Sector Delaware Bay Janitoral Services - PWS_7Apr25.docx

1. INTRODUCTION

The Contractor shall ensure these services are performed in a manner that ensures the health and safety of federal employees and members of the public. The services shall be furnished in a manner that provides superior customer service and well-maintained facilities, presenting a healthy, clean, neat and professional appearance, in accordance with (IAW) all the terms and conditions of the anticipated contract. The Contractor shall use this PWS, as well as any approved plans, to accomplish the tasks generated for this effort and to achieve the desired quality of service.

Services shall be performed twice weekly Tuesday and Thursday between the hours of 8:00am to 4:00pm at USCG Sector Delaware Bay, One Washington Ave., Philadelphia, PA 19147. To include the cleaning schedule for (10) bathroom spaces at approximately 2,700 sq ft to include toilets, urinals, shower stalls, sinks and floors in their entirety.

2. BACKGROUND

2.1 Period of Performance: The contract period of performance includes one (1) base period and, exercised, Two (2) one-year option years.

2.2 Hours of Operation: Normal work hours shall be provided Monday through Friday, 8:00am to 4:00pm, unless specifically stated otherwise in the PWS, with the exception of Federal Holidays. Schedules outside of these hours must be approved by the Contracting Officer’s Representative (COR).

2.3 Place of Performance: Services shall be performed at USCG Sector Delaware Bay, One Washington Ave., Philadelphia, PA 19147.

3. SCOPE

3.1 Requirements Summary: The Contractor shall provide all personnel, supervision, management, training, transportation and other items as describe herein. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS, the Contractors Quality Control Plan (QCP) and the Government Monitoring Functions providing for the highest level of service delivery performance critical to mission success. The contractor shall use the PWS, as well as the approved QCP to accomplish the functions/tasks generated for this effort as identified in Paragraph 5, Technical Requirements, of the PWS.

4. CONTRACTOR RESPONSIBILITIES

4.1 Licenses: The Contractor shall hold and maintain all licenses/certifications required in the state of Pennsylvania. Current licenses and State Registration is required with proposal submission.

4.2 Cleaning Schedule: A Cleaning Schedule shall be submitted to the COR on a monthly basis. This shall be used as a checklist to ensure all scheduled or unscheduled cleanings are accomplished in a timely manner. Contractor employees shall initial and date once requirements are completed.

4.3 Re-Work: All work completed under this contract shall be subject to inspection by the COR, both during and after completion of each task. Unsatisfactory work shall be corrected at no additional cost to the Government.

4.4 Accident Reporting: During performance, all accidents resulting in death, personal injury, trauma, or occupational disease, shall be reported verbally to the COR within one (1) hour after occurrence, and in writing to the KO within 24 hours. This report shall give full details of the accident involved, including statements of all witnesses. If any claim is made against the Contractor by a third party as a result of any accident which occurs in connection with performance of this contract, the Contractor shall promptly report it in writing to the KO and COR. The Contractor shall be responsible for restoring any damage to Government property or equipment caused by Contractor operations or due to the negligence, abuse, or misuse of his/her employees. The restoration shall be to its original condition, at no additional cost to the Government.

4.5 Hazardous Materials: The Contractor’s responsibility for handling hazardous material is incidental to work performed, i.e., the Contractor shall handle, remove, and properly dispose of only those hazardous materials necessary to complete PWS requirements. If hazardous materials are encountered, the Contractor shall notify the COR immediately.

4.6 Safety: The Contractor shall take all necessary precautions to meet proper safety standards and regulations of the State and Federal Codes. Occupational Safety and Health Act (OSHA) regulations apply to all work performed on site. In addition, the Contractor shall conform to any restrictions outlined by the unit Safety Officer and Fire Department during the course of the contract.

4.7 Materials: Government Furnished Equipment will be provided and stored in One (1) designated cleaning lockers provided by the COR. COR will be responsible for maintaining the cleaning lockers inventory. Inventory shall be maintained at 50%. Contractor shall inform the COR of any inventory deficiencies.

4.8 Damaged Government Property: The Contractor shall comply with Federal Acquisition Regulation (FAR) requirements 52.236-9 (b): All existing grounds, fences, utilities, equipment, building components and adjacent property, including vehicles, shall be protected from any damage resulting from contract operations. Contractors will be responsible for any damage to Government property. Property damaged by the Contractor shall be restored to its initial condition at Contractor expense.

