3.1. National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

16.3.2. Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

16.3.3. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

16.3.4. Hazard Communications (OSHA, HCS, 29 Code, FR 1910.1200)

16.3.5. Hazard spills/Waste Handling

16.3.6. Universal Precautions (OSHA, 29 CFR Part 1910.1030)

16.3.7. Equipment Operations Training (Utility Training)

16.3.8. Initial Environmental Management System (EMS) awareness training and annual EMS awareness refresher training if the contract is greater than one (1) year. The COR or designated appointee will be responsible for providing the EMS training, as well as providing the method of training. Individual documentation processes will be established by the COR or designated appointee.

17. INSPECTION AND CLEANING OF CEMETERY FACILITIES

17.1. The Contractor shall perform a weekly inspection. During this inspection the appearance of the Cemetery will be observed, and any deficiencies noted within the scope of the contract will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the COR or his/her representative.

17.2. The Contractor shall be required to submit inspection reports and work accomplished to the COR weekly. The COR is located at the Fort Logan National Cemetery. The inspection forms will be provided to the Contractor. (See “Work Summary and Progress Report”, Attachment 6)

18. QUALITY ASSURANCE

18.1. The Government COR shall conduct surveillance activities and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after Contractor has provided the services. The COR shall utilize the Contractor’s work schedule to plan their inspections and surveillance activities. The COR will record inspection and surveillance results which then become the official National Cemetery Administration record of the Contractor’s performance.

18.2. Actions to be taken.

18.2.1. Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

18.2.2. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

18.2.3. When the Contractor is not meeting the acceptable limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.

18.2.4. When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, “Inspection and Acceptance”.

18.2.5. If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the contractor is feasible.

18.2.6. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO with a Contract Discrepancy Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten (10) calendar days of receipt. The CO will have ten (10) calendar days to respond back to the Contractor with acceptance or rejection of the Contractors’ response to the CDR.

18.3. Performance Evaluation Meeting expectations.

18.3.1. The issuance of a Contract Discrepancy Report (CDR) found at Attachment 5 may be cause for the scheduling of a meeting between the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and COR will sign minutes of the meeting(s).

18.3.2. Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten calendar days, and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.

19. CONTRACTOR’S QUALITY CONTROL PLAN (QCP)

19.1. The Contractor shall submit a Quality Control Plan (QCP) for Contracting Officer and COR acceptance within 14 calendar days after contract award to assure the requirements of this contract are provided as specified. Any changes thereafter must also be provided to Contracting Officer and COR for acceptance. The Contracting Officer will review the QCP, list any needed clarifications, and return it to Contractor for response, if necessary.

19.2. At a minimum, the Contractor’s QCP shall include the following or have been incorporated into during performance of contract:

19.2.1. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.

19.2.2. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

19.2.3. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.

19.2.4. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

19.2.5. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

19.2.6. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.

19.2.7. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

20. REPORTING AND RECORD KEEPING

20.1. The Contractor Superintendent, or his/her designee, shall provide the COR with the following documentation:

20.1.1. The Contractor Superintendent shall provide a WEEKLY, accurately written report identifying all work that took place within the previous seven (7) calendar days. The contractor shall document services performed, indicate the location where work was performed, and provide information to the COR as required.

20.1.2. The Contractor shall submit the following documents or information in accordance with the table below.

Table 20

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1 through Attachment 7

Attachment 1 Performance Work Requirements Summary

Attachment 2 Maximum Cleaning Frequencies

Attachment 3 Estimated Square Footages and Floor Finishes

Attachment 4 Site Map

Attachment 5 Floor Plans

Attachment 6 Work Summary and Progress Report

Attachment 7 Contract Discrepancy Report (CDR)

ATTACHMENT 1

SERVICES SUMMARY

1. The purpose of this exhibit is to:

a. List the contract requirements considered most critical to acceptable contract performance.

b. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory.

c. Define the procedure the Government shall use in reducing the Contractor’s monthly payment if satisfactory performance is not rendered.

2. The Government's quality assurance procedures are based on actual performance of the contract, and all areas will be reviewed periodically, (e.g. daily, weekly, monthly, quarterly, or annually).

3. The criteria for acceptable and unacceptable performance are as follows:

a. Contract requirements. The criteria for requirements are the level of performance deemed acceptable to the Government.

b. If the quality of work does not comply with the contract requirements the COR will initiate, and the Contractor shall be required to complete a Contract Discrepancy Report (CDR).

c. The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

d. If the level of performance is deemed unacceptable to the Government, payment may be reduced for unsatisfactory performance by the percentage as shown in the chart below:

SERVICES SUMMARY (Continued)

Performance Objective

Threshold

SS-1

Routine Facility Cleaning Services

i. Non-Carpeted Floors

ii. Carpeted Floors

iii. Entrances

iv. Kitchen/Breakrooms

vi. Dusting

vi. Drinking Fountains

vii. Vertical Surfaces

viii. Windows and Glass

ix. Walk-Off Mat/Kiosk area

x. Trash Removal/Ashtrays

Within 2 hours of notification Periodic Validation, customer complaint

SS-2

Restroom/Locker Room Cleaning Services

i. Clean and Disinfect

ii. Floors

iii. Supplies

iv. Trash Removal

Within 2 hours of notification Periodic Validation, customer complaint

SS-3

Periodic Cleaning Services

i. Hard Floor Maintenance

ii. Carpet Cleaning

iii. Air Registers/Grills

iv. Light Fixtures

v. Window Exteriors

vi. High Dusting

vii. Committal Shelter Doors

ix. Blinds and Screens

Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.

Periodic Validation, customer complaint

SS-4

Quality Control Inspection procedures are followed and documented in accordance with Contractor’s Quality Control Plan (incorporated into contract after award).

ATTACHMENT 2

MAXIMUM CLEANING FREQUENCIES

ATTACHMENT 3

ESTIMATED SQUARE FOOTAGES AND FLOOR FINISHES

Administration Building

Maintenance Building

Public Information Center Building

Grand Total Square Footage All Areas = 6,361 sf

ATTACHMENT 4

SITE MAP

ATTACHMENT 5

FLOOR PLANS (ADMIN SOUTH)

FLOOR PLANS (ADMIN NORTH)

FLOOR PLANS (MAINTENANCE)

FLOOR PLANS (PIC)

ATTACHMENT 6

To:

Fort Logan National Cemetery

Project Title:

Janitorial Services

Contract No: