SOW-Narragansett RI.pdf

U. S. DEPARTMENT OF COMMERCE

NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION (NOAA)

PERFORMANCE WORK STATEMENT (PWS) FOR JANITORIAL SERVICES FOR

NATIONAL MARINE FISHERIES SERVICE (NMFS),

NARRAGANSETT, RI FACILITY

The Contractor shall provide all personnel, management, supervision, materials, supplies, equipment, tools, transportation and other items or services (except as stated herein) necessary to provide janitorial services at the NOAA National Marine Fisheries Service (NMFS) facilities located in Narragansett, RI.

The Contractor shall ensure that these services are performed in a manner that ensures the health and safety of Federal employees and members of the public; and, both the sanitary conditions and esthetic appearance of Federal buildings.

Superior customer service and well-maintained facilities that present a clean, neat and professional appearance shall be furnished in accordance with all the terms and conditions of the contract.

The Contractor shall be required to maintain a quality control program to ensure that the requirements of this contract are met. This program shall be created for identifying and correcting deficiencies in the quality before performance becomes unacceptable.

I. Scope Of Work

A. Place of performance will be as follows: National Marine Fisheries Service, 28 Tarzwell Drive Narragansett, RI 02882. Janitorial services for approximately 17,200 Square feet of buildings and offices occupied by approximately 45 staff and visitors. Total cleanable square footage is approximately 13,000 square feet. This measurement shall be confirmed by the contractor during a site visit. See Exhibit A for square footage details.

B. All cleaning under this contract is required to meet the quality and performance standards as identified. The majority of the cleaning for this requirement shall be accomplished between the hours of 3:00 pm and 9:00 PM in the Main building, Modular office buildings and Maintenance offices. These services shall be provided Monday through Friday, Federal holidays excluded, unless otherwise specifically approved by the Contracting Officer’s Representative (COR). The Federal Holiday home page can be found at www.opm.gov/fedhol.

C. All cleaning shall be accomplished utilizing the latest technology, products, equipment, industry practices, and specifications in order to achieve the quality and performance standards.

II. Supplies, Materials, Equipment and Utilities

A. Government Furnished Property, Materials, Equipment and Services (GFP/M/E/S). The Government will provide the facilities, equipment, materials, and/or services listed below:

1. The Government will furnish the necessary space in building, for the storage of supplies and equipment, will be provided for use in the performance of work under this contract. No flammable or explosive liquids such as gasoline will be stored in the building. The Government will not be responsible for damage or loss to the Contractor’s stored supplies or equipment.

2. Electrical power will be provided at existing outlets for the Contractor to operate such equipment, as necessary, in the performance of this contract.

3. Water will be made available, as necessary, for cleaning purposes.

4. Paper towel dispensers, toilet tissue dispensers, and hand sanitizer dispensers with batteries.

B. Provide dumpster for trash removal and shall be in accordance with the PWS (inclusive but not limited to the following sections of the PWS): Section VI, Paragraphs B.8, Section VI.

C. Contractor Furnished Property, Materials, Equipment and Services (GFP/M/E/S):

The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein. All equipment must meet all applicable Occupational Safety and Health Administration (OSHA) standards. Contractor shall not use any unsafe http://www.opm.gov/fedhol equipment or any equipment in need of repair. Contractor and contractor employees shall be supplied with all necessary protective and safety equipment.

1. Consumable Materials: The Contractor shall furnish all consumables in accordance with the “Sustainable

Products and Practices Policy”, Appendix A. Consumable materials required for the execution of the contract as a minimum cleaning chemicals and solutions, rubber gloves, plastic liners for waste baskets, soap for soap dispensers, toilet tissue, hand towels and liquid hand sanitizer. Consumables in place, other than back-up supplies, remaining at the conclusion of the contract period will become the property of the Government.

2. Training and services provided shall include all applicable OSHA and other related standards, including the

Federal Clean Air Act, requirements of the Environmental Protection Agency (EPA), and all Federal, State and Local Codes, in addition to maintaining current licenses as required for the type of work provided.

3. The Contractor shall submit all Material Safety Data Sheets (MSDS) for any materials used under this contract containing “dangerous” or “warning” labels to the Contracting Officer’s Representative (COR) within 10 days after contract award date. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the required/applicable MSDS have been furnished to the Government and approved by the COR.

4. The use of caustics (acid-based cleaners) will not be approved. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable MSDS for all chemicals and hazardous materials (products containing ‘CAUTION’ or ‘WARNING’ labels) have been furnished to the Government and approved by the COR.

5. Equipment: Contractor shall furnish all cleaning equipment necessary to accomplish the work under this contract. All equipment must meet all applicable OSHA standards. Contractor shall not use any unsafe equipment or any equipment in need of repair. Contractor and Contractor personnel/employees and all associated subcontractors performing under this contract shall be supplied with all necessary protective and safety equipment.

6. The contractor is responsible for damage to any Government equipment, supplies, or facilities caused by contractor’s personnel. The contractor is cautioned that in many areas of the buildings delicate equipment is in operation. This equipment may be damaged by placing anything on top, bumping against controls, etc.

7. Newly introduced products during the life of this contract must be approved in writing by the COR prior to utilization under this contract. Under no circumstances will the use of caustics (acid-based cleaners) be used or approved by the COR. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable MSDS for all chemicals and hazardous materials (products containing CAUTION or WARNING labels) have been furnished to the Government and approved by the COR.

8. Contractor Equipment: The Government may inspect Contractor’s equipment at any time. Contractor’s equipment shall be subject to approval by the COR. The Contractor shall service or replace at no cost to the Government any equipment found to be defective, unsafe, or unsuitable.

9. Sustainable Practices and Products Policy. Contractor shall adhere to prescribed Sustainable Practices and Products Policy in accordance with the Federal Acquisition Regulation (FAR) Part 23. FAR Part 23 can be found at http://www.acquistion.gov. Contractor will maximize the utilization of environmentally preferable products (based on EPA-issued guidance); promote energy-efficiency and water conservation; eliminate or reduce the generation of hazardous waste and the need for special material processing (including special handling, storage, treatment, and disposal); promote the use of nonhazardous, bio-based, and recovered materials and products. The Contractor shall comply with the provision at FAR 52.223-1, Bio-based Product Certification, furthermore, in accordance with the reporting requirements of FAR 52.223-2, the Contractor shall be required to submit a complete list of bio-based products, including the make of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. The Contractor shall comply with the reporting requirements of FAR 52.223-2 and shall provide all deliverables/reports to the COR and CO.

III. CONTRACTOR PERSONNEL

A. Five (5) days prior to the contract start date, the Contractor shall submit, in writing, the name of the Site Manager and an alternate to the Contracting Officer. The Contractor shall supply telephone, cell phone, and/or pager numbers to the COR for use in contacting the Site Manager. The Site Manager shall conduct overall management coordination and shall be the central point of contact with the Government for performance of all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency in contract performance. The notices may include, but not be limited to, the following: non-performance of work, deficiencies in work performed and notices of proposed payment deductions due to the above. The Site Manager shall be available weekdays, between the hours of 8:00 am and 3:00 pm, and available to meet at the facility within 24 hours notification, to discuss any problem areas, issues or concerns. The Contractor shall notify the Contracting Officer in writing of any substitution in Site Manager ten working days prior to making the any substitutions.

B. Security requirements: all Contractor personnel/employees and all associated subcontractors performing under this contract must be a citizen of the United States or must have established and maintain legal residence in U.S, and be authorized by the US Government to work in the United States (eg. Green card, worker authorizations, etc.) All Contractor personnel/employees and all associated subcontractors performing under this contract must have at least one (1) form of US Government issued photo identification (driver’s license, US passport, US work visa, etc.) for entry to the Government facility/property.

C. Contractor shall provide a list of all personnel performing under this contract to the CO and COR within fifteen

(15) days prior to the commencement of services. Contractor shall maintain this list throughout the life of the contract to keep it current and up to date reflecting all terminations and additions of personnel performing under this contract.

D. Prior to the commencement of services, and prior to new personnel performing on this contract after contract start, the Contractor will be required to submit all forms and fingerprint cards to the NOAA Trusted Agent. All personnel performing on this contract MUST have passed a National Agency Check with Inquires (NACI) prior to entering the premises to provide services under this this contract.

E. The Contractor is responsible for ensuring personnel performing under this contract obtain a Department of Commerce (DOC) identification badge after the proper background check in accordance with current DOC security requirements. Contractor personnel/employees and all associated subcontractors must have a badge to identify the company they work for. Facility Management should be introduced to all current and future contract personnel who will be performing under this contract. Contractor shall coordinate with the COR on all security issues and to gain access to the Government facility y/property and all areas necessary to execute this service. Delays and/or costs associated with not adhering to these requirements shall be at the Contractor’s own expense.

F. All personnel, the vehicles and property under their control are subject to search upon entering or exiting the installation, or at any point while on the installation. Any vehicles or personnel found in possession of prohibited items will be removed, and/or barred, from the installation and released to the appropriate civil authorities.

G. All Contractors and their subcontractors who are issued passes to gain access for the Government facility/property will return all local access credentials to the Contracting Officer Representative (COR) when the contract is completed or when a Contractor employee no longer requires access (e.g., quits or the contract is terminated).

H. Physical Security. The Contractor is responsible for safeguarding all Government property provided for Contractor use. At the end of each work shift all Government facilities, equipment and materials shall be secured. The Contractor shall ensure that all parts of the facility where work is being performed or Contractor supplies are authorized to be stored are adequately protected against vandalism and theft.

IV. Quality Control Plan (QCP)

A. The Contractor’s QCP is incorporated to ensure that the terms and conditions of the contract are provided as specified. The QCP will be approved by the Contracting Officer prior to commencing work under this contract.

B. The QCP’s purpose is to provide a plan for meeting all requirements of this contract. The QCP is intended to identify and correct deficiencies before contract performance becomes unacceptable. The QCP should include, but not be limited to, the following:

1. An inspection of the building which covers all services defined in the “Performance Standards and Requirements”, and the “Itemized Services Requirements List”.

2. A system to ensure that the Contractor’s employees, or subcontractor’s employees, are notified of all deficiencies in their area of responsibility. A system and plan to retrain employees to ensure that deficiencies do not reoccur.

3. A plan for monitoring and correcting customer complaints. A record of customer complaints and the corrective action taken must be kept on file at the site and available for review by the Contracting Officer or his/her representative, at any time.

C. The QCP must be kept current, reflecting the pertinent contract modifications and building changes or conditions. The Contractor shall review the plan with its onsite personnel to ensure complete understanding. A copy of the most current QCP must be kept on file at the worksite where the tasks are being accomplished.

D. Acceptance of Contractors QCP: Government acceptance of the QCP is conditional and will be predicated on satisfactory performance during the janitorial services. The Government reserves the right to require the Contractor to make changes in its QCP and operations including the removal of personnel, as necessary, to ensure the required result is maintenance of the facility/property in such a manner as to provide a clean, healthy and safe work environment for the occupants of the premises. All rules concerning safety, smoking and the security of the building must be observed at all times.

E. Quality Assurance (QA). The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (Section J, Attachment 4-QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s).

F. If performance or quality measures are not being met by the Contractor, the Government retains the right to review the QCP and related documents. Upon review of the plan and related documents, the Government will take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

V. Safety, Security, Fire Protection, Environmental Controls, Conservation of Utilities, and Compliance with Laws and Regulations

A. Safety Requirements: The Contractor shall take all necessary precautions to meet proper safety standards and regulations of all local, state and federal codes and regulations. In performing work under this contract, the Contractor shall:

1. Contractor shall conduct its operations in strict conformance with all applicable provisions of 29 CFR 1910 and 1926 of the Occupational Safety and Health Act (OSHA). The Contractor shall implement a suitable safety program for employees performing work under this contract. The Contractor shall submit the Contractor’s Safety Program thirty (30) days after commencement of work under the awarded contract.

