Performance Work Statement Janitorial Service Florence SC.docx

Coastal Plains Soil, Water and Plant Researh Center 2611 W. Lucas Street Florence, SC 29501 www.usna.usda.gov

PERFORMANCE WORK STATEMENT (PWS)

FOR

JANITORIAL

SUPPORT SERVICES

AT THE

Coastal Plains Soil Water and Plant Research Center Florence, SC

TABLE OF CONTENTS

8.4 Miscellaneous cleaning …………………….……….…………………………………………………………………………………..7

1.

BACKGROUND

The USDA Coastal Plains Soil, Water, and Plant Research Center (CPSWPRC) is a location within the United States Department of Agriculture (USDA), Agricultural Research Service, Southeast Area. CPSWPRC is located at 2611 W. Lucas Street, Florence, SC and houses approximately 25-30 employees. The Research Center is comprised of 3 main laboratory buildings located at the site. The CPSWPRC is open five days a week, Monday - Friday from 8:00 a.m. to 5:00 p.m., except all federal holidays. The facility may be closed on Christmas Eve, New Years Eve or other times not scheduled. The government will notify the contractor as soon as possible to reschedule services. The facility is closed all other hours and weekends.

2. GENERAL SCOPE OF WORK

The Contractor shall provide all labor, cleaning supplies, materials, equipment (including floor cleaners), and employee training as necessary to ensure custodial (basic cleaning, restroom cleaning, refuse removal) services are performed. Performance shall be in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance at all times, at frequencies determined by the contractor and government. All work shall be in accordance with commercial standards, requirements of this PWS, and all federal, state, and local laws. Performance will be based on the government’s evaluation of results, not the frequency or method of performance. The evaluation of results will be based on customer satisfaction, inspections, best trade practices, etc. Final results will be the determining factor for the success or failure of this contract. Drawings of areas to be cleaned are listed in Appendix 1 highlighted in yellow. The Building 1 labs highlighted in red (appendix 1) are included in the floor stripping/waxing only.

Base Year + 4 Option Years.

The Contractor shall maintain the following:

The USDA facility consists of approximately 6,500 SF of area that needs cleaning. Contractor must verify exact area square footage. Attachment I – Lists the buildings where services will be performed.

3. PLACE OF PERFORMANCE

CPSWPRC is located at 2611 W. Lucas Street, Florence, SC in Buildings 1, 2, 3 and Quad Building.

4. SERVICE WORK AND HOURS OF OPERATION

Services will be performed between the hours of 08:00am and 5:00pm Eastern time. Adjustments to those hours must be approved by the COR and Contracting Officer.

5. FEDERALLY OBSERVED HOLIDAYS

The CPSWPRC is open Monday through Friday. The facility buildings are closed on New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Veterans Day, Thanksgiving Day, and Christmas Day.

United States Department of Agriculture Agriculture Research Services

PERFORMANCE WORK STATEMENT (PWS)

11 | PWS

6. QUALITY CONTROL

The Contractor shall perform the requirements of the PWS in accordance with a Quality Assurance Surveillance Plan (QASP) that identifies how the Performance Work Statement and standards in the Services Summary will be maintained.

7. QUALITY ASSURANCE

7.1 A CPSWPRC representative will monitor the quality of the services provided in accordance with the Quality Assurance Surveillance Plan (QASP). If work does not meet the standards the first recourse is to have the work re-performed by the contractor. If the contractor is unable to re-perform the work, additional work for the same amount will be performed or other consideration will be requested and agreed to between the contracting officer and contractor with COR input.

7.2 Deductions will be based on performance deficiencies for which the Contractor did not or could not take the appropriate corrective action and are identified in the Services Summary. Preference is to have the contractor re-perform the work on the same day or a scheduled time that the COR and Contractor have agreed to in advance.

8. PERFORMANCE REQUIRMENTS (TASKS)

Prior to the start of work under this contract, the contractor shall submit a cleaning frequency schedule to the COR and the Contracting Officer. This schedule identifies cleaning frequencies for the requirements listed below.

8.1 Trash Collection, Recycling and Removal.

8.1.1 Empty and return all trash receptacles to their original location in common areas, hallways, lobby areas, office areas, bathroom facilities, storage areas, lunchroom conference room and throughout the CPSWPRC or other locations to be identified by the COR. This includes removing empty boxes, and paper that is either marked as “Trash” or known to be trash.

8.1.2 Ensure all receptacle containers are clean and have a trash receptacle liner. Soiled or torn trash receptacle liners shall be replaced with new liners.

8.1.3 Dispose of all boxes or anything marked "TRASH" found in the building.

8.1.4 Trash shall be deposited in the exterior trash collection bin located behind Building 1.

8.1.5 Monitor containers designated for recycling materials to prevent overflow of paper, cardboard, plastic and aluminum cans. These containers are located in Building 1 and the Quad Building. Recyclables shall be deposited into designated areas identified by the COR or CPSWPRC representative.

8.2 Non-Carpet Floor Maintenance.

8.2.1 Clean all non-carpet floors and keep them free of any dirt, litter, grime to ensure a clean appearance; Non-carpeted areas; shall be swept, dust mopped, and/or damp mopped to ensure they are free from dirt, debris, dust, scuff marks, heel marks and any other foreign matter. All accessible areas shall be mopped. After being mopped the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue or any evidence of soil, stains, film debris, or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area. Baseboards, corners, wall, and floor edges shall also be clean. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc.

8.2.2 Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper placement.

8.2.3 Mop, all non-carpeted floors. Use floor signs to alert building occupants of any slippery and/or wet surfaces during cleaning operations. Signs shall be posted where easily visible to minimize accidents. Mopping will be done on a weekly basis.

8.2.5 Buff all non-carpeted floors throughout the facility to ensure they display a high gloss shine. Submit a buffing schedule to the COR one (1) work week in advance prior to any buffing being performed in the facility. Buffing will be performed in accordance with the COR and contractor agreed to schedule. Buffing will be done as needed following each waxing.

8.2.6 Ensure that when furniture or equipment must be moved, no chairs, wastepaper baskets, or other similar items are stacked on desks, tables, window sills, laboratory benches, or other stationary equipment. Upon completion of work, all furniture and equipment shall be returned to its original position.

8.2.7 Additional floor requirements:

8.2.7.1 Tile floor areas located in facilities including corners, and doors, under furniture, etc. must be kept clean and free of debris. No heel marks, dust or water streaks should be visible and the floor shall not appear dingy or cloudy. Floors shall be cleaned and finished to display a high glossy shine, but shall be maintained to provide safe anti-slip walking conditions.

8.2.7.2 The floors shall be cleaned in such a manner so that no dust is raised. Debris shall be deposited in receptacle(s) provided for this purpose.

8.2.7.3 Special attention should be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance.

8.2.7.4 Floors shall be stripped, waxed and buffed twice during the contract year. The floor waxing task for Bld1 may be divided into 2 separate sections to allow for the logistics of clearing furniture/items from areas subject to waxing. This schedule shall be established by the contractor and the COR. Floor waxing will be scheduled after working hours due to high traffic demands. At least 4 coats of wax shall be applied per event as per standard practice and manufacturers’ recommendations.

8.3 Carpeted Floor Maintenance (Quad Building)

8.3.1 Vacuum all carpeted areas including mats throughout the building to ensure they are free of any accumulated dirt and debris. This includes but is not limited to sand, grit, soils, dust, and other types of non-adhesives.

8.3.2 All vacuuming shall be done during normal working hours.

8.3.3 Clean with government approved biodegradable cleaning agents. Any carpeted area that still displays a spill, soiled, stained appearance after two (2) hours will be re-cleaned to ensure no carpeted area is left discolored or showing excessive wetness.

8.3.4 There shall be no spots, smears, stains, dirt streaks, spillage, or crusted material.

8.3.5 Notify COR by the end of the work day if unable to remove spots or stains. That includes rips, tears or other carpet defects.

8.3.6 The Quad building carpet shall be shampooed at least once a year including common areas and offices.

8.3.6 Assure that there shall be no evidence of frizzing caused by harsh rubbing or brushing of carpet fibers.

8.3.7 Assure that debris is deposited in receptacles provided for this purpose.

8.3.8 Use of HEPA vacuums is mandatory for all vacuuming tasks.

8.4 Restroom Maintenance

8.4.1 Restroom maintenance is required weekly and as specified the Contractor shall:

8.4.1.1 Thoroughly clean all restrooms in accordance with the schedule. Provide additional cleaning as necessary during peak seasons, high visitations, and special events. Clean all restroom toilets, sinks, urinals, mirrors, stall doors, plumbing fixtures, shower, floors, trash receptacles, soap dispensers, paper towel dispensers, and sanitary dispensers to ensure they are free of foul odors, have a fresh, clean odor and a sanitized appearance that is free of any unsightly trash, dirt, grime, debris, scale deposits, excess water, or foreign matter. This includes: all wall surfaces, partitions, window frames, sills, floor drains, and shelving areas. Urinal traps shall be free of foul odors. If dispensers are found defective, notify the COR prior to the end of the workday with the location and type of dispenser.

8.4.1.2 Descaling of sinks, plumbing fixtures, toilets, and urinals shall be performed as required to keep areas free of scale, soap films, and other deposits. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

8.4.1.3 Periodically the contractor may be required to plunge a toilet and clean up spills that happen. If the toilet is beyond plunging or normal janitorial duties the contractor shall notify the COR for building maintenance to repair.

8.4.1.4 Replenish restroom supplies such as paper towels, toilet paper, and hand soap, where required. Restroom supplies will be supplied by the government.

8.4.1.5 Notify the COR immediately upon discovery or notification of any defective Government equipment or property.

8.5 Miscellaneous Cleaning

8.5.1 Doors and Walls: Clean all interior/exterior glass doors including entry way doors in Building 1 as identified. After cleaning the glass there shall be no traces of film, dirt, smudges, water, or other foreign matter. Also, clean walls to the Lobby area of main building entrance to ensure they are free of any smudges, fingerprints, lint, cleaning marks, cobwebs, stains, marks and streaks; paying particular attention to walls, toilet walls, stalls, and partitions. The doors and walls shall have a clean appearance and be free of cleaning film.

8.5.2 Dusting: Dust all common area walls, furniture, cabinets (exterior surfaces only), window sills, ledges, and vertical blinds to ensure they are free of collected dust. Ensure the visual surface areas are free of oils, residue, spots, or discolored smudges. If necessary, clean window sills with lightly dampened sponge using water only.

8.5.3 Drinking Fountains and sinks: Clean, disinfect, descale all porcelain and polished metal surfaces including the orifices and drain as well as exterior surfaces of all drinking fountains to ensure they are kept free of dust, spots, mold, streaks, and stains.

8.5.4 Vacuum and clean interior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Rubber or polyester entrance mats shall be swept, vacuumed, or hosed down outside to remove soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to their normal locations.

8.5.5 The contractor shall restock all dispensers located in the common areas, bathrooms and lunchroom. Materials will be supplied by the USDA

8.5.6 Perform general spot cleaning in all Hallways and Common Areas as specified. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc. from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

8.5.7 Ceilings: Shall be free of cobwebs.

8.5.8 Outside Entrances: Sweep landings and entrance rugs, polish and clean both sides of entrance glass of main entrances.

8.5.9 Lunch room: Clean all tables, counters, flat surfaces, walls, window ledges, microwaves, and sink.

8.5.10 Clean floors and baseboards in accordance with the following:

8.5.10.1 After sweeping floors, use a clean wet mop and clean water to mop floor.

8.5.10.2 Use odor free cleaners only. Floors and baseboards shall be free of marks and stains. If there are marks or stains, see (e) below.

8.5.10.3 Do not allow mop strings to hit walls, cabinets, doors, or stored materials.

8.5.10.4 Where there are marks or stains that cleaner will not remove, spray a small amount of All-Purpose Cleaner/Degreaser, to remove marks or stains, then mop or wipe with water until no cleaner residue remains. Advise the COR and Contractor Supervisor if marks and stains are not removed with water or all-Purpose Cleaner/Degreaser.

8.5.11Use of HEPA vacuums is mandatory for all vacuuming tasks.

8.6 Other Service Requirements

8.6.1 Report within one (1) working day, any termination action to the COR and the Contracting Officer. Report a new employee to the COR and Contracting Officer for coordination to ensure they have access to the facilities.

8.6.2 Turn off lights when not in use.

9. GOVERNMENT FURNISHED SUPPORT, SUPPLIES, MATERIALS, UTILITIES AND PROPERTY

The Government shall furnish:

9.1 Electrical power outlets will be available for the Contractor.

9.2 Utilities to perform the requirements of this contract.

9.3 The COR will provide space in the building for any of the specific uses described below. The COR and Contracting Officer reserve the right to change the space if needed.

9.3.1 Space for storage of an inventory of supplies and equipment. The Contractor will not store any flammable or explosive liquids in the building. The Government will not be responsible in any way for damage to or loss of the Contractor's stored supplies, materials, or equipment.

9.3.2 Janitor's closet for storing equipment including mops, brooms, dust cloths, etc. Contractor shall store all materials and supplies in compliance with applicable fire regulations. These closets and the stored equipment shall be kept clean and in an orderly manner by the Contractor.