5. APPLICABLE DOCUMENTS

5.1 The Contractor shall comply with all applicable Federal, State, local, and municipal laws, regulations, and requirements; all sections of the Code of Federal Regulations, and procedures that are applicable to the maintenance and repair of the janitorial services of this contract by:

a. Taking proper safety, health and noise reasonableness precautions to protect the work site, the workers, the public and the property of the Government and others by utilizing safe products, equipment and qualified personnel to ensure the health and safety of all are in compliance with the Environmental Protection Agency (EPA) and OSHA.

b. Ensuring all workers wear safety protection equipment required by equipment manufacturer and OSHA. Equipment shall be carefully maintained and operated with proper safety guards, devices and with discretion when near pedestrians or building residents.

Janitorial Services at USCG Sector Delaware Bay

5.2 The Government will provide all publications listed upon request. 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 to 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.

Commandant Instruction

COMDTINST M4500.5

6. TECHNICAL REQUIREMENTS

6.1 The Contractor shall provide the technical effort in the work areas listed below in accordance with the task, frequency, and approved work schedule agreed upon at the discretion of the Contracting Officer’s Representative (COR).

6.2 Waste Collection / Removal

6.2.1 Empty Waste Receptacles: All waste receptacles shall be lined with a plastic garbage bag. All waste receptacles shall be emptied. All trash, waste and paper shall be removed from the building and deposited in the appropriate collection facilities. Unless otherwise stated in the PWS, all waste receptacles shall be emptied twice weekly.

6.3 Floor Maintenance

6.3.1 Sweeping: All floors shall be free of all dust and debris. The carpeted area shall be free of all visible dirt debris litter, and other foreign matter. Wall base and floor finish shall not be disfigured or damaged by the sweeping operations.

6.3.2 Spot Cleaning: All spots shall be removed by industry-approved methods as soon as observed without damaging or defacing the carpet.

6.3.3 Wet Mopping or Scrubbing: Floors shall be wet mopped or scrubbed to remove dirt and soil remaining on floor surfaces after sweeping. A plain water rinse must immediately follow the scrubbing process. Wet mopped or scrubbed surfaces shall present a uniform, clean appearance free of debris, dirt, soiled water film, streaks, marks and excess water. Scrubbed surfaces shall be uniform in appearance, free of embedded dirt, cleaning solution film, stains and marks.

6.4 General / Spot Maintenance

6.1.1 Restrooms: All surfaces shall be of uniform appearance, free of deposits, streaks or film. All spillage shall be wiped clean with a damp cloth. Cleaned toilet rooms shall have no offensive odors, wall and floors shall be kept free of marks at all times. The Contractor shall clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, mirrors, plumbing fixtures, partitions, doors, walls, and other such surfaces, using a biodegradable germicidal detergent daily. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets. All types of toilet room dispensers shall be cleaned to prevent deterioration of surfaces. Soap dispensers shall be filled as needed. Toilet tissue and paper towel dispensers shall be filled as needed for all common use restrooms.

6.1.2 Showers: Clean and disinfect all surfaces of showers using a biodegradable germicidal detergent. After cleaning, showers will be free of deposits, dirt, streaks, and odors. Showers shall be cleaned twice weekly.

6.5 Furnishing and Replenishing of Supplies, Material and Equipment

6.5.1 The Government will furnish the contractor reasonable amounts of electrical, water, sewage, and heating utilities for use by the contractor.

6.5.2 Materials: The Government will provide a key(s) to access the janitorial spaces through the key control box located on the Quarterdeck. The Sector Officer of the Day (OOD) can be contacted from the quarterdeck to gain access to any locked space. This, or any other Government provided key(s), shall not leave the premises. This key(s) will be obtained from the key control box in the morning and will be returned to the key control box prior to all contractor employees departing for the night. Neither this key(s) nor any other government provided key(s) shall be duplicated. Loss of the key(s) may result in the contractor being required to re-key the facility or reimburse the Government for this expense. If a Master key is issued and lost, all locks and keys for the system will be replaced and the total cost may be deducted from the next payment due the contractor. The contractor shall not permit key usage to anyone other than authorized contractor employees.

