Performance Work Statement - Quarterly Floor Cleaning - Willamette National Cemetery.docx

PERFORMANCE WORK STATEMENT (PWS)

FLOOR CLEANING

WILLAMETTE NATIONAL CEMETERY

PART 1

GENERAL REQUIREMENTS

1. GENERAL: This is a non-personnel services contract to provide. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 DESCRIPTION OF SERVICES/INTRODUCTION: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Floor Cleaning as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall meet the standards in this contract.

1.2 BACKGROUND: Willamette National Cemetery is a shrine dedicated to honoring the service and sacrifice of our Nation’s Veterans. To preserve a dignified and professional environment for visitors, employees, and ceremonial events, the cemetery requires professional carpet cleaning and tile floor buffing services. These services contribute to maintaining a clean, safe, and respectful atmosphere that reflects the standards of the National Cemetery Administration.

1.3 OBJECTIVES: The objective of this Performance Work Statement (PWS) is to ensure the professional cleaning and maintenance of flooring at Willamette National Cemetery. The contractor shall provide all labor, materials, supplies and equipment necessary to:

1.3.1 Enhance Appearance and Professionalism

1.3.2 Preserve Flooring Condition

1.3.3 Promote Health and Sanitation

1.3.4 Ensure Consistency and Reliability

1.3.5 Compliance with Standards

1.4 SCOPE: The contractor shall provide all labor, equipment, materials, supplies and supervision necessary to perform quarterly carpet cleaning and quarterly buffing and cleaning of tile flooring in designated buildings and facilities located with Willamette National Cemetery. Services shall ensure surfaces are free of dirt, stains, odors, and buildup, while extending the longevity of carpet and tile flooring

1.5 PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years. The Period of Performance reads as follows:

Base Year Option Year I Option Year II

1.6 GENERAL INFORMATION

1.6.1 QUALITY CONTROL The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how he assures himself that his work complies with the requirement of the contract. The comprehensive written QCP shall be submitted within 10 days after contract award to the CO and COR. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 QUALITY ASSURANCE: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.3 RECOGNIZED HOLIDAYS: Work shall not be done on the following holidays

Independence Day

1.6.4 HOURS OF OPERATION: The contractor is responsible for conducting business, between the hours of 8:00AM-4:30PM on Saturday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Work is to be performed in February, May, August, and November.

1.6.5 For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.6 PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at:

Willamette National Cemetery 11800 SE Mt. Scott Blvd Portland, OR 97086-6937

1.6.7 TYPE OF CONTRACT: The government will award a definitive firm fixed price contract.

1.6.8 PHYSICAL SECURITY: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use at Willamette National Cemetery. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.8.1 KEY CONTROL: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized people. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.8.2 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.8.3 The Contractor shall prohibit the use of Government issued keys/key cards by any person other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.8.4 Key Card will be issued by the COR the week prior to the service being performed. Contractors will need to have an employee come to the cemetery to pick up the key card. The key card is to be dropped off in the secure drop box on COR’s desk after service is complete.

1.6.9 SPECIAL QUALIFICATIONS: Contract shall have the following minimum qualifications, which are required to perform floor cleaning services in accordance with this Performance Work Statement:

1.6.9.1 Industry Certifications:

· Certified by the Institute of Inspection, Cleaning and Restoration Certification (IICRC) or equivalent for carpet cleaning and hard floor care

· OSHA 10/30 Safety Training Certification for all staff

1.6.9.2 Experience Requirements:

· Minimum 3 years of verifiable experience in large-scale commercial or government facilities, preferably high-visibility or sensitive environments e.g. medical facilities, cemeteries, or memorials.

· Demonstrated expertise in carpet extraction methods, floor buffing and tile care without causing surface damage.

1.6.9.3 Equipment and Materials Knowledge:

· Familiarity with the latest commercial-grade carpet extractors, floor buffers, and environmentally safe cleaning solutions.

· Ability to identify flooring types and apply manufacturer-recommended cleaning methods to preserve warranties.

1.6.9.4 Environmental and Green Cleaning Standards

· Use of Green Seal or EPA Safer Choice certified cleaning products to minimize environmental impact

· Knowledge of wastewater disposal requirements in compliance with local/state regulations.

1.6.9.5 Personnel Training and Background

· Employees trained in proper handling of cleaning chemicals and safe equipment operation.

· Staff background checked and cleared up for work in Federal Facilities.

1.6.10 CONTRACTING OFFICER REPRESENTATIVE (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 KEY PERSONNEL: The following personnel are considered key personnel by the government:

1.6.11.1 Contract Manager

· Primary point of contact between the Contractor and the Government

· Responsible for contract oversight, compliance with the PWS, staffing, scheduling, and resolving issues

· Must have authority to act on behalf of the Contractor in all contract matters

1.6.11.2 Site Supervisor

· On-site representative responsible for daily operations, quality control, and supervision of floor cleaning staff.

