Presolicitation Notice with the SOW for Custodial Service for JFSC Norfolk VA.doc

STATEMENT OF WORK

1. DESCRIPTION OF SERVICES. The contractor shall plan, program, administer, manage, and execute the labor necessary to provide custodial services at Joint Forces Staff College (JFSC), 7800 Hampton Boulevard, Norfolk, Virginia, in accordance with all federal, state, local laws and regulations, commercial standards and practices and this Statement of Work (SOW). The contractor shall maintain each facility to ensure a healthy, clean, and professional working environment. The contractor shall perform required cleaning services through innovation, technology, manufacturer’s recommendations, or any other means at frequencies determined by the contractor. Quality assurance based on the performance outcome, not on frequency or method.

2. EMPLOYEE REQUIREMENTS.

2.1. EMPLOYEE CATAGORIES. Contractor personnel regularly scheduled to work a minimum of 30 hours per week are considered full-time. Full-time employees are eligible for all fringe benefits.

2.2. ON-SITE WORK LEADER. The contractor shall provide an on-site work leader who will be the primary and local point of contact. The on-site work leader will receive direction, requirements, tasks, and deadlines from Chief, Facilities Division or representative for the completion of work requirements at JFSC. The on-site work leader will be responsible for implementing schedules, submission of documentation for materials and supplies replenishment and quality assurance of work performed.

2.2.1. CUSTODIAN (GENERAL): FULL TIME / PART TIME. The contractor shall provide personnel to perform general custodial services such as but not limited to:

dust and polish furniture, clean and supply restrooms, collect and throw out trash or debris, wash walls and ceilings, and polish metal work.

On a daily basis or as needed, sweep, mop, scrub, dust, clean and/or vacuum carpets in the JFSC buildings, structures and facilities, empty wastebaskets and other collection receptacles. Using a variety of cleaning solutions and supplies, clean and disinfect restroom and shower room fixtures, shower curtains, Wash glass and trim on entrance doors office doors and internal surfaces. Receive and stack custodial supplies. As identified, report items within the buildings and facilities that need repair. Periodic Duties: shall include: As needed, clean woodwork, light fixtures, venetian blinds, ducts, walls, windows, blackboards, and wax and/or polish marble walls and surfaces.

.2.2.FLOOR CARE TECHNICIAN: FULL TIME / PART TIME. The contractor shall provide personnel to perform floor care and cleaning on surfaces such as, but not limited to: terrazzo, rubber tile, carpet, tile, marble and concrete floor surfaces. The Floor Care Technician is responsible for all carpet cleaning and stripping and waxing of all hard floor surfaces in all buildings and structures onboard the JFSC compound. Sweeping and mopping of assorted hard floor surfaces. Typical duties will include stripping and waxing of different types of hard floor surfaces, upholstery cleaning, operation of scrubbers, buffers, extractors and restroom cleaning machines and carpet extracting. The Floor Care Technician will The Floor Care Technician will also be responsible for some custodial duties.

2.3. SKILLS AND KNOWLEGE. Contractor personnel need basic abilities and knowledge, which generally require no job training or previous work experience (read signs, follow simple oral or written instructions, move around well enough to work safely, lift and move lightweight objects). They must be able to use common tools. In addition, Contractor personnel may use powered equipment, which will require a short on the job training period.

2.4. PHYSICAL EFFORT. The work performed by the contract personnel involves light physical effort, such as that involved continually standing, bending, stooping, and reaching; frequently lifting, emptying pushing carts and occasionally lifting and carrying items weighing up to about 20 pounds.

3. WORK REQUIREMENTS.

3.1. SCOPE OF WORK. The contractor shall work in close coordination with Chief, Facilities Division or the JFSC FM. The contractor shall respond to customer needs in a timely, responsive, and flexible manner. Additionally, the contractor shall partner with the base community to continually improve the quality of service offered to customers in the most cost effective manner.

3.2. LEVELS OF CLEANING. Actual cleaning schedule will be mutually agreed upon between the Contractor and the Chief, Facilities Division or JFSC FM.

3.3. LEVEL OF CLEANING DEFINITIONS.

3.3a. PRESTIGE. These areas require regular scheduled intensive cleaning of all surfaces whether dirt/dust is visible, dust shelves/desks, and clean Venetian blinds. These areas include but are not limited to: Commandant & Command Group areas.

3.3b. COMMON AREAS. These areas, due to traffic volume, require regular scheduled cleaning. These areas include, but are not limited to: Stairwells, Corridors, Quarterdeck, and Student Gathering areas.