6.5.3 Janitorial Closets: There will be one janitorial closet designated for use. This closets, where indicated, is available without cost for use by the contractor, for the purpose of storing materials and equipment, excluding flammable or hazardous materials. The contractor shall be responsible for the orderliness and cleanliness of the closets.

6.6 Miscellaneous

6.6.1 The Contractor’s employees shall report fires to the Officer of the Day (OOD) or the Command Duty Officer (CDO). Hazardous conditions shall be reported to the Contracting Officer’s Representative (COR).

6.6.2 The Contractor shall notify the COR of any inoperative water fixtures, lights, commodes, and damage to the buildings and fixtures within one (1) working day. The presence of any vermin such as cockroaches, water bugs, silver fish, mice, rats, etc., shall also be reported, giving location where seen.

6.6.3 The Contractor shall keep all supplies, equipment, and machines clear of traffic lanes and other areas where they might be hazardous. These items shall be secured at the end of each work period in janitorial closets. The Contractor shall dispose of cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition. After completing the work, the Contractor shall dispose of all dirt and debris daily resulting from work under this contract. The Contractor shall dispose of cleaning solutions in provided plumbing fixtures. The Contractor shall place debris in Government dumpsters located in specified areas located on the premises.

6.6.4 Closures and Delays: Closures or delays may be planned or unplanned. During a closure, the USCG is closed for business and Contractors are not allowed to be on-site without prior authorization from the KO or the COR. Planned closures will be determined in advance by the USCG Command and could include the day after Thanksgiving and other days immediately preceding or following other holidays. Unplanned closures (i.e. inclement weather, etc.), not normally exceeding twenty (20) hours per employee per year, may occur on an as needed basis. The Contractor will be notified as soon as possible of any unplanned closures; however, during times of inclement weather, Contractors will be advised to monitor the inclement weather number for information on closures.

6.6.5 During a delay, Contractor employees shall follow the directions given on the weather line, which will be provided by the COR. The message will typically say either there is a delay of XX amount of hours or that the USCG will open at a certain time. Contractor employees shall not arrive before these times, unless prior authorization has been obtained from the KO or the COR.

6.6.6 Any work not able to be completed during a closure or delay shall be performed over the ensuing days, after the facility is re-opened. Any items that were missed shall be completed as quickly as possible to stay on schedule.

6.7 Cleaning Frequencies

Plumbing Fixtures and Dispensers, Sweeping, Surfaced Area Sweeping, Sweep/Dust Mop, Light Fixture Cleaning, Waste Collection/Removal, Policing, Sinks/Drinking Fountains, Restrooms, Showers Twice Weekly (Tuesday and Thursday)

Dusting, Metal Cleaning, Glass Cleaning of Bathrooms

Twice Weekly (Tuesday and Thursday)

7. DELIVERABLES

7.1 The Contractor shall submit the following Deliverables IAW the table below. Two (2) copies of each Deliverable shall be provided as follows: one (1) for the KO and one (1) for the COR, unless otherwise noted. It is the responsibility of the Contractor to meet the deliverable format, content, and schedule IAW the table below. Electronic submissions are acceptable provided the format is compatible with MS Word 2010.

KO

With Proposal

KO

within ten (10) business days after Post Award Conference

Certificate of Insurance as required by

FAR 52.228-5

days after award and annually thereafter

Name(s), address(s), telephone number(s) of the designated Manager and/or working Supervisor

As Needed

(2) COR and KO

Ten (10) calendar days prior to performance

employee start date

KO

Within five (5) days of receipt

7.1.1 Inspection and Acceptance Deliverables: The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying them that the deliverable has been accepted.

7.2 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing, by the COR, of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.3 The COR will have ten (10) business days to review deliverables and make comments. The Contractor shall have five (5) business days to make corrections and redeliver.

7.4 All other review times and schedules for deliverables shall be agreed upon by the parties, based on the final approved Quality Control Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8. PERSONNEL REQUIREMENTS / QUALIFICATIONS

8.1 General: The Contractor shall manage the total work effort associated with the services required to assure fully adequate and timely completion of these services. Such management includes, but is not limited to: planning, scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall also provide staff with the necessary management expertise to assure the performance of the required work; and, trained and experienced personnel who meet established standards to effectively perform the requirements and who exhibit capability to perform with minimum supervision. The Contractor submit the necessary personnel documentation, staffing lists and schedules. Removal or dismissal of employees who are not fully able to perform the normally assigned duties or violate any security or health requirement, does not relieve the contractor of the requirement or provide contingencies for employees who are absent during their regular work hours; and shall have in place a suitable replacement for the absentee employee within two (2) hours of initial notification by the COR.