· Ensure all tasks (carpet cleaning, tile buffing, sanitation etc.) are completed to standard

· Must be available during work hours to address Government concerns

1.6.11.3 Lead Floor Technician

· Skilled operator trained in specialized floor cleaning equipment and chemicals

· Responsible for safe operation of machinery, adherence to safety/environmental requirements, and training other personnel in proper cleaning methods

1.6.12 IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 CONSERVATION OF UTILITIES: The Contractor shall conserve utilities (water, electricity) to the maximum extent possible while performing services. Equipment shall be turned off when not in use, and water use shall be minimized to prevent waste.

1.6.14 INCIDENT REPORTING: The Contractor shall immediately notify the Contracting Officer’s Representative (COR) of any incidents, including but not limited to accidents, injuries, damage to Government property, or environmental non-compliance. Notification shall occur within 1 hour of the incident, followed by a written incident report submitted within 24 hours. The incident shall include:

· Date, time, and location of the incident

· Description of the incident and any equipment or personnel involved

· Actions taken to mitigate damage or risk

· Recommended corrective actions to prevent recurrence

· All incidents and corrective actions will be considered in CPARS evaluations, and failure to report or properly respond may negatively impact the contractor performance rating.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have the authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the people that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS: [List all acronyms used in the PWS and what they represent. At a minimum, insert the acronyms provided below].

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. UTILITES: The Government shall furnish utilities (e.g. water, electricity and lighting) required to perform floor cleaning and related tasks. The contractor shall use Government-furnished utilities in a manner that conserves resources and minimizes waste.

3.2 WASTE DISPOSAL: The Government shall provide access to on-site dumpsters or waste containers for the disposal of debris, dust, and refuse generated during floor cleaning operations.

3.3 RESTROOM FACILITES: The Government shall provide access to restroom facilities for Contractor personnel working on site.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 LABOR AND SUPERVISION: The Contractor shall provide all labor, including skilled personnel, supervisors, and support staff, necessary to perform all floor cleaning services in accordance with this PWS.

4.2 EQUIPMENT: The Contractor shall furnish all equipment required to perform the services, including but not limited to:

· Carpet extractors and shampoo machines

· Floor buffers and polishers

· Wet/Dry vacuums

· Mop buckets, wringers, and carts

· Warning/wet floor signage

4.4. MATERIALS AND SUPPLIES: The Contractor shall provide all cleaning agents, chemicals, detergents, polishes, pads and other consumables necessary to complete carpet and tile floor cleaning. All products shall meet applicable EPA, Green Seal, or other environmentally friendly standards as required.

4.5 PERSONAL PROTECTIVE EQUIPMENT (PPE): The Contractor shall supply all PPE required for safe performance of work, including gloves, goggles, masks, and any other items required to comply with OSHA regulations and safe work practices.

4.6 TRANSPORTATION AND STORAGE: The contractor shall provide secure transportation of all equipment and supplies to and from the facility. Temporary on-site storage of contractor-furnished items shall be confined to areas designated by the COR.

4.7 QUALITY CONTROL AND REPORTING: The Contractor shall implement a quality control plan to ensure all services meet performance standards. The Contractor shall submit reports, as required by the PWS including completion reports and incident reports.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. BASIC SERVICES

Quarterly Hard Floor Maintenance: (To be performed in February, May, August, and November). Ceramic Tile shall be cleaned, scrubbed, stripped, sealed, waxed, and polished as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. Chairs, trash receptacles, and other items shall be moved to clean floors underneath and returned to their original locations after the floor has dried. Do not move the desks. After quarterly 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.

Quarterly Carpet Restorative Cleaning: (To be performed in February, May, August, and November). Carpets shall be deep cleaned quarterly in order 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. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried. Do not move the desks. 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.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.2 Occupational Safety and Health Administration (OSHA) regulations – 29 CFR 1910

6.3 Environmental Protection Agency (EPA) Guidelines on cleaning chemicals

6.4 VA Directive 0057: Environmental Management Program

6.5 Executive Order 13693: Planning for Federal Sustainability in the Next Decade (green cleaning product requirements)

6.6 Oregon Administrative Rules (OAR) Chapter 340- Environmental Protection Agency Delegation – OAR 340-096 Water Pollution Control

6.7 Hazardous Waste Management OAR 340-101- Hazardous Waste

6.8 Oregon Revised Statutes (ORS) Chapter 634

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary (This document is required for every PWS. See attached example for format.)

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule (This document is required for every PWS. See attached example for format.)

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data (This document should be made available if historical data exists. See attached example for format.)

7.4 Attachment 4/Technical Exhibit 4- Site Map

ATTACHMENT 1 /TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Negative: recurring stains, odors, or missed areas

Negative: recurring stains, odors, or missed areas

Negative: Dull, streaked, uneven or missed areas

Negative: safety environmental violations or damages

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Incident Report:

Report on any accidents, damage, or unusual conditions

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

Main Office Area = estimated 3939 sf

Public Information Center (PIC)=estimated 320 sf

Maintenance Building = estimated 3103 sf

Vinyl Tile

Estimated Grand Total Square Footage All Areas = 7362 sf Total Carpet- 2,971 SF Total Ceramic Tile- 3,187 Vinyl Tile- 1,204

TECHNICAL EXHIBIT 4

SITE MAP

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