2. Conform to any additional restrictions outlined by the Government Safety and Environmental Compliance

Officer during the course of the contract to insure the safety of their employees, government employees and the general public.

3. Record and report promptly (as soon as possible but no later than, one hour of incident) to the CO and COR, all available facts relating to each instance of damage to Government property or injury to either Contractor or government personnel.

4. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the authorized Government representative (i.e. COR, CO).

5. If the Government elects to conduct an investigation of the accident/mishap, the Contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

6. While on Government property, use of a cell phone while operating a vehicle or other motorized equipment is prohibited by Federal regulations unless the operator is utilizing a hands-free device.

7. Motor vehicle regulations are strictly enforced and excessive violations may result in the loss of driving privileges on the Government facility.

B. Security

1. All outside doors shall remain locked (after Government personnel have left the premises) while Contractor performs work and the Contractor shall assure that all interior and exterior doors in the main building and outlying buildings are locked prior to departure. Unnecessary lights and faucets shall be turned off and, windows closed upon completion of duties. Do not adjust mechanical equipment controls. Contractor shall immediately report fires and hazardous conditions to the COR or designated government representative, turn in lost and found articles to the POC or designated representative, and notify the COR or designated Government representative when an unauthorized or suspicious person is seen on the premises. Report any items in need of repair to the POC or designated representative. The Contractor shall immediately notify the COR or designated Government representative if any problems are encountered either with the alarm or if any keys are lost. Notifications should be made as soon as possible but no later than, within one (1) hour of incident.

C. Fire Protection Requirements: The emergency telephone number for NEFSC, Narragansett Facility is 9-911.

D. Environmental Controls: This section covers the responsibility of the Contractor while performing under this contract.

E. Conservation of Utilities: The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

F. Compliance with Laws and Regulations: The Contractor shall be knowledgeable of and comply with all applicable

Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the Contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the Contractor shall inform the CO pursuant to notice requirements and negotiate a modification to the contract.

Notification must be in writing to the CO and COR upon identification of new requirement that affects the cost of the contract, but no later than three (3) days of identification. Notification to Government must include an itemized proposal of cost increase/decrease.

VI. Performance Standards and Guideline Requirements

NOTE: All cleaning under this contract is required to meet the quality and performance standards as identified. Common Areas are defined as: Entrances, Lobbies, Corridors, Stairwells, Restrooms, Mailrooms, Breakrooms, and Conference Rooms

A. The Contractor shall ensure that the buildings listed herein meet all quality and performance standards under this contract and presents an overall appearance of cleanliness. The Contractor shall provide sufficient supplies, materials and equipment to adequately maintain the premises at an acceptable level of cleaning which is consistent with comparable industry standards for this type of contract.

B. The Contractor shall submit five (5) days prior to each contract option renewal period the annual schedule and plan for all periodic cleaning services.

C. The Contractor shall keep the facility clean. The definition of clean will be to remove dirt, water streaks, gum, grease, tar or any other extraneous matter from all surfaces or objects in order to the following standards:

1. Daily Cleaning Service:

a. Floors, baseboards, corners and wall edges are free of dirt, dust and debris. Carpets are free of dirt, debris, litter and other foreign matter. Stairs and Hallway are free of dirt, debris, marks, smudges, scuffs and other foreign matter. Trash is empty. Trash and Recycling containers are free of odors and visible dirt. Trash is emptied into trash disposal carts or dumpster. Recycling is emptied into recycling disposal carts. Glass and mirrors have no traces of film, dirt, smudges, or water. Drinking fountains are disinfected and free of streaks, stains, spots, smudges, scale and other deposits. Stairs and Hallway are free of dirt, debris, marks, smudges, scuffs and other foreign matter.

b. Restrooms are disinfected and free of dirt, deposits, streaks and odors. Shower is disinfected and free of soap films, scum and other deposits. Toilets, urinals and toilet stalls are disinfected and free of scale, stains, scum and other deposits. Supplies are adequate until next service. Floors shall be clean and free of dirt, dust, debris, water streaks, mop marks, etc.

