SOW.docx

PERFORMANCE WORK STATEMENT (PWS) AND SPECIFICATIONS

PREPARED BY

U.S. DEPARTMENT OF AGRICULTURE (USDA)

AGRICULTURAL RESEARCH SERVICE (ARS)

BELTSVILLE AGRICULTURAL RESEARCH CENTER (BARC)

BUILDING 426A, BARC-EAST

10300 BALTIMORE AVENUE

BELTSVILLE, MARYLAND 20705-2350

TO

PROCURE UNIFORM RENTAL AND MAINTENANCE SERVICES; I.E., LAUNDERING, ALTERATIONS, REPAIRS AND/OR REPLACEMENTS FOR FACILITY SERVICES (FS) AND RESEARCH SUPPORT SERVICES (RSS)

MAY 2020

PERFORMANCE WORK STATEMENT

I. INTRODUCTION

BARC is the largest and most diversified agricultural research complex in the world. It is a world leader in agricultural research and enjoys an international presence that attracts thousands of visitors each year. BARC activities consist of conducting research to develop and transfer solutions to agricultural problems of high national priority and provide information access and dissemination to ensure high-quality safe food products, assess the nutritional needs of Americans, sustain a competitive agricultural economy, enhance the natural resource base and provide economic opportunities for rural citizens, communities and society. RSS provides research support to the BARC scientific community through plant and animal care, forage and crop production, feed preparation and utilizing sustainable management programs that preserve local ecosystems. FS provides support to BARC through all services that apply to the building infrastructure, including alterations and renovations, electrical utilities, and plumbing/pipefitting, and all related services for the central heating plants and heat distribution systems as well as the wastewater and water treatment plants. All services external to the facilities, such as grounds maintenance, fencing, signage, snow removal, wildlife management, and vehicle/equipment maintenance are also provided by FS.

II. SCOPE OF WORK

To procure rental uniforms and maintenance services i.e. laundering, alterations, repairs and/or replacements for RSS and FS located at BARC in Beltsville, Maryland. Please note: all work shall be done in accordance with the PWS and Quality Assurance Surveillance Plan (QASP).

This necessitates the requirement for durable rental uniforms and maintenance services because RSS and FS employees, while performing their duties, may encounter chemicals, biological agents used in laboratories, pesticides used in fields, sewage, animal waste, solvents, adhesives, thinners, oil, grease, concrete, dust and other related products.

III. REQUIREMENTS

The contractor shall perform the following:

3.1 The contractor shall provide tailored, unisex uniforms, i.e., cut specifically for male and female employees; therefore, uniforms provided will vary by item, size, shape and quantity. The contractor shall make provision to measure employees on as needed and scheduled bases, as required to meet the needs of the bodies physical changes due to the Human Life Cycle.

3.2 The contractor shall provide uniforms of the standard industrial type:

65% polyester and 35% cotton for RSS and 100% cotton for FS. The contractor shall be responsible for all rentals, laundering, alterations, repairs and/or replacements of the following items:

each employee

• two permanently lined jackets (hip and waist length) with zippered closure

• two coveralls (long sleeved only)

(a) The contractor shall provide two emblems per shirt, jacket and coveralls. Emblems for the coveralls shall be placed above the breast pockets.

• For RSS staffers: emblem on left side shall read "USDA RSS"; emblem on right side shall read "Employee's First Name".

• For FS staffers: emblem on left side shall read "USDA FS"; emblem on right side shall read "Employee's First Name".

Example

USDA

FS

John or Jane

(b) The contractor shall provide RSS and FS uniforms in specific colors.

See chart below.

Emblems for RSS uniforms shall have black lettering on white background. Emblems for FS uniforms shall have blue lettering on white background.

(c) The pant pockets shall be a minimum of ten inches deep. The seam shall be well sewn to prevent occasional accidental tear.

(d) The shirt pockets shall be on both sides of the chest and be a minimum of four and one-eighth inches deep.

(e) The emblems shall be sewn, NOT glued.

(f) The contractor shall provide like new garments for upgrading from existing garments.

(g) The contractor shall provide all new uniforms upon the initial award of the base year contract.

(h) The contractor shall have in place an automated garment tracking system that always accounts for the garments and provide reports upon each weekly delivery.