8.2 Contractor Personnel Qualifications: The Contractor employees shall hold and maintain any license(s) required by law, throughout the life of this anticipated contract. The Contractor shall maintain records for all employees hired under this anticipated contract.

The Contractor shall provide personnel with the following minimum capabilities:

a. Ability to read, write and clearly speak, and understand English. They shall be able to accurately fulfill the reporting requirements of the anticipated contract.

b. Shall be U.S. citizens or legal residents who have been lawfully admitted for permanent residence into the U.S. The Contractor shall obtain signed statements from all and potential employees to be assigned work under this anticipated contract, attesting they have been informed of these restrictions.

c. Shall be in good health and free of any communicable disease while performing work at this facility. Any necessary medical certificates, exams, and treatments are at the expense of the Contractor.

8.3 Employee Identification: Contractor employees shall wear ID badges and distinctive uniform clothing with the Contractor’s name in sufficient size to be read at a distance of approximately ten (10) feet, affixed thereon in a permanent manner. The Contractor shall ensure employees’ uniforms are well maintained while performing work under this anticipated contract. Additionally, Contractor employees shall carry identification on them at all times in case and should be ready to present it if questioned. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent. Visiting Contractor employees shall also comply with all Government escort rules and requirements.

8.4 Security: The Contractor shall comply with all Base security requirements, regulations, and directives as identified herein and other security requirements cited elsewhere in the anticipated contract. All Contractor personnel scheduled to work on Base shall be subject to a National Crime Information Center (NCIC) background check in order to gain access through the Base security gates. To process the NCIC background check, all Contractors shall provide the following information: name, citizenship, drivers’ license state and number, and date of birth. The NCIC form shall be filled out by the Contractor, listing all personnel that require access to Base; form shall be submitted to the COR for processing at least seven (7) calendar days prior to the date of access.

8.5 Medical: The Contractor shall ensure that any Contractor employee shall be in good health and free of any communicable disease prior to commencing work at this facility. Any necessary medical certificates, exams and treatments are at the expense of the Contractor.

8.6 Conduct of Personnel: The Contractor shall be responsible for and maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and shall take such disciplinary action with respect to employee(s), as necessary. Contractor employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Site Supervisor shall ensure Contractor employees understand and abide by established Department of Homeland Security (DHS) rules, regulations and policies concerning safety, security and authorized smoking areas.

8.7 Removal of Contractor Employees: All employees of this contractor in performance of this contract, or representative of the contractor entering this installation, shall abide by all applicable regulations and shall be subject to security checks as may be deemed necessary. The Government reserves the right to direct the contract to remove from performance under this contract, any employee, for misconduct or for security reasons. This shall not relieve or constitute an excuse from the contract performance. Upon dismissal the employee shall render all identification for entry to the base.

8.8 Alcohol and Controlled Substances: Contractor employees shall not possess, distribute, consume, use or cause to be used, any controlled substance or alcohol on the job site and/or Government property. Any Contractor or contractor employee found to be in violation of this section will be permanently prohibited from USCG property. Actions taken under this section shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service as required in this contract.

8.9 Designated Eating & Designated Smoking Areas: Contractor employees shall not smoke or consume food or beverages while performing work on this anticipated contract. During breaks, eating or smoking is permitted in designated areas only. All tobacco and tobacco substitute products, including but not limited to cigarettes, cigars, pipes, any smokeless tobacco, e-cigarettes, and other vapor substitutes shall only be permitted in designated areas. The COR will provide a list of designated areas upon request.

9. SAFETY REQUIREMENTS

9.1 The Contractor is solely responsible for compliance with all Federal, State and local laws, including but not limited to, OSHA (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of Federal Regulations (CFR) 1910 and any USCG Instructions as applicable, as well as the protection of their employees. The Contractor is also responsible for compliance with all CDC Guidelines in servicing emergency conditions due to COVID-19.

Note: USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors.