c. Touch Points are disinfected and free of dirt, and other deposits.

d. Replenishing of Supplies-Supplies are adequately stocked and replenished.

e. Removal of Larger Trash Items-Properly placed and marked larger trash items are removed daily (as needed).

f. Carpets Carpeted area uniform in appearance and free of debris, stains and discoloration.

g. Food Service and Break Areas-disinfected and free of streaks, stains, spots, smudges, scale and other deposits.

h. Elevator surfaces and tracks shall be clean and free of obvious finger marks, dirt, dust, smudges, grime and other extraneous matter.

2. Monthly Cleaning Service

a. Window Coverings- both sides free of dirt, dust, grime, stains, and other extraneous matter

3. Quarterly Cleaning Services

a. Floors have a glossy uniform appearance free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

b. Internal windows sills, heating vents, air exchangers, ceiling/Vents/Levers are free of film, dirt, smudges, water, and other foreign matter.

c. High Cleaning over 70” from floor is free of dirt, dust, and other foreign matter.

d. Trash Receptacles are free of odor and visible dirt.

e. Property adjacent to building is free of litter.

4. Bi-Annual Cleaning Services

a. Windows (Interior and Exterior) are free of film, dirt, smudges, water, and other foreign matter.

5. Annual Cleaning Services

a. Light fixtures (Ceiling lighting) shall be clean, free of dirt, debris, grime, streaks, cloudiness and watermarks.

b. Carpet Cleaned - professionally shampoo all carpet

c. Strip resilient floors of wax and apply new, self-polishing high-quality wax.

D. Itemized Services Requirement List-the Contractor shall be responsible for the following cleaning services and schedules:

Item Requirement Frequency

Drinking Fountain(s)

· Clean and disinfect Daily

· Clean/shine stainless steel

Restrooms

· Scrub/clean/disinfect and sanitize all fixtures. Daily

· Sanitize floors

· Clean partitions, walls, and doors (remove extraneous matter – eg. writing)

· Clean mirrors.

· Empty trash and feminine hygiene receptacles (location designated by COR); replace liners

· AS NEEDED: Replenish/stock restroom supplies (EX: toilet paper, hand soap, paper towels, feminine hygiene products, etc.)

· All dispensers shall be tested regularly to ensure proper working condition at all times. The GOVERNMENT is responsible for repair/replacement if required.

Carpet Cleaning - Common Areas

Vacuum Daily

Carpet Cleaning - Offices Vacuum Weekly Carpet Spot Treating Shampoo - Industry Standard(s) As needed Common Area Walls (excluding restrooms)

Spot clean - Industry Standard(s) As needed

All common area Touch Points (EX: door handles, switches, etc.)

Disinfect Daily

Janitor’s closets Maintain cleanliness, odor-free, free of standing water Daily

Floor Maintenance Note:

This task includes all covered baseboard.

· Sweep and damp mop all non-carpeted flooring, using only clean water and a mild, multipurpose floor cleaner.

Daily

· Remove all scuff marks from the flooring.

Furniture – Common Areas Metal and Wood Surfaces shall be cleaned with products that will protect the wood or metal.

· Dust all furniture, including desk, table tops, and artwork.

Daily

· Dust horizontal surfaces less than 70” from floor.

· Clean glass and hardware on lobby exterior doors in/out

· Dust/wipe clean video monitors

Trash Collection and Disposal

· Empty/remove dispose of trash from all receptacles throughout the building(s).

Daily

· Replace trash bags as needed.

· Clean exterior of containers as needed

Removal of Larger Trash Items (EX: Cardboard, etc.)

· Personnel will leave these items in the hallway; items will be marked “TRASH’ or “RECYCLE” .

Daily

· DO NOT REMOVE PROPERTY NOT LABELED.

