SOW Broken Bow Janitorial_HF 2023.docx

S P E C I F I C A T I O N S

BROKEN BOW POWERHOUSE

OKLAHOMA

MAINTENANCE CONTRACT

FOR

JANITORIAL WORK

ORGANIZATION OF SPECIFICATIONS

This specification consists of a general section supplemented by exhibits and appendices. A Table of Contents is provided on the following pages.

The general section contains requirements that apply to all work to be performed under the provisions of this specification. The exhibits contain detailed listings or examples referred to in the general section and the Performance Requirements. The appendices contain a description of the facilities to be serviced and the work to be performed.

Any reference to paragraphs or subparagraphs in this specification will refer to those in the general section unless otherwise noted.

TABLE OF CONTENTS

Para.No. Paragraph Title

1 Scope of Work

2 Definitions

3 References

4 Initiation, Execution, & Acceptance of Work

5 Personnel

6 Equipment

7 Materials and Supplies

8 Performance Requirements

9. Contractor Quality Control (CQC)

10 Deductions for Deficient Work

11 Safety and Security

12 Contractor's Facilities

13 Work Schedules

14 Reporting Defective Facilities

15 Building Security

16 Prework Conference

17 Contractor Submittals

18 Billing

19 Changes in Amount of Facilities Serviced

20 Required Insurance and Insurance Certificate

21 Antiterrorism And Operations Security Requirements

EXHIBITS

No. TITLE

1 Quality Assurance Report

2 Specifications for Contractor-Furnished Materials and Supplies

3 Performance Requirements Table

4 Invoice Format

5 Quality Control Inspection Log

APPENDICES

Appendix Title

A Janitorial Work

1. SCOPE OF WORK. The work required under this specification provides for the Janitorial work at the powerhouse and contiguous exterior areas.

2. DEFINITIONS.

2.1. Bimonthly. Work required to be performed every other month.

2.2. Biweekly. Work required to be performed every other week.

2.3. Contractor Quality Control (CQC). The contractor's system of controlling the quality of services provided under the provisions of the contract.

2.4. Deficient Service. Any service provided by the contractor that does not meet the Performance Standards specified in the Performance Requirements given in Exhibit 3.

2.5. Government. The term "Government" as used herein means the United States of America.

2.6. Performance Requirement (PR). The Government's requirement for each service provided under the contract. Performance Standard (PStd) specifies the minimum standard (quality) for each service provided under the contract.

2.7. Project. The term "project" as used herein means all Government property at Broken Bow Powerhouse.

2.8. Quality. Conformance with the contract specification.

2.9. Quality Assurance (QA). The procedure by which the Government determines CQC is functioning effectively.

2.10. Regulations. The term "regulations" refers to any local, state, or Federal law or regulation applicable to operation or maintenance of the project.

2.11. Semimonthly. Work required to be performed two times per month.

2.12. Semiweekly. Work required to be performed two times per week.

2.13. Workday. Any day, Monday through Thursday, exclusive of Federal holidays. This definition should not be interpreted to mean work is not required by this specification on other days.

3. REFERENCES. Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1, current issue) is hereby incorporated into this specification. The Contracting Officer or their designee will furnish EM 385-1-1 to the contractor after contract award.

4. INITIATION, EXECUTION, AND ACCEPTANCE OF WORK.

4.1. Initiation and execution of work shall be in accordance with this specification.

4.2. Acceptance of Work. The Government shall accept Work unless the Contracting Officer or Contracting Officer’s Representative (COR) notifies the contractor of deficient services.

4.2.1. Initial notification of deficiencies may be written or oral; however, all oral notification shall be confirmed by the Contracting Officer in writing within two (2) workdays. Written notification shall be provided by completing Parts I, II, and III of a Quality Assurance Report (SWT Form 982, Exhibit 1).

4.2.2. If the Contracting Officer or the COR notifies the contractor of deficient work, the contractor shall initiate action to accomplish corrective work. Work performed on a daily schedule shall be re-performed the same day. Work performed on less than a daily schedule shall be re-performed not later than the following day. Refer to paragraph 10 for deficient work not re-performed.

4.2.3. The contractor shall notify the Contracting Officer and the COR when deficiencies have been corrected by completing Part IV of the QA Report, provided it has been furnished the contractor. If not, notification shall be made orally. When work has been corrected, the Contracting Officer or the COR shall complete Part V of the QA Report and furnish the contractor a copy. A copy will also be provided the Contracting Officer at the Tulsa District Office.