3.3c. ADMINISTRATIVE. These areas require less frequent cleaning. These areas include administrative offices, classrooms, seminar rooms, conference rooms, and industrial areas such as Facilities Division and Supply Office/Warehouse.

3.3d. CLINCIAL. In the interest of public health and sanitation these areas require the highest level of cleanliness to remove all bacteria and viruses: All restrooms, kitchens and break rooms; or any others designated by Chief, Facilities Division or JFSC FM.

3.4. EXCLUSIONS: None.

3.5. UNIQUE REQUIREMENTS.

3.5.1. SENSITIVE COMPARTMENTED INFORMATION FACILITY (SCIF). In the interest of and compliance with physical and DOD security regulations, on-site custodial personnel are required during all hours of operation, from 0530-0900, Monday through Friday, with after hours cleaning as needed. SCIF office, classroom and floors shall be cleaned daily and all custodial personnel will be escorted by JFSC SCIF personnel. NOTE: Clinical cleaning is required in all areas or spaces that include classrooms, bathrooms, and workrooms. The administrative offices in the SCIF are designated as Administrative and corridors as Common Areas.

3.5.2. COMMAND GROUP AREA. In the interest of public health and sanitation, on-site custodial personnel shall be present from 0530-1800 during normal operational education days; custodial personnel shall be present from 0530-0730 only. After hours cleaning will be performed as needed and will be scheduled, to maintain the highest level of cleanliness. The contractor shall clean up after spills and provide spot cleaning as needed.

3.5.3. LIBRARY/WARGAMING SUITES; OKINAWA HALL; BLDG SC4. The contractor will be required to perform custodial tasks during the hours of 1530 – 2400 when Library is at its lowest daily occupancy to ensure maximum quiet time for JFSC Students educational research. Work includes but not limited to: Dusting, vacuum, and empty trash daily and servicing of restrooms. Clean Library Staff break room/kitchen area daily following lunch hours. The contractor shall identify and report broken or inoperable equipment to the Facility Manager.

3.5.4. JFSC LOCKER ROOMS/FITNESS CENTER/PUB 1; MARIANAS HALL; BLDG SC-400. Sauna / Steam and locker rooms shall be cleaned / disinfected, including wooden seats and tiled ledges in the steam room. Floor slide-ins shall be removed for cleaning. All additional locker room equipment and floors shall be dusted, damp mopped, and disinfected. T he Fitness Center weight and work out equipment will be maintained by JFSC personnel and not the responsibility of the custodial staff.

3.5.5. JFSC TENANT; BLDG SC-124. In the interest of and compliance with an approved JFSC Memorandum of Agreement (MOU), on-site custodial personnel are required to complete custodial tasking from 1330-1730, Monday through Friday, with after hours cleaning as needed. Offices, classroom and floors shall be cleaned daily and only when tenant personnel are on-site. NOTE: Clinical cleaning is required in all areas or a space that includes classrooms, bathrooms, and workrooms. The administrative offices are designated as Administrative and corridors as Common Areas.

3.6. CUSTODIAL SERVICES- SPECIAL EVENTS AND SITE CLEAN UP. The Contractor may be required to perform out of sequence cleaning from normal work schedules due to special events (i.e., Hofheimer Lecture, command functions, VIP’s, etc.). These events will require for work within the scope of contract, but above and beyond the basic contract requirements and time of accomplishment. Performance of this work shall in no way relieve the contractor from performing normal custodial work required under this contract. If this additional work interferes with other contract requirements (such as scheduled cleaning), the contractor shall be allowed a reasonable amount of time to complete all interrupted service. In most cases, the contractor will be notified at least four working days prior to the special situations requirement.

3.6.1. OVERTIME/EMERGENCY SERVICE. In addition to regularly scheduled service categories, the contractor shall support short notice, rapid response type requests. Service may be required at any time, including holidays. Emergency services shall not effect normally scheduled cleaning. Contractor shall respond within 1 hour of notification during duty hours or within 2 hours after normal duty hours. Contractor shall notify Chief, FD or JFSC FM after completion of task. Emergency services will be handled the same as a Special Event or site clean up, not to exceed $2500 per occurrence.

4. SERVICE DELIVERY SUMMARY (SDS). The Service Delivery Summary summarizes the performance objectives that relate directly to standards of performance required to meet mission needs. The performance threshold briefly describes the minimum acceptable overall levels of service required for each required level of service and Unique Requirement. These thresholds are critical to mission success.

4.1. PERFORMANCE OBJECTIVE.

4.1.a. Prestige: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.3A and Para 7 applies.

No more than (3) valid customer complaints per month.

4.1.b. Common Areas: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.3b and Para 7 applies.

No more than (5) valid customer complaints per month

4.1.c. Administrative: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.3c and Para 7 applies.