Empty Recycle Collection Receptacles

* Clean exterior of containers as needed Daily

Glass Windows and Mirrors Common Areas Daily

Food Service and Break Areas

Cleaned, Disinfected, and Sanitized Weekly

Stairways, landings, railing, risers, ledges, grills, doors, radiators and surrounding areas

Free of dirt, dust, stains, debris and other extraneous matter Weekly

Window Coverings (blinds, etc.)

Vacuum, dust, clean both sides Monthly (first, mid, or last – must be standard for each month)

Interior Window Sills and Heating Vents, Air Exchangers, Ceiling/Vents/Louvers

Dust and wash clean Quarterly

OCT – JAN – APR –

JUL (first, mid, or last

– must establish standard time)

Trash Receptacles Wash/clean interior and exterior Quarterly

OCT – JAN – APR –

JUL (first, mid, or last

– must establish standard time)

Step-in Mats Deep clean Quarterly

OCT – JAN – APR –

JUL (first, mid, or last

– must establish standard time)

Grounds Maintenance Pick up outside litter adjacent to building(s) Quarterly

OCT – JAN – APR –

JUL (first, mid, or last

– must establish standard time)

High Cleaning – Surfaces over 70” from the floor (Interior only)

Vacuum, Dust and Clean Quarterly

OCT – JAN – APR –

JUL (first, mid, or last

– must establish standard time)

Clean Windows -Interior and Exterior -

Industry Standard(s) Bi-Annually

OCT - MAY

Lighting Fixtures (Ceiling lighting)

Dust, clean Annually during the month of April

Deep Clean Carpet and Step Mats

Industry Standard(s) Annually during the month of May

Strip, Deep Clean and Re-wax non-carpet floors

Industry Standard(s) Annually during the month of April

Additional work, not covered in these specifications, may be required upon request by the COR or his designee.

The contractor shall be compensated for the additional work at an hourly rate. See Exhibit A for square footage details.

APPENDIX A

Sustainable Products and Practices Policy

In accordance with the requirements of the Federal Acquisition Regulation (FAR) Part 23 the purpose of this policy is to reduce the exposure of building occupants and maintenance personnel to potentially hazardous chemical, biological and particulate contaminants, which adversely affect air quality, human health, building finishes, building systems, and the environment.

Custodial service providers must commit to the use of sustainable cleaning, hard floor, sanitary paper, and carpet care products. The cleaning products must meet one or more of the following standards for the appropriate category:

Green Seal GS-37, for general purpose, bathroom, glass and carpet cleaners used for industrial and institutional purposes.

Disinfectants, metal polish, floor finishes, strippers, or other products not addressed by the above standards meet one or more of the following standards for the appropriate category:

Green Seal GS-40, for industrial and institutional floor care products.

Disposable janitorial paper products and trash bags meet the minimum requirements of one or more of the following programs for the applicable product category:

U.S. EPA Comprehensive Procurement Guidelines for Janitorial paper and Plastic Trash Can Liners.

Green Seal GS-09, for paper towels and napkins.

Green Seal GS-01, for tissue-paper.

Hand soaps meet one or more of the following standards:

No antimicrobial agents (other than as a preservative) except where required by health codes and other regulations (i.e., food service and health care requirements) Green Seal GS-41, for industrial and institutional hand cleaners

The cleaning equipment program must require the following:

Vacuum cleaners are certified by the Carpet and Rug Institute “Green Label” Testing program for vacuum cleaners and operate with a sound level of less than 70dBA.

Carpet extraction methods and materials are Green Certified Carpet extraction equipment used for restorative deep cleaning is certified by the Carpet and Rug Institute’s “Seal of Approval” Testing Program for deep-cleaning extractors.

Automated scrubbing machines are equipped with variable-speed feed pumps and on-board chemical metering to optimize the use of cleaning fluids.

Equipment is designed with safeguards, such as rollers or rubber bumpers, to reduce potential damage to building surfaces.

The Contractor must also commit to the training of their personnel/employees, and all subcontractors performing under this contract in the hazards of use, disposal and recycling of cleaning chemicals, dispensing equipment, and packaging.