RFQ-HSCG84-08-Q-AA5239SwimPool Maint. Oper. LifegrdSvs.doc

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RFQ: HSCG84-08-Q-AA5239

Swimming Pool Maintenance, Operation and Lifeguard Services for the U.S. Coast Guard Integrated Support Command Portsmouth, VA

ATTENTION TO QUOTERS

The US Coast Guard Maintenance and Logistic Command Atlantic invite you to submit a quote to provide swimming pool maintenance, operation and lifeguard services for the U.S. Coast Guard Integrated Support Command Portsmouth, VA. The contractor shall furnish all labor, materials, equipment, transportation, supervision, and all incidental and related work and services necessary to perform Pool Maintenance, Operation and Lifeguard Services, for a Base Year plus four (4) One-Year Options, if exercised by the Government, in accordance with the Performance Work Statement, all the terms and conditions of the contract.

These services are being solicited under Request for Quotation (RFQ) Number HSCG84-08-Q-AA5239.

Please carefully read and complete the entire solicitation. The following information is highlighted for your attention:

1. Be sure to complete all required prices set forth in the Schedule of Supplies/Services (Block 19 through 24)

2. Be sure to complete all required certifications in FAR 52.212-3

3. Be sure to complete the SF1449 first page of offer, including appropriate signature and Unit Price and Total Amount information required on pages 3 of 69

4. Be sure that your offer reaches this office by the time and date specified in Block #8 of the

SF1449, or in any amendments thereto:

COMMANDER (fcp-1)

USCG MLCLANT

Attn: Connet Broadnax

300 East Main Street, Suite 965

Norfolk, VA 23510-9113

FAILURE TO COMPLETE THE SOLICITATION DOCUMENT AND AMENDMENTS AS REQUIRED MAY RESULT IN DELAY OF AWARD OR DETERMINATION THAT YOUR OFFER IS NOT RESPONSIVE.

NOTICE FOR FILING AGENCY PROTESTS

It is the policy of the Coast Guard to issue solicitations and make contract awards in a fair and timely manner. The Ombudsman Program for Agency Protests (OPAP) was established to investigate agency protest issues and resolve them without expensive and time-consuming litigation. OPAP is an independent reviewing authority that is empowered to grant a prevailing protester essentially the same relief as the General Accounting Office (GAO).

Interested parties are encouraged to seek resolution of their concerns within the Coast Guard as an Alternative Dispute Resolution (ADR) forum, rather than filing a protest with the GAO or some external forum. Interested parties may seek resolution of their concerns informally or opt to file a formal agency protest with the contracting officer or Ombudsman.

Informal forum with the Ombudsman. Interested parties who believe that Coast Guard procurement is unfair or otherwise defective should first direct their concerns to the cognizant contracting officer. If the contracting officer is unable to satisfy the concerns, the interested party is encouraged to contact the Coast Guard Ombudsman for Agency Protests. Under this informal process, the agency is not required to suspend contract award performance. Use of an informal forum does not suspend any time requirement for filing a protest with the agency or other forum. In order to ensure a timely response, interested parties should provide the following information to the Ombudsman: solicitation/contract number, contracting office, contracting officer, and solicitation closing date (if applicable).

Formal Agency Protest with the Ombudsman. Prior to submitting a formal agency protest, protesters must first use their best efforts to resolve their concerns with the contracting officer through open and frank discussions. If the protester’s concerns are unresolved, an independent review is available by the Ombudsman. The protester may file a formal agency protest to either the contracting officer or as an alternative to that, the Ombudsman under the OPAP program. Contract award or performance will be suspended during the protest period unless contract award or performance is justified, in writing, for urgent and compelling reasons or is determined in writing to be in the best interest of the Government. The agency’s goal is to resolve protests in less than 35 calendar days from the date of filing. Protests shall include the information set forth at FAR 33.103(d)(2). If the protester fails to submit the required information, resolution of the protest may be delayed or the protest may be dismissed. This will not preclude re-filing of the protest to meet the requirement. To be timely, protests must be filed within the period specified in FAR 33.103(e). Formal protests filed under the OPAP program should be forwarded to the address below:

Commandant (CG-9131) U.S. Coast Guard Headquarters

Acquisition Planning and Performance Measurement

1900 Half St. SW, Room 11-0402

Washington, DC 20593 Telephone: (202) 372-3692

Fax: (202) 475-3904

Continuation of SF 1449 - Block 16/Contract Management

Notwithstanding the Contractor’s responsibility for total management during the performance of the contract, the administration of the contract will require maximum coordination between the Government and the contractor. The individuals listed below will be the Government points of contact during the performance period as follows:

All contract administration will be effected by the Field Support Services Contracting Section