(i) The contractor shall provide a garment cart so the to be cleaned garments or to be repaired garments can be placed in at each building location. The location in the building shall be approved by the Contracting Officer’s Representative (COR).

(j) The contractor shall provide one lockable garment locker for each employee under this requirement at each building location. The location in the building shall be approved by the COR.

(k) The contractor shall provide garment repair work order service tickets, as well as, a ticket drop off box in the proximity of the garment repair cart. The tickets shall be written in English and Spanish similar information as follows: remarks section, shirts or jackets and pants and coveralls services reference, missing buttons, torn garment, missing name emblem, missing company emblem, missing name label in collar, holes in pockets, zipper broken, repair belt loops, change shirt size, change jacket size, change pants size, change coveralls size, legs____inches too long, legs____inches too short, change waist size to____, your name and the company name line. The location in the building for the ticket drop off box shall be approved by the COR.

(l) Materials and Equipment: The contractor shall provide current labels and Material Safety Data Sheets (MSDS) of all chemicals to be used including brand names to clean all of the garments so as to prevent adverse reactions to human skin contact. These must be provided within ten days from the date of contract award.

(m) Method for Monitoring and Surveillance: The contractor shall describe methods and procedures to be used for identifying garment repair/replacement conditions.

(n) Service Schedule: The contractor shall provide a service schedule that includes frequencies of contractor visits, specific day of the week for visits, and approximate duration of each visit. The contractor shall make a minimum of one visit per week at each location at BARC. The contractor may make their site visits on any day Monday through Friday, unless it is a scheduled federal holiday/federal closing day that falls on the day of the routine visit. If so, then a new scheduled day will be coordinated.

3. 3 ROUTINE SERVICES MAINTENANCE - Routine services for the purposes of this requirement shall be defined as all services including annual inspections as stated in the contract and shall be performed monthly. The inspection shall identify the condition of the garments, delivery method of garments and on site storage of garments that may have a negative impact on the garments.

3.4 IDENTIFICATION OF QUALIFIED MANAGEMENT PERSONNEL - The contractor shall identify all contractor employees and provide qualified personnel. Any substitutions, additions, or replacement of personnel from those cited in the contractor's original proposal must be submitted to the COR for approval prior to starting work.

(a) Inspection system: The contractor's quality control inspection system shall cover all the services stated in the contract. The purpose of the system is to detect and correct deficiencies in the quality of services before the level of performance becomes unacceptable and/or government inspectors identify the deficiencies.

(b) Checklist: A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections.

(c) File: A quality control file shall contain a record of all inspections conducted by the contractor and any corrective actions taken. The file shall be maintained throughout the term of the contract and made available to the government upon request.

3.6 MONTHLY REPORT -The contractor shall submit an electronic copy of the Monthly Report via email to the COR and shall include the following:

(a) Discuss any findings of deficiencies due to inadequate treatments, improper treatments, or recommendations of change to a more effective chemical.

(b) Brief narrative of recommendations for the use of new chemicals that have appeared on the market with appropriate justifications for changing to the new chemicals.

(c) Brief narrative of recommendations for repairs or sanitation clean-up in order that preventive measures may be taken.

• For RSS at BARC in Beltsville, Maryland:

Building 030 (5 employees) Building 177A (14 employees) Building 203 (8 employees) Building 301 (9 employees) Building 1190 (10 employees)

• For FS at BARC in Beltsville, Maryland:

Building 426 (49 employees)

4.3 The contractor shall within ten days after contract award, schedule a time and date for fittings during normal business hours (7:30am to 4:00 pm) Monday through Friday, at all locations identified above. The contractor shall schedule fittings and all services with the FS and RSS CORs independently and allow adequate time to plan with employees' supervisor in such a manner that would result in minimal interruption to services provided to their customers.

4.3.1 Provide new work uniforms as described in this document.

4.3.2 Provide initial service to measure and fit each employee with properly sized work uniforms. The contractor shall submit for CO approval a listing of the survey data after fittings prior to ordering the uniforms. Delivery of uniforms to appropriate appointed FS and RSS representative shall be pre-approved by the CO and all changes communicated to the contractor thereof.

4.3.3 Provide suitable identification on uniforms to include first name, FS or RSS and USDA as described.

4.3.4 The contractor shall be responsible for the pick-up and delivery as needed for laundry and maintenance of rental uniforms. The contractor shall provide receptacles for collection of soiled work uniforms at all locations. The contractor shall provide a weekly "Pick-Up" inventory sheet of soiled laundry for all locations.