9.1.1 The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available upon request by the KO. The Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the personal safety requirements of employees. The USCG will NOT provide Contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

9.1.2 The Contractor shall cease all work if the KO issues a Stop-Work Order for failure to comply with safety requirements. Work shall continue when compliance with safety requirements has been achieved and the KO has issued a Notice to Proceed. The Government will not allow time extensions or payments for excess costs to the Contractor caused by Stop-Work Orders issued due to safety hazards.

9.2 Material Storage and Use: The Contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling, to include both hazardous and non-hazardous materials. All hazardous material shall be stored in an approved location. In the event that any Federal, State or local law or regulation directly contradicts the manufacture’s guidelines or professional recommendations, the Federal, State or local law or regulation will take precedence.

10. TRAVEL

10.1 Contractor travel shall not be required for this requirement.

11. MEETINGS AND REPORTS

11.1 Post Award Conference: The Contractor shall attend a Post Award Conference with the KO and COR no later than fifteen (15) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the KO, is to discuss technical and contracting objectives of this anticipated contract and review the Contractor's Quality Control Plan (QCP). The Post Award Conference will be held at the Government’s facility or via teleconference.

11.2 Status Meetings: The Contractor Site Supervisor shall be required to meet on a weekly basis with the COR during the first month of the anticipated contract. As determined by the COR, meetings may be as often as necessary but, no less than quarterly. Meeting time will be mutually agreed upon between the COR and Contractor; location shall be at the USCG Sector Delaware Bay, Philadelphia, PA,19147. The minutes of the meetings shall be prepared by the Contractor, and signed by the Contractor’s Representative and the COR.

11.2.1 Discussion topics shall include, but are not limited to: deliverables, progress, exchange information, resolve emergent technical problems, and issues.

11.3 General Reports Requirements: The Contractor shall provide all reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows and Microsoft Office Applications 2010). The reports shall be signed electronically or by hand.

Comment by Ward, Kaitlin M LCDR USCG SEC DEL BAY (USA): Can we just put N/a Comment by Caraballo, Isaac G CPO USCG (USA): Yes, we can

12. CONTRACTOR FURNISHED ITEMS: Not applicable N/A

12.1 The Contractor shall furnish all facilities, materials, tools, equipment and services necessary to fulfill the requirements of this anticipated contract. Expendables of toilet paper, soap and paper towel will be provided by the government.

12.2 Damage to Contractor Supplies, Materials, Equipment and Property: The Government will not be responsible in any way for damages to the Contractor’s supplies, materials, equipment, property, and Contractor employees’ personal belongings that are caused by improper packaging and shipping procedures, fire, weather, theft, accident, or other disaster/misfortune.

13. CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

13.1 The Quality Control Plan is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring a “self-correcting” contract is to ensure that the Government approved QC program provides the measures needed to lead the Contractor to success. Careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

13.2 Contractor Quality Control Plan (QCP): The Contractor shall develop, maintain and submit, within ten (10) business days after the Post Award Conference, a complete QCP delineating the Contractor’s QC Program/Inspection System to monitor and control their performance of services. The QC Program/Inspection System shall establish and explain in detail, how the Contractor will maintain Quality Processes of providing the Janitorial services required. The COR will approve any changes to the QCP prior to the Contractor implementation. If the COR perceives such changes to be other than minor, approval by the KO is necessary. A QCP that is acceptable to the Government and assures the requirements of the contract shall be met, shall be submitted by the Contractor as specified in 7.0, Deliverables.

13.3 Quality Control Program/Inspection System: The QC system shall encompass all functions of the anticipated contract. It shall specify areas to be inspected, on both a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection. The Contractor shall develop and implement QC procedures addressing the areas identified in the PWS and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The inspection system shall be designed to keep the Contractor’s management and the USCG 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. The Contractor shall ensure that QC includes timely and effective corrective actions for all deficiencies identified by the Government.

13.4 Contents: Shall include, but are not limited to, the following:

a. Introduction to the Quality Control System:

1. Background and rationale for the System.

2. Objectives in using QC.

3. Successes with and updates for the System.

b. QC Process for the Various Tasks:

1. Inspection Procedures - Steps (i.e., checklist used in inspecting performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing QC operations) to identify conformance indicators and actions taken if non-conformance is found, covering all of the service requirements of this anticipated contract.