(fcp-1), U.S. Coast guard, Maintenance and Logistics Command Atlantic (MLCLANT), 300 East Main Street, Suite 965, Norfolk, VA 23510-9113

b. The Field Support Services Contracting Section (fcp-1), U.S. Coast Guard, Maintenance and Logistics Command Atlantic (MLCLANT), 300 East Main Street, Suite 965, Norfolk, VA 23510-9113 will effect all contract administration. Communication pertaining to contractual administrative matters shall be addressed to the Contracting Officer, Ms. Jeanie Thorne, Telephone No: 757-628-4109. Changes in, or deviation from, the scope of work will not be effected without a written modification to the contract as executed by the Contracting Officer.

c. The Contract Specialist/Administrator, Ms. Connet Broadnax, Telephone No: 757-628-4121, serves as the point of contact between the Contractor, the Contracting officer, however does not have a warrant that provides the authority to contractually commit the Government:

d. The Contracting Officer's Technical Representative (COTR) is a Government personnel designated in writing by the Contracting Officer to act as technical advisor for the Contracting Officer for items within the scope of the contract. The COTR performs functions such as review and/or inspection and acceptance of supplies and services and of a technical nature. A designation letter will set forth the authorities and limitations of the COTR under the contract.

Continuation of SF 1449 - Block 17b/Remittance Address Address To Mail Payments: Contractor desiring payment to be mailed to an address different from the address shown in Block 17A, SF 1449, shall insert such address below:

Continuation of SF1449 - Block 18b/Invoice Procedures The Contractor shall forward the ORIGINAL invoice to the following designated billing Office as follows: Commander, (fcp-1), U.S. Coast Guard, Maintenance and Logistics Command Atlantic (MLCLANT), 300 East Main Street, Suite 965, Norfolk, VA 23510-9113. Additionally, at the same time the original invoice is forwarded to the aforesaid office, a copy of an original, email or facsimile invoice shall be forwarded to the Contracting Officer’s Technical Representative for verification of receipt of services at: Commanding Officer, Coast Guard Integrated Support Command, 4000 Coast Guard Blvd., Portsmouth, VA 23703. Attn: FSC David Casteel, Contracting Officer’s Technical Representative (COTR), or by facsimile: (757) 483-8492 or to: David.M.Casteel@uscg.mil.

See FAR 52-212-4(g) for further invoice instructions.

The contractor shall furnish all labor, materials, equipment, transportation, supervision, and all incidental and related work and services necessary to perform Pool Maintenance, Operation and Lifeguard Services for the U.S. Coast Guard Integrated Support Command, located in Portsmouth, VA, for a Base Year plus four (4) One-Year Options, if exercised by the Government, in accordance with the Performance Work Statement, all the terms and conditions of the contract, and in accordance with the following:

CLIN 0001 - BASE YEAR - Performance Period 1 May 2008 through 30 April 2009

FIRM FIXED

UNIT PRICE

TOTAL AMOUNT

CLIN 1001 - OPTION YEAR ONE - Performance Period 1 May 2009 through 30 April 2010

FIRM FIXED

UNIT PRICE

TOTAL AMOUNT

CLIN 2001 - OPTION YEAR TWO - Performance Period 1 May 2010 through 30 April 2011

FIRM FIXED

UNIT PRICE

TOTAL AMOUNT

CLIN 3001 - OPTION YEAR THREE - Performance Period 1 May 2011 through 30 April 2012

FIRM FIXED

UNIT PRICE

TOTAL AMOUNT

CLIN 4001 - OPTION YEAR FOUR - Performance Period 1 May 2012 through 30 April 2013

FIRM FIXED

UNIT PRICE

TOTAL AMOUNT

TOTAL CONTRACT AMOUNT

NOTE 2: In order for the government to determine the offeror’s price fair and reasonable, the Contractor shall submit with the offer, a breakdown of the firm fixed-price, including fully burdened labor hour rates for each of the labor categories that will be utilized to provide the services for each year of performance. Submit the labor rate breakdown electronically in a MS Excel spreadsheet via email to the Contract Specialist, email: Connet.M.Broadnax@uscg.mil IAW the offer due date in block 8 of the SF1449.

Performance Work Statement (PWS)

1.0 INTRODUCTION

The U.S. Coast Guard Maintenance and Logistics Command Atlantic (MLCLANT) is procuring swimming pool maintenance, operation and lifeguard services under the Moral, Well-Being and Recreation (MWR) for the U.S. Coast Guard Integrated Support Command (ISC) Portsmouth, VA, where the service will be performed. This Performance Work Statement (PWS) is in coherence with the direction in which the Coast Guard is procuring contracts to ensure consistent performance and be result-oriented. The Contractor shall provide the services as set forth in the PWS.

2.0 BACKGROUND

2.1. Mission: The mission of the ISC Portsmouth is to provide services to maintain a safe, clean and healthy environment to the day to day operation of the pools for the MWR, for all the residents, military/civilian personnel, tenant commands and visiting members of the public. To accomplish this mission, it is essential that the personnel, properties and facilities of the ISC Portsmouth have qualified lifeguards and personnel for the swimming pool maintenance and operation.