5. PERSONNEL. The contractor shall provide personnel necessary to accomplish all work required by this specification within specified time limits.

5.1. Experience and Skills. The contractor shall provide personnel that are experienced and demonstrate proficiency in the skills required performing the various types of work specified.

5.2. Supervision.

5.2.1. The contractor shall provide one supervisor on the project who shall have full authority to direct any work required. This supervisor and alternates, who shall have full authority to execute work during his absence, shall be designated in writing to the Contracting Officer.

5.2.2. The contractor shall provide the Contracting Officer and the COR a local or toll-free telephone number at or through which the supervisor can be reached between 8:00 a.m. and 4:30 p.m. on all days work is being performed. Use of a cellular-type phone is acceptable.

6. EQUIPMENT. The contractor shall furnish equipment necessary to accomplish all work required by this specification within specified time limits.

6.1. Upon request from the Contracting Officer or the COR, the contractor shall present equipment to the Contracting Officer or the COR for inspection. Equipment brought to the project shall not be used until it has passed inspection. The Contracting Officer or the COR shall establish the time and location for these inspections.

6.2. All motorized equipment shall be powered by 115 Volts AC.

6.3. All equipment must be in good operating and mechanical condition and shall comply with EM 385-1-1.

6.4 While performing work under this contract, vehicles shall be operated only by legally licensed drivers and parked only on roads, parking areas, or pullouts unless the Contracting Officer approves use of other areas.

7. MATERIALS AND SUPPLIES.

7.1. Contractor Furnished.

7.1.1. Except for the items listed in subparagraph 7.2., the contractor shall furnish all materials and supplies necessary to accomplish all work required by this specification within specified time limits.

7.1.2. All materials and supplies shall be new/in good repair and adequate quantities shall be maintained to perform the required services without interruptions. All materials and supplies are subject to review by the Contracting Officer or the COR to determine compliance with this specification.

7.1.3. Specifications for selected contractor-furnished materials and supplies are given in Exhibit 2.

7.1.4. In addition to materials and supplies listed in Exhibit 2, the contractor shall furnish the following:

Carpet Shampoo Cleaning compounds Disinfectants Glass Cleaner Mops, brooms, etc.

Wax & stripping agents for tile floors Spot Remover for carpets & upholstered chairs

7.2. Government Furnished. The Government will furnish potable water.

8. PERFORMANCE REQUIREMENTS. Performance Requirements (PRs) for work performed under this specification are given in Exhibit 3. The contractor's performance will be evaluated using these PRs as follows:

8.1. Services provided by the contractor will be inspected for compliance with PStds. Those not meeting PStds shall be considered deficient. Major or recurring minor deficiencies will result in a letter of correction being issued by the Contracting Officer's Representative.

8.2. Deficient services are determined during initial QA inspections since the purpose of QA is to determine how well CQC is functioning. The results of inspections are not changed as a result of satisfactory re-performance. Deficient services determined in this manner will be used to compute defect rates. These defect rates will be compared to PSTDs to determine whether the contractor’s performance is acceptable.

9. CONTRACTOR QUALITY CONTROL (CQC). The contractor shall establish and execute a CQC Plan to assure that all work required by this contract is completed on schedule and in accordance with the PR’s provided in Exhibit 3.

9.1. Results of quality control inspections conducted by the contractor shall be entered on the Quality Control Inspection Log (SWT Form 990, Exhibit 5). Furnish a copy of completed inspection logs to the Contract Officer’s Representative weekly.

9.2. Requirements in 9.1. may be waived by the Contract Officer’s Representative if it is determined proper CQC can be achieved without the required submissions. This determination will normally be made on the basis of actual performance by the contractor and shall be made in writing by the Contract Officer’s Representative.

10. DEDUCTIONS FOR DEFICIENT WORK. Deductions from the contractor's scheduled earnings shall be made for services that do not meet the PStds in Exhibit 3. Deductions for documented defects will be made in accordance with the following procedures:

10.1. Each service found deficient and re-performed by the contractor: No deduction.

10.2. Each service found deficient and performed by the Government: Deduction for loss in value shall be based on the Government's cost for performing the work.

10.3. Each service found deficient and performed by another contractor: Deduction is the contract price paid the other contractor to perform the work.

10.4. Each service found deficient and not re-performed by anyone, or work not performed at all: Deduction for loss in value shall be based on estimates of the contractor's cost for performing the work, i.e., labor, materials, equipment costs, work schedules, etc. Loss in value shall be based on the contract bid price or applicable portion thereof.