9.3.3 All defective government furnished property/equipment shall be reported to the COR immediately upon discovery or notification. Defective dispensers shall be reported to the COR by the end of the work day.

9.3.4 The Government will supply the following items: Toilet paper, paper towels hand soap, and trash bags.

9.4 The Contractor Shall Provide Materials or Supplies and Safety Data Sheets (SDS Sheet):

9.4.1 The government approved materials or supplies shall not be used in performance of this contract (or placed on Government property) until the applicable Safety Data Sheets (SDS) for all hazardous materials (products containing CAUTION or WARNING labels) have been obtained by the Contractor. The Contractor shall maintain the SDS in a location accessible to all employees and will advise the COR of their location. The SDS will be available for inspection by the COR upon request.

9.4.2 The Contractor shall use recycled and bio-based products to the greatest extent possible. To the greatest extent possible, the contractor shall use commercially available chemicals, which meet Federal, State, and local codes, and are made with recycled materials.

9.4.3 Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging, and are phosphate-free, non-corrosive, nonflammable, and fully biodegradable.

9.4.4 The Contractor shall take every precaution to ensure that only safe products are used at these facilities. Any damage caused to fixtures, walls, partitions, flooring, etc., will be the responsibility of the Contractor.

9.4.5 The Contractor shall maintain supplies and equipment in such a manner as to ensure its cleanliness and long life. If a piece of equipment needs repair and is determined unsafe by the COR, the Contractor shall immediately stop using the equipment. If the COR and the Contractor determine the equipment to be inoperable and unable to be repaired, the Contractor shall be responsible for its replacement at no additional cost to the Government.

9.4.6 The Government is not responsible for damages to Contractor stored equipment, supplies, materials, or employees' personal belongings.

10. SUPERVISION OF CONTRACT WORK

The supervisor shall be responsible for ensuring employees receive proper guidance in performing the various tasks under the resultant contract.

11. CONTRACTOR PERSONNEL CONDUCT/ADHERENCE TO USDA POLICIES

11.1 The Contractor shall require employees to wear clean and visible uniforms with the Contractor's name for easy identification or display a USDA issued badge that identifies them as "Contractor Employee." All contractor employees shall sign “in” and “out” and will be issued a badge each day.

11.2 In addition, all personnel shall comply with, ARS/USDA safety rules, and security regulations, adhere to energy conservation policies and any other instructions pertaining to conduct of personnel while in a Government facility. Employees shall be notified of infractions of any rules, regulations, or prohibitions and that they may be grounds for removal from the Government property. See website below (for copies of bulletins, policies and procedures); for Personnel Bulletin No. 735-1 on Employees Responsibilities and Conduct; and Section(s) 240.3 on Physical Protection, Security and Conduct While on ARS Controlled Property, and 343.3-ARS Smoking Policy under website:

http://www.afm.ars.usda.gov/ppweb/index.htm

12. TRAINING

Employees working in a laboratory environment shall possess the skills, knowledge and training required for working in a research laboratory environment to avoid unsafe and/or hazardous conditions. Training shall be provided prior to the start of employment or working on site at CPSWPRC. The Contractor shall submit a copy of its plan for training employees on how they should perform in a research laboratory environment. The Plan shall include course or subject title, date or planned date of training, description of course content and updated as new employees are hired.

13. ADDITIONAL/OR REDUCTION OF SERVICES

The COR and the Contracting Officer will give the contractor a written notice in advance stating the areas to be dropped or added from the contract and when to return to the normal cleaning schedule, as applicable.

14. SERVICE DELIVERY SUMMARY.

Performance Requirements.

Floors, baseboards, corners and wall edges are free of dirt, dust and debris; Trash is empty; plastic liners are in good condition; Trash containers are free of odors and visible dirt; Trash is emptied into outdoor trash collection container; Glass and mirrors have no traces of film, dirt, smudges, or water; Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits; Carpets are free of dirt, debris, litter and other foreign matter; Dust is not visible.

Restroom Cleaning Services.

Restrooms are disinfected and free of dirt, deposits, streaks and odors;

Showers are disinfected and free of soap films, scum and other deposits; Toilets and urinals are disinfected and free of scale, stains, scum and other deposits; Floors are free of litter, dirt, dust and debris; Supplies are adequate until next service; Trash is emptied into outdoor trash collection container.

Miscellaneous Cleaning Items are maintained as required. Restock all restrooms.

Appendix 1: Location of Buildings and Floor Plans of the Areas to be Cleaned.

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