2.2. Site Description: The work area consist of the swimming pool site located adjacent to the gymnasium complex at the Integrated Support Command Portsmouth, VA. The “pool” will be defined as both the wading pool (baby pool), and the large pool. The pool is outdoors and uncovered, measuring 45’ x 86’ with a depth of 3 1/2’ to 9’ with a maximum capacity of 150. The wading pool (baby pool) is 12’ x 12’ with a depth of 2’.

2.3. Dates and Hours of operation

A. In the Base Year, the season begins with the pool opening on Wednesday 11 June 2008.

B. The last operating day of the season will be Sunday 26 August 08.

C. The pool will be open five (5) days a week, Wednesday through Sunday 11:00am-7:00pm.

D. The pool will be closed on Monday’s, and Tuesdays.

E. For each option year the pool opening date will be determined by the COTR and the contractor will be notified in writing by the Contracting Officer.

2.3.1. There shall be at least two Lifeguards on duty at all times during hours of operation. The Coast Guard may utilize the pool from 0800-0930 (Monday-Saturday) for youth swim lessons. The Contractor is required to immediately notify the COTR of any condition affecting the pool operations for the daily CG youth swimming lesson sessions. A minimum of two life guards shall be present and on duty between 11:00 AM and 7:00 PM during the week as the schedule requires. However, three Lifeguards will be provided on Saturdays, Sundays, and Holidays (4th of July) from 1:00 PM-6:00 PM. The Contractor will ensure the lifeguards have adequate time before and after hours to perform the necessary daily duties pertinent to maintaining pool and facility operations.

i. One certified lifeguard is required for every 50 patrons. Lifeguards will each take 15-minute break every hour from station. During this break, adults will be permitted to swim. Only one lifeguard at a time will be permitted to take a 15-minute break. The other lifeguards will remain outdoors in the pool deck area during the break to ensure no children are swimming and provide life guard supervision over adult swim. Chemical testing of the water and checking pump room equipment for proper operation will be done during the break. The Contractor will ensure the lifeguards have adequate time before and after hours to perform the necessary daily duties pertinent to maintaining pool and facility operations.

ii. To verify daily opening and closing times, all lifeguards employed by the contractor will be required to sign-in and sign out inside the gymnasium front desk. The gym watch-stander will verify sign-in/sign/out times.

3.0 SCOPE

The objective of this effort is to acquire services for the day-to-day operation of the pool as listed herein. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS, the Contractor Quality Control Plan and the Government Quality Assurance Plan providing for the highest level of service delivery performance critical to mission success. The following tasks are generated for this effort:

a. Open/Close Pool

b. Pool Maintenance

c. Janitorial Services

d. Dispense Chemicals

e. Provide CPO/Lifeguards

4.0 APPLICABLE DOCUMENTS

4.1. The contractor shall comply with all applicable federal, state, local and municipal laws, regulations and requirements; all industry standards/references; and, all Government and Coast Guard Regulations, Technical Exhibits (TE) and attachments listed in the table below as applicable to the performance of the contract and to contractor personnel. The contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all in compliance with the Environmental Protection Agency (EPA) and the Occupational and Safety Hazard Administration (OSHA).

4.2. The Government will provide all publications listed upon request of the Contractor. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change in the contract price. The Government will also provide the forms listed which are needed for daily operations. Upon completion of the contract, the Contractor shall return to the Government all issued publications and unused forms.

As necessary

Upon award

5.0 TECHNICAL REQUIREMENTS

5.1. Seasonal Pool Opening: Services performed once during a specific open season. This includes times outside the season for opening and closing the pool.

5.1.1. In the Base Year the Contractor shall begin preparing the pool on or before 19 May 2008. The pool area shall be ready for operation at least two days prior to the season opening date of 11 June 2008. For each option year the contractor shall begin preparing the pool at least three weeks prior to the pool opening. Failure to open on the scheduled date with the exception of: acts of nature due to extreme weather conditions, MWR equipment not sufficiently working, will result in payment reduction of services not rendered or received. The contactor shall familiarize themselves with the operations of the pool filtration and chlorine system. The following items must be accomplished prior to opening the pool:

a. Remove pool cover and attached hardware.

b. Install ladders, handrails, lifeguard chairs, skimmer lids, and safety rope.

c. Reconnect all pipes, plug all holes, place filter system into operation, ensure chlorinator and feeder are on line and both are properly maintained once in operation. The filter should be checked for proper operation and maintained once it is determined to be in proper operating condition.

d. Vacuum and scrub pool prior to opening to ensure meeting a healthy and safe environment.

e. Fill pool and chemically balance pool water to ensure pool meets health and chemical standards as stated in PWS.

f. Coordinate and cooperate with the facilities engineering personnel in preparing the pool for the opening process.

g. Notify MWR immediately of any problems concerning the operations of any pool equipment that would interfere with the scheduled opening.

5.1.2 MWR will be responsible for the following items upon award of the contract, unless otherwise noted; in order to prepare the pool for opening.