11. SAFETY AND SECURITY.

11.1. Safety Plan. The contractor shall furnish the Contracting Officer and the COR a safety plan to implement the general policies and procedures for safe operation and maintenance of the project in accordance with EM 385-1-1. The safety plan shall include, but not be limited to the following:

11.1.1. Procedures for training employees in responsibilities for safety of others, including the general public.

11.1.2. Requirements for wearing or utilizing personal safety equipment and apparel.

11.1.3. Procedures for handling, reporting, and correcting unsafe conditions, practices, and safety violations.

11.1.4. Procedures for treating and transporting injured persons to medical facilities.

11.2. Safety Violations. If a contractor's employee persists in not following the safety requirements of this specification or the contractor's safety plan, the employee shall be permanently discharged upon the written request of the Contracting Officer.

11.3. Personal Clothing and Safety Apparel. Contractor personnel shall wear clothing suitable for the weather and working conditions. The minimum shall be short-sleeve shirt and long trousers (no sleeveless shirts or tank tops, or shorts). Clothing shall be in good repair. Personnel will wear additional protective apparel when required by Section 5, EM 385-1-1.

11.4. The contractor shall maintain a key register (SWT Form 894) to record the assignment of all keys provided by the Government. Extra keys shall be returned to the COR. Discharged employees shall be required to return all keys. Keys shall not be duplicated. Any occurrence of lost keys shall be reported to the COR immediately. If keys are lost the contractor shall reimburse the Government for the cost of new keys and tumblers/locks. The contractor shall also install the tumblers/locks at no expense to the Government. Upon termination of the contract, all keys shall be returned to the Government.

11.5. Accident Reports.

11.5.1. The contractor shall immediately notify the Contracting Officer and the COR of all known accidents that occur at the project and result in death or serious injury.

11.5.2. The contractor shall investigate all accidents involving contractor or subcontractor employees that result in death, traumatic injury, occupational disease, or damage to property, materials, supplies and equipment incidental to work performed under this specification. The results of investigations shall be reported to the Contracting Officer and the COR immediately, and in writing on ENG Form 3394, Accident Investigation Report, within one (1) workday following the accident.

11.6. Exposure Reports. The contractor shall maintain an accurate record of exposure data (man-hours worked) and submit the figure in writing monthly by the 2nd workday of the following month.

11.7. ANTITERRORISM AND OPERATIONS SECURITY REQUIREMENTS. The Contractor shall be responsible for ensuring all personnel, to include sub-contractor personnel, comply with the training requirements and procedures identified on the document titled “Antiterrorism/Operations Security Requirements” in Section H, Special Contract Requirements. When items for which training is identified, the Contractor shall ensure that all personnel complete acknowledgement for the specified training; the Contractor is responsible for ensuring all training acknowledgments, when applicable, are submitted to the COR or Contracting Officer within 10 calendar days of contract award (or NTP for construction contracts). In no event shall any contractor or sub-contractor personnel be onsite prior to completion of any applicable training and submission of training verification. Training materials and verification forms will be provided by the Contracting Officer upon written request.

12. CONTRACTOR'S FACILITIES. The contractor shall be responsible for storage of materials, supplies, and equipment to maintain the services required by this contract. A limited amount of storage space is available for storage of janitorial supplies in the powerhouse.

13. WORK SCHEDULES. The contractor shall furnish the Contracting Officer and the COR a schedule for performing all janitorial work that is required at a weekly frequency or less. A revised schedule shall be furnished the Contracting Officer and the COR prior to the contractor changing his mode of operation.

14. REPORTING DEFECTIVE FACILITIES. While performing work, contractor personnel shall observe the condition of Government facilities. Damaged, defective, and/or inoperative facilities shall be reported to the Contracting Officer and the COR each workday.

15. BUILDING SECURITY. The names of contractor personnel authorized to perform work under this contract shall be furnished the Contracting Officer Representative. Only those persons whose name appears on this list shall be allowed access to buildings. When Government personnel are not present while work is being performed, contractor personnel shall keep buildings locked and refuse entrance to anyone who does not have a key to the buildings. Contractor personnel will be instructed in the operation of intruder alarm systems and will be responsible for correct operation of these devices when work is performed and Government personnel are not present.

16. PREWORK CONFERENCE. The Contracting Officer or their designated representative shall conduct a Prework Conference with the contractor to discuss the provisions of this specification and the contractor's submittals listed in paragraph 16 below. As a minimum, the officer of the company that signed the contract and the on-site supervisor shall represent the contractor. The Contracting Officer or their designated representative shall establish the location, date, and time of the Prework Conference after consultation with the contractor. The conference could be held telephonically if all parties are in agreement.