4.3.5 The contractor shall provide alterations due to weight change, shrinkage and any necessary repairs to maintain a serviceable uniform.

4.3.6 The contractor shall replace uniforms damaged due to normal wear and tear or through normal workplace usage at NO CHARGE to the Government. The Government will be charged for replacement uniforms only in the event of malicious damage or loss from misuse while in the possession of the Government.

4.3.7 All uniforms shall be free of stains, including but not limited to, oil and grease stains.

4.3.8 Uniforms appearing worn and torn shall be rejected and assessed reduction to the contractor's pay may apply.

4.3.9 The contractor shall provide a unit price for each of the provided services i.e. shirts, pants, laundry and maintenance per item.

IV. DELIVERABLE SCHEDULE

Performance Requirements Summary

Inspection Report(s) (Initial & Annual)

REVIEW OF RECORDS

REVIEW OF RECORDS

RANDOM SAMPLE AND CUSTOMER FEEDBACK

RANDOM SAMPLE AND CUSTOMER FEEDBACK

Inspection Report(s) (Initial & Annual)

30 days after contract award

V. MISCELLANEOUS INFORMATION

The contractor shall observe all safety precautions throughout performance. Certain areas within some buildings may require special instructions for persons entering these areas. Restrictions associated with these special areas will be explained to the contractor by the COR. These restrictions shall be adhered to and incorporated into the contractor's detailed plan and schedule for the building. All contract employees shall be subject to government regulations as are applicable during the time spent on government property. Building passes are required and shall be supplied by the government. The contractor shall obtain building passes from the COR. Proof of citizenship or Permanent Residency showing the contractor's personnel is authorized to work in the United States shall be required prior to the issuance of a building pass.

All contractor personnel, while working in or on government-owned or leased premises, shall wear distinctive uniform clothing (company uniform). The uniform shall have the contractor's company and individual employee's name affixed in a pronounced location for easy identification. Additional personal protective equipment required for safe performance of work shall be determined and provided by the contractor. Protective clothing, equipment and devices shall, at a minimum, conform to Occupational Health and Safety Administration (OSHA) standards for products being used. Vehicles used by the contractor must be identified in accordance with state and local regulations.

5.0 HOURS OF OPERATION

All work under the contract shall be performed between the hours of 7:30 a.m. and 4:00 p.m., Monday through Friday, eastern standard time, exclusive of official federal holidays and shall not interfere with government business. If the contractor cannot perform the work during or on days specified herein due to situations beyond the contractor's control, the contractor shall first notify the COR of such causes and obtain approval to perform the work at another time. This information shall be documented in the contractor's monthly report.

5.1 HOLIDAY HOURS

The following federal holidays shall be observed by the contractor unless otherwise stated in this document or later requested by the COR and/or CO.

*Please note: the contractor shall also observe any other day(s) declared by the President of the United States as a federal holiday. In addition, if a federal holiday falls on a Saturday, it is observed the preceding Friday. If a federal holiday falls on a Sunday, it is observed the following Monday.

5.2 INITIAL INSPECTION

A thorough initial inspection shall be conducted during the first month of this contract by the contractor's Project Manager and the COR or a designated BARC alternate employee. The purpose of this initial inspection is for the contractor to evaluate the needs of the premises and to discuss these needs with the COR. The following specific points should be addressed:

Note: the contractor must not enter restricted areas or areas containing radioactive materials without the approval of the occupant of the space.

(a) Identification of problem areas in and around the building.

(b) Facilitation of contractor access to all necessary areas.

(c) Information for the contractor of any restrictions or special safety precautions.

5.3. EMERGENCIES

In the case of emergencies, i.e., inclement weather or government closures due to unforeseen circumstances during the contractor's scheduled routine visits, the contractor shall divert his/her force as directed by the COR.

6.0 PERIOD OF PERFORMANCE

The period of performance will be as follows:

Base Year: August 1, 2020 – July 31, 2021 Option Year 1: August 1, 2021 – July 31, 2022

Option Year 2: August 1, 2022 – July 31, 2023

Option Year 3: August 1, 2023 – July 31, 2024

Option Year 4: August 1, 2024 – July 31, 2025