1. MWR will provide at the pool, three (3) large receptacles for debris. Emptying of receptacles will be the responsibility of the Contractor.

2. MWR will complete any needed repairs inside the pool areas such as concrete deck, caulking, area lights, drinking fountains, etc.

3. MWR will provide the Contractor with a complete list of written pool rules (ISC Instruction), upon award of contract.

4. MWR will provide storage for chemicals necessary for the operation of pool.

5. MWR will perform or furnish within a reasonable time, all items necessary, prior to pool opening that are not provided by the contractor.

6. MWR will provide a Contracting Officer’s Technical Representative (COTR) to oversee daily operations, and; will provide the additional staff to check I.D.’s, collect entrance fees and run concessions.

5.2. Daily Maintenance and Operation: During the pool-operating season the Contractor shall accomplish the following tasks:

5.2.1 Ensure the filter system will be kept clean and in operating condition. The pool will be chemically balanced and the proper level will be maintained at the levels prescribed herein.

5.2.2 Ensure filters are being automatically backwashed and pump strainer is checked and cleaned daily. The time and date of each filter backwashing shall be recorded in the log record. Chemical tests shall be performed every hour. An accurate log record shall be maintained for the hourly readings with the time noted, water temperature and chemical reading recorded, as well as, the dates and times the pool was shocked. A copy shall be made available to the COTR on a weekly basis. The log record will also include daily weather entry with air and water temperature recorded and if sunny, partly cloudy, rain etc. The COTR can at anytime randomly request to view the logs to verify entry and check for accuracy. The contractor is to ensure lifeguard personnel are maintaining accurate logs in a timely manner.

5.2.3 Maintain sides and bottom of pool. Ensure it is clean and free of debris and algae by vacuuming the bottom and brushing the sides as needed. Empty skimmer baskets and pump baskets on a daily basis.

5.2.4 Hose down lounge area deck and pool decks on a daily basis to ensure removal of loose debris. Daily pick up and dispose of all trash, and trash containers, replace trash liners around the pool and deck daily. Hose deck furniture on a weekly basis or more frequently to remove any foreign material.

5.2.5. Daily wipe down with anti-bacterial cleaner, sweep floors, and disinfect both male/female shower & locker areas, decks, toilets, urinals, sinks, and mirrors. Restock soap and toilet paper daily. Scrub down & wash shower curtains on a weekly basis to ensure curtains are free of mildew, soap, and dirty stains. Empty, clean, and disinfect trash containers on a daily basis. All cleaning agents and paper products will be provided by MWR.

5.2.6. The Contractor shall supply a copy of all local health department regulations concerning the operation of a public pool and shall insure conformance with required standards. This is to include all water testing, chemical applications on etc. and documentation thereof. Maintain required local city health department records.

5.2.7. Provide courteous, reasonable and mature enforcement of all MWR written pool rules as prescribed in ISC Portsmouth Instruction.

5.2.8 The Contractor shall strictly prohibit, as MWR strictly prohibits, the consumption of all alcoholic beverages in the pool area with exception of private parties (Command Approval required). MWR shall be responsible for making pool patrons aware of its alcohol policy by posting prominent signs or in some other reasonable fashion.

5.3. Pool Maintenance Hours: There are no specified pool maintenance hours. However, maintenance on the pool using chemicals, backwashing etc. shall not be performed while the pool is in use. The Contractor shall provide a cleaning list to the lifeguards schedule for cleaning duty during Mondays and Tuesdays after 0930 when the pool is closed. The pool area, pump room, storage room, restrooms, and lockers rooms will be cleaned. The list is to be completed and signed by the lifeguard performing the duties. A signed copy shall be provided to the COTR each week.

5.3.1. Conduct a minimum of three (3) inspections per week of the pool, the related equipment, facilities and the performance of the Contractor personnel. The Contractor shall meet with the COTR as needed to discuss the pool operation and any related matters and shall provide the COTR a copy of each inspection.

5.3.2. Immediately notify the COTR of any needed swimming pool repair(s) or equipment malfunctions that impacts the daily opening and operation of the pool.

5.4. Secure the facility nightly by performing below duties for closing and to ready the pool for the following day.

5.4.1. Opening of the ISC Portsmouth Pool

a. Set up umbrellas as needed.

b. Arrange table and chairs, on lounge area, pool deck area, clean as needed.

c. Clean pool as necessary, skim floating debris.

d. Unlock egress gate.

e. Place emergency cordless phone on outdoor pole holder. Ensure it is charged (phone stored in check-in office).

f. Ensure life safety devices are in place.

g. Ensure the pool area is clean, free of debris, trash.

h. Check and record pool PH-hourly.

i. Check and record pool water temperature on chalkboard for patron viewing.

j. Check male and female heads for cleanliness (refer to item ix. under closing), and ensure adequate stock of paper towels and toilet paper. Notify MWR pool manager of cleaning needs.

k. Check male and female heads for cleanliness (refer to item ix. under closing), and ensure adequate stock of paper towels and toilet paper. Notify MWR pool manager of cleaning needs.