17. CONTRACTOR SUBMITTALS. Unless otherwise noted, the contractor shall submit the documents listed below to the Contracting Officer and the COR prior to starting work. All submittals, other than copies of contracts, shall be typed and the original shall be furnished the Contracting Officer, a copy provided to the COR. If the Contracting Officer or the COR determines any of the submittals do not comply with this specification, the contractor shall resubmit these documents within one (1) week.

17.1. Names of supervisor and his alternate (submit prior to initiation of work and prior to changing designated employees) (subparagraph 5.2.1.).

17.2. Safety Plan (subparagraph 10.1.).

17.3. Exposure reports (submit by 2nd workday of each month) (subparagraph 10.5.).

17.4. Work schedules (submit prior to initiation of work and prior to changing schedules) (paragraph 12.).

18. BILLING.

18.1. The contractor shall submit the original and two copies of invoices at the end of each month for all completed work.

18.2. Invoices shall be prepared in the format shown at Exhibit 4.

18.3. All exposure reports shall be submitted before an invoice will be accepted.

18.4. Invoices and supporting documents shall be delivered or mailed to the Hydro-Specialist, Broken Bow Powerhouse, 4905 North State Highway 259-A, Broken Bow, OK 74728-0730.

19. CHANGES IN AMOUNT OF FACILITIES SERVICED. Adjustment in contract price will be negotiated at the request of either party, only if a singular change in the amount of project facilities to be serviced is made and the change results in an annual increase or decrease in the cost of work that exceeds $100. The cost of increases or decreases shall be based upon estimates of the contractor’s cost for performing the work.

20. REQUIRED INSURANCE AND INSURANCE CERTIFICATE. Pursuant to FAR 28.301(b) for the protection of the Government, and FAR 28.306(b) and 52.228- 5, Work on a Government Installation, the Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance:

20.1. Worker’s Compensation and Employer’s Liability: Workers' compensation and employers' liability insurance in compliance with applicable state statutes, with a minimum liability coverage of $100,000.

20.2. General Liability: Comprehensive general liability insurance for bodily injury in the minimum limits of $500,000 per occurrence. Property damage liability insurance shall be required in an amount of at least $100,000.

20.3. Automobile liability: Liability insurance shall be written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

21. Antiterrorism And Operations Security Requirements: The Contractor shall be responsible for ensuring all personnel, to include sub-contractor personnel, comply with the training requirements and procedures identified on the document titled “Antiterrorism/Operations Security Requirements” in Section H, Special Contract Requirements. When items for which training is identified, the Contractor shall ensure that all personnel complete acknowledgement for the specified training; the Contractor is responsible for ensuring all training acknowledgments, when applicable, are submitted to the COR or Contracting Officer within 10 calendar days of contract award (or NTP for construction contracts). In no event shall any contractor or sub-contractor personnel be onsite prior to completion of any applicable training and submission of training verification. Training materials and verification forms will be provided by the Contracting Officer upon written request.

APPENDIX A

JANITORIAL WORK

1. FACILITIES TO BE SERVICED. The facilities to be serviced under the provisions of this appendix consist of the powerhouse and contiguous exterior areas. An inventory of these areas is given in Table A.

2. FREQUENCIES AND TIMES OF SERVICES. Services required on each workday shall be performed Monday through Thursday, excluding Federal holidays. All work shall be accomplished between 6:00 a.m. and 4:30 p.m. Services required on a weekly, monthly, quarterly, or annual basis shall be performed on any of the workdays specified above.

3. DESCRIPTION OF WORK.

3.1. Offices, Lobby, Balcony, Entranceways, Control Room, Electronic Equipment Room, Kitchen, Hallways, and Stairways (Excluding Restrooms).

3.1.1. Each cleaning day. Empty trash receptacles. Clean sink and countertop;

clean drinking water receptacle with a disinfectant; sweep/dust mop vinyl tile floors (wet mopping shall be accomplished if necessary, to remove dirt). Clean and disinfect all powerhouse entrance doors, phones, & keypads. Control switchboards, electronic equipment, computers, radio, and copy machine shall not be cleaned.

3.1.2. Weekly. Wet mop all tile floors; dust office furniture and pictures, vacuum carpeted floors; and clean exterior surfaces of refrigerator, exterior surfaces of microwave, and exterior surfaces of stove. Clean glass on all doors and windows.