2. Means of Identifying and Resolving Problems - A system for identifying and correcting deficiencies in the Quality Process of services before the level of performance becomes unacceptable and/or the Government inspections point out the deficiencies.

3. Roles and Responsibilities – The name(s) of the individual(s) who will perform the inspection.

c. Specific QC Functions:

1. Training plan outlining names, topics, and completion dates; and the name(s) of the individual(s) who will perform the inspections.

2. Labor practices (i.e., hiring, retention and rewards, and substitutions).

3. Compliance with security, safety, and healthy and sanitary requirements.

13.5 The Government and Contractor shall make use of the resources and tools available to maintain contracted functions to the maximum extent possible under emergency circumstances. Contractor shall obtain approval from the KO prior to incurring costs over and above those allowed for under the terms of this anticipated contract. Regardless of contract type and work location, contractors performing work described herein shall charge those hours accurately IAW the terms of the anticipated contract.

14. GOVERNMENT QUALITY ASSURANCE REQUIREMENTS

14.1 Fundamental Government Responsibilities: For the services required, the COR is responsible for representing the KO in all facets of quality. The COR will carry out inspections, reviews, approvals, and handle deficiencies; and, ultimately accept on behalf of the KO. The functions of the COR are identified below. Government personnel, other than the KO and the COR, may observe the Contractor’s operations from time to time.. However, these personnel may not interfere with Contractor performance.

14.2 General Monitoring Functions: To facilitate the surveillance of the Contractor's QC Program by the Government, the COR will verify Contractor compliance with designated contract/performance requirements. In addition, for non-compliance and/or untimely corrective action to deficiencies of specific tasks, the Contractor is subject to re- performance (at the Contractor’s expense) and/or an inspection fee. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the Contractor's QCP regularly for compliance with the requirements herein.

14.3 Specific QA/Monitoring Functions: The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COR will perform the following qualitative and evaluative functions, which comprise of the Government Quality Assurance Surveillance Plan (QASP):

a. Carry out periodic inspections using the Quality Checklists.

b. Report any findings resulting from these inspections to the Contractor/KO.

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

d. Meet with the Contractor’s Program Manager as agreed to or as often as necessary. The Contractor and COR will sign the written minutes of these meetings, prepared by the Contractor.

e. Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein. Any discrepancies found will be handled as described herein.

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

g. Perform annual and final performance evaluations.

14.4 Service Requirements Summary (SRS): The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items as identified in the PWS. These requirements are critical to mission success and are identified in the table below:

effectively and to provide sufficient labor during hours of operation

Biweekly Checklist (Section 4.2)

customer complaints

14.5 Quality Assurance Surveillance Plan (QASP): This QASP is pursuant to the requirements listed in this PWS and found in Attachment 2. This plan sets forth the procedures and guidelines USCG Sector Delaware Bay will use in ensuring the required performance standards and Acceptable Quality Levels are achieved by the Contractor.

14.5.1 Purpose: The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the Contractor is meeting the performance standards/quality levels identified in the PWS and the Contractor’s QCP, and to ensure that the Government pays only for the services received.

14.5.2 This QASP defines the roles and responsibilities of all members, identifies the performance objectives, defines the methodologies used to monitor and evaluate the Contractor’s performance, describes QA documentation requirements, and describes the analysis of QA monitoring results.

14.5.3 Surveillance Approach: The PWS is structured around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the surveillance method approach taken by Base Cape Cod to monitor the Contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on the Contractor to develop a capability to review and analyze information generated through performance assessments.

14.5.4 The Contractor is responsible for the quality of all work performed. The Contractor measures the quality through the Contractor’s own QC program. QC is work output, not workers, and therefore includes all work performed under this anticipated contract regardless of whether the work is performed by Contractor employees or by subcontractors. The Contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS.

14.5.5 The COR will monitor and review performance by the Contractor to determine how the Contractor is performing against communicated performance objectives. The Contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

15. GOVERNMENT TERMS AND DEFINITIONS

Contracting Officer (KO): A person duly appointed with the authority to negotiate and enter into and administer contracts on behalf of the Federal Government.

Contracting Officer’s Representative (COR): The person(s) whom the KO designates in writing by name and/or position title to conduct day-to-day liaison between the Contractor and the KO on technical matters pertinent to this contract.