5.4.2. Closing of the ISC Portsmouth Pool

a. Remove and store umbrellas.*Leaving umbrellas up overnight can ruin and damage during high winds or severe weather.

b. Stores tables and chairs (during strong winds, tornadoes or hurricanes).

c. Store and secure all life safety devices and pool accessories.

d. Empty all trash can liners into designated Dumpsters. *Store trash and recycling receptacles during strong winds, tornadoes or hurricane threats.

e. Lock and secure egress gate.

f. Remove emergency cordless phone from pole holder – return to sign-in office for charging.

g. Lock and secure all pool entrances.

h. Straighten lifeguard office space. Open bags, containers of chemicals properly stored in designated storage shelves and locker. Space is to be organized and neat in appearance at all times.

i. Clean male and female heads, empty trash, disinfect & wipe down toilets, empty mounted trash bins within bathroom stall, restock paper towels and toilet paper. Ensure shower stalls are tidy and free of trash. Provide signed checklist and drop at provided in-box slot(mounted inside life guard office) for COTR to review and verify cleanliness before next opening day. COTR will notify contractor representative if cleanliness is not satisfactory.

5.5 Seasonal Closing and Winterization of the Pool

5.5.1. The Contractor agrees that by or before 7 November of each year winterization is performed. The Contractor shall continue services and maintain pool operations, filtration until winterization is performed. The COTR and a Facility Engineering Department representative will witness the winterizing of the pool. The Contractor shall notify the COTR of the scheduled winterizing one-week prior to the actual date. As part of this closing, the Contractor shall complete the following closing and winterizing services are provided:

a. Shut off fresh water supply, disconnect piping at fixtures as required, and drain all piping which can be drained.

b. Remove and store in compound the pool ladders, handrails, lifeguard chairs, skimmer lids, safety rope.

c. Drain pool to approximately twelve inches (12 inches) below rim. Drain wading pool.

d. Open all valves in filter room which require opening.

e. Backwash and drain filter tank and filter piping.

f. Store chemicals feeders and flow meters as necessary on premises.

g. Store pool maintenance, testing equipment and supplies.

h. Store all pool deck furniture in designated area provided by COTR.

i. Add winterizing agents, i.e., algaecide or other to prevent algae buildup/bloom during dormant season.

j. Install pool cover provided by MWR.

k. Submit to MWR a detailed inspection report covering conditions of the pool facility and related equipment.

5.6 Safety

5.6.1 Safety Program: The Contractor shall be responsible for work site safety. The Contractor shall implement a safety program that protects the lives and health of personnel in the service area, prevents damage to property and avoids work interruptions.

5.6.2 Safety Plan: The Contractor shall develop and submit a written Safety Plan to be submitted with quote and whenever requested by the Contracting Officer or changed by the Contractor. At a minimum, this plan shall describe the Contractor’s general safety program and identify specific safety provisions for hazards incidental to the contract work. The COTR will review the safety plan, and, once accepted, this safety plan shall become part of the contract requirements.

5.6.3. Safety Requirements. All work shall be conducted in a safe manner and shall comply with all applicable federal, state and local safety standards and requirements. The Government reserves the right to inspect for compliance with safety standards and requirements. The Contractor's safety plan shall comply with all Federal and State laws, including OSHA and regulations set forth in 29 CFR 1910 and 29 CFR 1926 and in Commandant Instructions M5100.47 and M11000.11.

Note: This review/acceptance does not in any way relinquish the Contractor from the responsibility of work site safety or the obligation to comply with OSHA regulations or any other State or Local safety law, rule or regulation applicable to the contract work. The Coast Guard will cooperate fully with the Department of Labor (Occupational Safety and Health Administration) in their enforcement of OSHA regulations.

5.6.4. Accident Prevention. In addition to addressing the following, the contractor shall maintain a record of property damage, accidents, and fires caused by the Contractor or subcontractor employees. The Contractor shall report damage, fires, or accidents to the Contracting Officer in accordance with Homeland Security Acquisition Regulation Clause HSAR 3052.223-90 (DEC 2003). The Contractor shall comply with mishap reporting procedures found in the latest edition of COMDTINST M5100. These procedures are for information and data gathering purposes only. The Government will supply the Contractor with the necessary forms and instructions for completion of the forms. All mishaps shall be reported to the COTR in writing within 24 hours.

5.6.5. The Conrtactor shall maintain and use in a safe and effective condition all equipment used under this contract; and, shall conform to the manufacturer’s safety precautions. The Contractor shall accomplish this by following:

a. Instruct all employees in appropriate safety measures and shall not permit them to place equipment and materials in locations in such a manner as to create safety hazards.