3.1.3. Monthly. Clean chairs, including removal of spots from upholstered chairs.

Clean interior of microwave, stove, and refrigerator. Clean interior & exterior windows and doors of lobby.

3.1.4. Quarterly. Shampoo carpeted floors; spot remover shall be used to remove difficult stains. Waxed floors shall be buffed.

3.1.5 Semiannually. Remove (by vacuuming or wet wiping) all dust/grime from all flat and dust collecting surfaces at or below ten feet in height including duct work, cabinets, lights, vents, piping, plant equipment; which does not contain asbestos (This is for all 3.1 areas).

3.1.6 Annually. Strip and Wax all types of tile floors. Tile floors shall be stripped prior to every time they are waxed and finished. This work shall be accomplished in May and shall be completed from start to finish in a two-week time frame.

3.2. Restrooms, Locker Room, and Showers.

3.2.1. Each cleaning day. Sweep and wet mop (disinfect) floors. Excess water shall be removed from floors after wet mopping. Clean mirrors and plumbing fixtures.

A disinfectant shall be used to eliminate odor and minimize health hazards. Deodorant cakes shall be maintained in urinals. Trash receptacles shall be emptied. Soap, paper towels, and toilet tissue dispensers shall be checked and filled if necessary.

3.2.2. Weekly. Clean walls, partitions and shower stalls. Biological formations and resultant stains shall be removed from shower stalls.

3.2.3. Monthly. Clean ventilation fan covers and light covers. Ceramic tile floors shall be scrubbed with buffer brush and cleaner or cleaned with appropriate cleanser for grout lines.

3.2.4 Semiannually. Remove (by vacuuming or wet wiping) all dust/grime from all flat and dust collecting surfaces at or below ten feet in height including duct work, cabinets, lights, vents, piping, plant equipment; which does not contain asbestos (This is for all 3.2 areas).

3.2.5 Annually. Strip and Wax all types of tile floors. Tile floors shall be stripped prior to every time they are waxed and finished. This work shall be accomplished in May and shall be completed from start to finish in a two-week time frame.

3.3. Erection Bay, Turbine Floor, Storerooms and Storage Areas, and all Stairways.

3.3.1. Each cleaning day. Empty trash receptacles. Clean drinking water receptacle with a disinfectant.

3.3.2. Weekly. Sweep or dust mop floors (wet mopping shall be accomplished if necessary to remove dirt). All grease and oil stains shall be removed from the floors.

3.3.3. Quarterly. Wet mop all types of tile floors. (All grease and oil stains shall be removed to the extent possible). All types of tile floors shall be buffed. Staircases to lower floor shall be swept or dust moped.

3.3.4 Semiannually. Remove (by vacuuming or wet wiping) all dust/grime from all flat and dust collecting surfaces at or below ten feet in height including duct work, cabinets, lights, vents, piping, plant equipment; which does not contain asbestos (This is for all 3.1 areas).

3.3.5. Annually. Strip and Wax all types of tile floors. Tile floors shall be stripped prior to every time they are waxed and finished. This work shall be accomplished in May and shall be completed from start to finish in a two-week time frame.

3.4. Exterior Surface Areas (inside secured parking lot).

3.4.1 Each cleaning day. Pick up any litter, trash, and debris.

3.5. Refuse Disposal. The contractor shall dispose of all refuse collected at the powerhouse in the dumpster provided by the Government located at the powerhouse entrance gate.

4. PERFORMANCE REQUIREMENTS. The work performed under this appendix shall comply with the PRs in Exhibit 3. The terms clean, sanitary, and odor-free facilities are used in Exhibit 3 and are defined as follows.

4.1. Clean. The contractor shall vacuum, sweep, wash, wipe, or brush facilities to ensure that dirt, dust, rocks, debris, trash, garbage, fecal matter, urine, soap scum, biological formations and resultant stains, insects, insect nests and webs, and residue from cleaning agents are removed.

4.2. Sanitary. The contractor shall disinfect facilities each time they are cleaned.

4.3. Odor-free. The contractor shall use a chemical agent in a manner that will eliminate odor from facilities.

TABLE A

INVENTORY OF POWERHOUSE FACILITIES AREA SIZE

Offices & Lobby areas with Carpeted Floors 390 SF

Control room, kitchen, electronics room, office & first aid room areas with Vinyl Tile Floors 3,350 SF

Restrooms & Showers 735 SF

Erection Bay, Balcony & Turbine Floor areas with ceramic tile floors 10,000 SF

Exterior concrete & asphalt surfaced areas .05 Acres