Contract Specialist (KS): A Government official responsible for the development, implementation, and administration of this contract. This person is the primary point of contact for the KO.

Contractor: The term Contractor as used herein refers to both the prime Contractor and any Subcontractors. The Contractor will be responsible for ensuring that the Subcontractors comply with the provisions of this contract.

DHS: Department of Homeland Security Notice of Deficiency: A formal, written documentation of Contractor non-conformance of work, also known as a Contractor Discrepancy Report (CDR).

Quality Assurance (QA): Those actions taken by the Government to assure services received meet the requirements of the contract.

Quality Control (QC): Those actions taken by a Contractor to assure that services rendered meet the requirements of the contract.

Quality Control Plan (QCP): Those actions taken by the Contractor to ensure QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements of the contract.

Periodic Surveillance: Physical observation and/or inspection of contract performance done on a frequency relating to contract performance and scheduling.

16. LIST OF ATTACHMENTS

The following Attachments are applicable to this contract. Adjustments to these attachments are anticipated; however, no changes, additions or deletions will be effective until a contract modification is completed. Any change, addition or deletion, to any of the attachments during the duration of this contract (including options, if exercised) may be initiated by either the KO or the Contractor, with the final decision resting with the KO.

Restrooms:

Showers – disinfect, deodorize -

Sinks – disinfect, deodorize

Toilets / Urinals – disinfect, deodorize

Mirrors

Plumbing Fixtures – disinfect, deodorize

Partitions / Stalls Cleaned

Doors

Walls

Fill Soap Dispensers (as needed)

Fill Toilet Tissue/Paper Towel Dispensers (as needed)

Floors /Sweeping/ Mopping

Empty Waste Receptacles

Bi-weekly Cleaning Checklist: The following checklist will be completed for each space.

Space Location:__________________________________________________

Submitted by: ____________________ Dates of cleaning:________________

ATTACHMENT 2: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0. INTRODUCTION

This QASP sets forth the procedures and guidelines the United States Coast Guard (USCG) will use in ensuring the required performance standards and/or acceptable quality levels defined in the Janitorial Services Performance Work Statement (PWS) are achieved by the Contractor.

2.0 PURPOSE

The QASP provides the USCG with the ability to conduct surveillance activities of Contractor performance during the life of the contract. The QASP details how and when Contractor performance will be monitored, evaluated, and documented with regards to the PWS.

2.1 The QASP is intended to accomplish the following:

· Define the role and responsibilities of participating Government officials.

· Define the required Performance Standards.

· Define the methods of Quality Assurance (QA) Surveillance that will be employed by the Government in assessing the Contractor’s performance.

· Define Contractor reporting requirements.

3.0 ROLES AND RESPONSIBILITIES OF GOVERNMENT REPRESENTATIVES

3.1 Contracting Officer (KO): The KO has full authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government. The KO ensures performance of all necessary actions for effective contracting as well as ensures compliance with the terms of the contract and safeguards the interests of the Government in the contractual relationship. The KO assures the Contractor receives impartial, fair, and equitable treatment under the contract. The KO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Assigned KO: SKC Isaac G. Caraballo Organization / Agency: U.S. Coast Guard Air Station Telephone / Email: (609) 813-3851 / Isaac.G.Caraballo@uscg.mil

3.2. Contract Specialist (KS): The KS administers all aspects of the contract and will be the Contractor’s primary point of contact for all contract related matters. The KS will also be responsible for the day-to-day monitoring of the Contractor’s performance in the area of contract compliance, contract administration, cost control and reviewing the Contract Officer Representative’s COR assessment of the Contractor’s performance.

Assigned KS: SK1 Cali Seneca Agency: USCG Sector Delaware Bay Telephone / Email: (260) 820-5505 / Cali.A.Seneca@uscg.mil

3.3. Contract Officer Representative (COR): The COR is the Contractor’s primary point of contact for all technical items related to the contract and is responsible for the administration of this surveillance plan. The COR is responsible for monitoring, assessing, and communicating the technical performance of the Contractor and assisting the Contractor. The COR will also carry out inspections, reviews, approvals, and handle deficiencies; and ultimately accept on behalf of the KO. The COR is responsible for representing the KO in all facets of quality for the services required. The functions of the COR are identified below.