Warning signs shall be provided and placed by the Contractor to designate areas that are slippery or unsafe due to cleaning.

b. Report all accidents in which there is any injury to personnel or damage to property within one hour to the COTR or other designated MWR representative if the COTR is unavailable. The Contractor shall complete and submit an accident/incident report within 24 hours of reporting. Upon award, the Contractor shall provide a proposed accident/incident report form for review and acceptance by the COTR.

c. Observe and adhering to all safety or warning signs posted throughout the Government facility.

d. Maintain a “Contractor Hazardous Material Inventory Log” with the corresponding Material Safety Data Sheets (MSDS) in accordance with the Code of Federal Regulations (40 CFR 370 & 372). Copies shall be provided to the COTR and the ASCC Environmental, Health, and Safety Officer. The Contractor shall also update the Log immediately upon receipt of delivery or storage of any Hazardous Material and provide copies to the COTR and the ASCC Environmental, Health, and Safety Officer. In addition the Contractors’ documentation for any spills/releases, environmental reports or off-site transfers shall be immediately provided to the COTR and the ASCC Environmental, Health, and Safety Officer.

e. Prevent oil or hazardous materials from entering the ground, drainage areas, or local bodies of water.

f. Include hazardous materials control procedures in the Safety Plan. The procedures shall address and ensure the proper handling of hazardous materials, including the appropriate transportation requirements. Typical materials requiring MSDS's and quantity reporting include, but are not limited to: pool chemicals (oxidizers, acids, and alkilides); oil and latex based painting and caulking products; solvents, adhesives, aerosol, and petroleum products. Ensure that all containers of hazardous materials are properly labeled in accordance with 29 CFR 1910.1200. Keep copies of the MSDS for the hazardous materials on site at all times. Using the “Contractor Hazardous Materials Inventory Log,” certify that all hazardous materials removed from the site are hazardous materials and do not meet the definition of hazardous waste. The Contractor shall deliver a copy of the report to the COTR prior to contract award, prior to work performance. A copy shall be provided to the COTR, within 14 days when any changes are made to the report.

5.6. Water Chemistry: The Contractor shall ensure the swimming pool is properly balanced and the water condition is maintained in conformance with EPA, State of Virginia and local public health regulations. The Contractor shall provide all chemicals and equipment associated with the balance and water condition requirement.

5.6.1. Chemicals shall be used in strict conformance with the product’s EPA or State of Virginia requirements. All manufacturers’ instructions and recommendations for the use of the chemicals shall be strictly followed. In addition, the Contractor shall comply with all federal, state or local laws and regulations concerning the use, storage, and disposal of hazardous materials.

5.6.2. The Contractor shall adjust chemical levels to conform to the State of Virginia Department of Health Regulations. The Contractor shall maintain a chemically balanced pool within the following prescribed parameters:

a. PH Level shall be between 7.4 and 7.7.

b. Total alkalinity shall be kept at 90‑110 ppm.

c. Calcium hardness level shall be kept at 200‑270 ppm.

d. Free Chlorine shall be between 1.0 ppm – 1.5 ppm.

e. Chlorides shall never be above 300 ppm.

5.6.3. Shocking of the pool shall be performed when chemical levels are not in compliance with the requirements stated in the contract. The Contractor shall notify the COTR anytime that the pool is to be shocked.

5.6.4. All water tested shall be taken from the perimeter of the pool as far away as possible from the return lines and elbow deep. NOTE: Other tests shall be taken from different areas around the pool according to Board of Health standards.

5.6.5. Backwashing shall be accomplished weekly while the pool is closed. Additional backwashing may be required.

5.6.6. All granular or powered chemicals added to the pool directly shall be accomplished while the pool is closed.

5.6.7. The Contractor shall replace skimmer baskets and pump baskets when broken.

5.6.8. The Contractor will inform the COTR within 24 hours of any repairs required in order to maintain the pool in a clean, safe and acceptable manner.

5.6.9. The Contractor shall furnish copies of all Material Safety Data Sheets (MSDS) to the

COTR. In addition, prior to any new product(s) being introduced to the pool site, a new MSDS shall be submitted to the COTR.

5.7. Furnishing and Replenishing of Supplies, Material and Equipment

The contractor shall furnish all necessary supplies, material and equipment, of the size and type customarily used in work of this kind, needed for the performance of the work.

This includes the chemicals for the pool maintenance.

It’s the responsibility of the contractor to ensure that all hazardous materials and/or hazardous wastes are removed from site at the end of each day. All parts or materials spent, used, replaced or renewed shall be disposed of at the contractor’s expense; and, shall not be disposed of on site.

5.8. Access to Government Facilities, Equipment, Materials and Services The Contractor will have access, as necessary, to electrical power, telephone, water and spaces within the building commensurate with the contractor’s personnel and operational requirements including locker rooms, if available. The use of Government owned property for other purposes is prohibited. Any government provided services shall not be used in any manner for any personal advantage, business gain or other personal endeavor by the contractor or the contractor’s employees and shall not be used for any reason other than matters related to the performance of the contract. The Contractor shall restore the Government-owned property to the condition in which received, at no cost to the Government, except for reasonable wear and tear, at the completion of this contract performance or termination, except as otherwise approved by the Contracting Officer.

5.8.1. A reasonable amount of storage space will be assigned to the Contractor for the storage of supplies and equipment used in the performance of the contract.

a. All items stored by the contractor on site shall be first approved by the COTR.

b. The Contractor shall be responsible for safeguarding this material and equipment. The contractor shall ensure that adequate security measures are taken to prevent pilferage or theft of his/her materials. The Government will not be responsible for loss or damage to the Contractor's stored supplies, materials, equipment, or personal belongings.

c. The COTR will maintain access to approved storage areas in the event of an emergency.

d. The Contractor shall keep this storage space in a neat and orderly condition. Failure to keep any of the storage space described above in a clean condition satisfactory to the COTR may result in the loss of the use of the storage spaces, or the Contracting Officer may have the storage space cleaned and the cost of such cleaning charged to the Contractor.

5.8.2. Electrical power will be furnished by the Government at existing power outlets for the Contractor's use in the conduct of work. Hot and cold water will be made available as necessary for cleaning purposes.

6.0 DELIVERABLES

The contractor shall submit the following deliverables in accordance with the table below. The format shall be PC compatible.

Two

Names prior to contract start date for ISC security purposes.

Upon award & delivery

Weekly

With Quote; new personnel prior to commencing work

With Quote; new personnel prior to commencing work

Prior to commencing work

Prior to commencing work

Detailed Closing Inspection Report

Upon seasonal closing.

Shocking Pool

Prior to action

Swimming Pool Repair/Equipment Malfunction

Upon occurrence

Accident/Incident Report

Upon occurrence

Notification of Spills/Releases

Upon occurrence

Upon occurrence

6.1. Personnel Protective Equipment will be provided by the Contractor and will consist of the minimum of the following:

a. 2 pair: chemical goggles

b. 2 pair: safety goggles

c. 2 pair: chemical gloves

d. 2 pair: rubber gloves

7.0 PERSONNEL REQUIREMENTS

7.1. Contract Manager

The Contractor shall submit in writing, as required by Section 6, Deliverables, the name and telephone number of the Contract Manager. The Contract Manager shall be the Contractor's representative and point of contact with Government representatives responsible for management and coordination of the contract and shall have in-depth knowledge of the contract requirements. The Contract Manager shall not be the individual doing the actual work. The Contract Manager shall conduct overall management coordination and be the central point of contact with the Government for performance of all work under this contract. The Contract Manager shall be authorized to receive any notices of deficiency in contract performance. These notices may include, but are not limited to, the following: nonperformance of work, deficiencies in work performed and notices of proposed payment deductions due to the above. The name of this person shall be designated in writing to the Contracting Officer with copies to the COTR.

7.2. Lifeguard and Certified Pool Operator (CPO): The Contractor shall provide personnel to maintain all aspects of the pool, including a Certified Pool Operator and Lifeguards.

7.2.1. Lifeguard:

a. All lifeguards employed by the Contractor shall have an American Red

Cross Lifeguard training certification or YMCA Lifeguard certification. A copy of the certification for each employee shall be provided to the COTR and maintained on file.

b. All lifeguards employed by the Contractor shall be trained by a Certified

Pool Operator to take chemical samples or be directly supervised by a Certified Pool Operator. A copy of the certification of completion for each employee shall be provided to the COTR and maintained on file. The Contractor shall devise a chemical sampling training program. The Contractor shall submit the training program to the COTR five calendar days prior to the contract start date. The COTR will review, once accepted, this program will become part of the contract requirements.

7.2.2. Certified Pool Operator: The Contractor shall provide a CPO to ensure the pool water and chemical balance meet required state and local health department levels. The CPO shall also conduct general maintenance and repair of pool equipment as prescribed within this PWS. The CPO employed by the Contractor shall have CPO license/certification recognized by the Commonwealth of Virginia and a First Aid/CPR certification. Copies of both certifications shall be provided to the COTR and maintained on file.

7.3. Uniforms: All of the Contractor’s Lifeguard employees shall be required to wear uniforms that identify them as a lifeguard. Lifeguards shall wear a Red Lifeguard swim suit and / or Red Lifeguard T-shirt to readily identify them.

7.4. Personnel Protective Equipment:

7.4.1. Equipment and clothing especially designed, fabricated or treated to protect personnel against hazards caused by extreme changes in physical environment and/or dangerous working conditions.

7.4.2. The Contractor shall provide Personal Protective Equipment for use by the Lifeguards and Certified Pool Operator. The protective equipment shall consist of, at a minimum, the following items:

a. 2 pair: chemical goggles

b. 2 pair: safety goggles

c. 2 each: face shields

d. 2 pair: chemical gloves

e. 2 pair: rubber gloves

f. 2 each: air purifying respirators approved by NIOSH

g. 2 pair: rubber boots

h. 2 each: hard hats

i. 2 each: synthetic aprons

j. 2 set: protective clothing to avoid skin contact

7.5. Security Requirements: The Contractor shall provide a list of employees’ names in accordance with Section 6, Deliverables, herein. The Coast Guard may furnish, upon request, passes to the Contractor and its employees in accordance with Coast Guard Regulations. Each vehicle, for which a decal or pass is requested, shall meet the established Coast Guard requirements, e.g., safety, insurance, etc., for issuance. Should security conditions warrant such, the Coast Guard would issue all Contractor employees identification cards, which shall be returned upon the request of the Coast Guard.