Assigned COR: DCC Sean McGinty Organization / Agency: Sector Delaware Bay Telephone / Email: (757)638-5981 / Sean.f.McGinty@uscg.mil

3.3.1. General Monitoring Functions: To facilitate the surveillance of the Contractor's Quality Control (QC) Program by the Government, the COR will verify Contractor compliance with designated contract/performance requirements. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor is subject to re-performance (at the Contractor’s expense) and/or an inspection fee. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor's Quality Control Plan (QCP) regularly for compliance with the requirements herein.

3.3.2. Specific QA Functions: The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COR will perform the following qualitative and evaluative functions:

a. Carry out periodic inspections using the Quality Checklists.

b. Report any findings resulting from these inspections to the Contractor/KO.

c. If discrepancies are discovered as a result of the periodic inspections, or any other means, use a CDR to communicate them to the Contractor and follow up to ensure nonconformance is corrected.

d. Meet with the Contractor’s On-Site Working Supervisor as agreed to or as often as necessary. The Contractor and COR will sign the written minutes of these meetings, prepared by the COR. Any area(s) of non- concurrence by the Contractor with the minutes must be specified in writing to the COR within five (5) calendar days of receipt of the signed minutes.

e. Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein. Any discrepancies found will be handled as described herein.

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

g. Perform annual and final Performance Evaluations

3.3.3. Contract Discrepancy Report (CDR): When a discrepancy exists, the Contractor shall be required to complete Block 10 of a CDR, which will be submitted to the KO at the time of issuance. The KO will evaluate the Contractor’s explanation and determine the next course of action. The Contractor may request a meeting whenever a CDR is issued.

3.4 Contractor Representatives: The following employees of the Contractor serve as the Contractor’s Representatives for this contract.

a. On-Site Working Supervisor: Telephone / Email:

b. Other Contractor Personnel: Title:

Telephone / Email:

c. Other Contractor Personnel: Title:

Telephone / Email:

4.0 REQUIRED PERFORMANCE STANDARDS

The Contractor shall provide all services in accordance with the PWS. The performance standards are included in the PWS and in Section 6.0 of this QASP.

5.0. METHODS OF QA SURVEILLANCE

5.1 Contractor Performance Assessment Report System (CPARS): The Government CPARS will be utilized to document Contractor performance during the life of the contract. This report will be generated yearly or more frequently if necessary to document positive or negative performance. These reports will also become part of the electronic database ultimately consolidated under the Past Performance Information Retrieval System (PPIRS) for past performance evaluations for future contracts. The Contractor should understand that these reports will remain in a database for at least three years and will be available to all Government agencies for source selection purposes.

5.1.1 CPARS Evaluation Areas

The CPARS will evaluation the following areas:

· Quality of Product or Service – Assess the Contractor's conformance to contract requirements, specifications and standards of good workmanship (e.g. commonly accepted technical, professional, environmental, or safety and health standards).

· Schedule – Assess the timeliness of the Contractor against the completion of the contract, task orders, milestones, delivery schedules, and administrative requirements (e.g. efforts that contribute to or effect the schedule variance).

· Business Relations – Assess the integration and coordination of all activity needed to execute the contract, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the Contractor's history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts.

· Management of Key Personnel – Assess the Contractor's performance in selecting, retaining, supporting, and replacing, when necessary, key personnel.

· Subcontracting (if applicable) – Assesses if the Contractor made a good faith effort to comply with its subcontracting plan consistent with the goals and objectives, reporting and other aspects of the plan.

· Any other important areas unique to the contract or that cannot be captured elsewhere, as deemed necessary by the Contracting Officer.

5.1.2. CPARS Evaluation Ratings

The evaluation ratings in CPARS are as follows:

· Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the task and/or sub-task being assessed was accomplished with few minor problems for which corrective actions taken by the Contractor were highly effective.

· Very Good – Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the task and/or sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the Contractor were effective.

· Satisfactory – Performance meets contractual requirements. The contractual performance of the task and/or sub-task contains some minor problems for which corrective actions taken by the Contractor appear or were satisfactory.

· Marginal – Performance does not meet some contractual requirements. The contractual performance of the task and/or sub-task being assessed reflects a serious problem for which the Contractor has not yet identified corrective actions.