8.0 QUALITY CONTROL (QC) REQUIREMENTS

8.1. Contractor QC Plan (QCP): The Contractor shall develop, and submit with contractor a quote for evaluation and maintain a QCP delineating the contractor’s QC program/inspection system to monitor and control their performance of services, as required in accordance with Section 6.0, Deliverables, herein. Contractor shall ensure the services required are performed in accordance with established standards. As a minimum, the QCP shall include timely and effective corrective action for all deficiencies identified by the Government (via a Contract Discrepancy Report (CDR), which is a formal, written documentation of Contractor nonconformance of work).

8.2. The QC program/inspection system shall encompass all functions of the contract. The contractor shall develop and implement quality control procedures addressing the areas identified in the PWS and implement procedures to identify, prevent, and ensure non-recurrence of defective services. Contractor's management shall keep the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

8.3. QC Program/Inspection System shall include, but is not limited to, the following:

I. Introduction to the Quality Control System.

A. Background and Rationale for the System

B. Objectives in using Quality Control

C. Successes with and updates for the System

II. Swimming Pool Operations Services Quality Control Process

A. Steps & Flow Diagram B. Inspection Procedures

C. Means of Identifying and Resolving Problems

D. Roles and Responsibilities

III. Specific Quality Control Functions

A. Performance schedule (covering all the service requirements of this contract, Scheduling, Submissions in Completion Reports, Availability of Contract manager/Alternate.

1. Opening/Closing of pool

2. Day to day of maintenance of the pool

3. The type of equipment and products to be used

4. Performance of Janitorial services

5. Providing certified personnel (CPO/Lifeguards)

B. Ordering, receipt, storage & retrieval of products, supplies and equipment

C. Sanitation & Maintenance of the Facility (including employee areas)

D. Labor Practices (hiring, retention & rewards, and substitutions)

E. Waste Management (including recycling)

F. Security & Safety Compliance w/OSHA

G. Chemical Sampling Training Plan

H. Compliance with EPA

IV. Contingencies: Special Event or Emergency Situations

1. Procedures to be used

2. Obtaining additional employees

9.0 QUALITY ASSURANCE REQUIREMENTS

9.1. Fundamental Government Responsibilities: The Contracting Officer's Technical Representative (COTR) is responsible for representing the Contracting Officer in all facets of quality for the services required. The designated personnel will carry out inspections, reviews and approvals, handle deficiencies; and, ultimately accept on behalf of the Contracting Officer. The functions of the COTR are identified below. Government personnel, other than the Contracting Officer and the COTR, from time to time, may observe the Contractor’s operations. However, these personnel may not interfere with Contractor performance.

9.2. General Quality Assurance Functions. To facilitate the surveillance of the Contractor's quality program by the Government, the COTR will verify Contractor compliance with designated performance requirements. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COTR will periodically update the surveillance approach when the need arises. The COTR will inspect the contractor's QCP regularly for compliance with the requirements herein.

9.3. Specific Quality Assurance Functions. The COTR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COTR will perform the following Quality and Evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP) and will be developed and made available within two weeks of contract award:

a. Carry out periodic inspections using the Quality Checklists.

b. Report findings resulting from these inspections to the Contractor/Contracting Officer.

c. If discrepancies are discovered as a result of the periodic inspections, or any other means, use Contract Discrepancy Report (CDR) to communicate to the contractor and follow up to ensure nonconformance is corrected.

d. Meet with the Contractor’s Representative as agreed to or as often as necessary. The Contractor and COTR will sign the written minutes of these meetings prepared by the COTR. Any area(s) of non-concurrence by the Contractor with the minutes must be specified in writing to the COTR and Contracting Officer within five calendar days of receipt of the signed minutes.

e. Conduct periodic customer surveys at the ISC Portsmouth Facility. The validated surveys will be compared to the requirements stated herein. Any discrepancies found will be handled as described in Section 8.3.

f. Review and approve changes for initial, annual and final equipment inventories and inventory reports.

g. Take appropriate actions based on Health, Safety, Environmental and any other inspection results.

h. Perform annual and final Performance Evaluations

9.4. Quality Assurance Surveillance Plan

9.4.1. Purpose. This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions and is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS).

a. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the Government desires to maintain a quality standard for this service contract. The contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

b. In this contract, the Quality Control Program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

9.4.2. Quality Control. The contractor shall develop and maintain a quality program to ensure services are performed in accordance with the PWS and in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas identified in the Service Delivery Summary herein.

9.4.3. Service Delivery Summary. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items.