No more than (8) valid customer complaints per month.

4.1.d. Clinical: All areas shall be cleaned to meet commercial standards specified by all applicable Safety and Health codes and the SOW. Para 3.3d and Para 7 applies.

No more than (7) valid customer complaints per month.

4.1.e. Sensitive Compartmented Information Facility (SCIF): All areas shall be cleaned to meet commercial standards and the SOW. Para 3.5.1 and Para 7 applies.

No more than (3) valid customer complaints per month.

4.1.f. Command Group Area: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.5.2 and Para 7 applies.

No more than (3) valid customer complaints per month.

4.1.g. Library/Wargaming Suites: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.5.3 and Para 7 applies.

No more than (3) valid customer complaints per month.

4.1.h. JFSC Locker Rooms/Fitness Center/Pub 1: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.5.4 and Para 7 applies.

No more than (3) valid customer complaints per month.

4.1.i. JFSC Tenant Bldg SC124: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.5.5 and Para 7 applies.

No more than (3) valid customer complaints per month.

4.1.j. Special Events: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.6 applies.

No more than (3) valid customer complaints per event.

4.1.k. Emergency Service: All areas shall be cleaned to meet commercial standards and the SOW. Para 3.6.1 applies.

No more than (3) valid customer complaints per contract period.

5. GOVERNMENT FURNISHED MATERIALS, EQUIPMENT, PROPERTY AND SERVICES.

5.1. UTILITIES. Electricity, sewage, water, and telephone (on-base and local calls only) will be made available. The contractor shall ensure all his personnel employ energy and water conservation practices.

5.2. MATERIAL, SUPPLIES AND EQUIPMENT. The Government will provide all material, supplies, and equipment necessary to perform the services. The Chief, FD or JFSC FM will provide designated janitor closets for the storage of government furnished materials, supplies and equipment.

5.2.1 INVENTORY AND PROCUREMENT OF MATERIAL, SUPPLIES AND EQUIPMENT. The Contractor on-site Work Leader will maintain an inventory of all materials and supplies in sufficient quantities to they are maintained at designated levels. On-site Work Leader will prepare the appropriate procurement documents and forward to the Chief, FD or JFSC FM to ensure procurement of material, supplies and equipment is completed within 15 days of inventory depletion to established low level.

5.3. FLOOR PLANS/MAPS. Building floor plans, maps and location of facilities will be provided by Chief FD or JFSC FM upon award of contract.

5.4. REFUSE/RECYCLING. The contractor may use on-base refuse containers for disposal of trash and debris generated by the base populace and collected in performance of this contract. The contractor shall participate in the base-recycling program. Recyclable materials generated in the performance of this contract shall be segregated by type and placed in the designated bulk containers at the 24-hour drop off or recycling collection containers in buildings may be utilized.

5.5. FACILITIES. The Government will provide 5562 SF (110 SF: Office; 950 SF: Break Room; 3500 SF: Storage) in buildings SC1 and SC401 including the outside portable storage shed in the Supply Compound for the contractors use at no charge to the contractor. The contractor shall maintain this facility at the same standards as required by this SOW. This facility shall only be used for the performance of this contract.

5.6. EMERGENCY SERVICES. The Government will provide general on-base security service. Call 757-444-3333 for emergencies to report a fire, or for medical emergencies.

6. GENERAL INFORMATION.

6.1. Hours of Operation. The normal hours of operation at JFSC are 0700 to 1630, Monday thru Friday, except where otherwise specified. Contractor personnel will be required to work the following shifts or as directed by Chief, FS or JFSC FM:

0530 – 1400

0730 – 1600

1530 - 2400

6.2. FEDERAL HOLIDAYS. Federal holidays are New Years Day, Memorial Day, Columbus Day, Martin Luther King Day, Independence Day, Veteran’s Day, Presidents Day, Labor Day, Thanksgiving, and Christmas. The contractor will be issued keys, access codes, or escorts to access areas specified, requiring service after normal hours.

6.3. QUALITY CONTROL. The contractor shall utilize their own internal Quality Control processes in the performance of this contract. The quality control plan and supporting documentation shall be made available to the Government for review upon request, should there be repeated unsatisfactory performance.

6.4. CUSTOMER COMPLAINT PROGRAM. Develop and maintain a customer complaint program with a log/schedule for each area covered in the SOW. This log/schedule should identify each valid customer complaint with the corrective action taken annotating response time, to include validation of the complaint. The contractor shall submit a report to the Chief, FD or JFSC FM (FM) when requested.

6.5. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

6.6. KEY CONTROL. The contractor may obtain keys from the JFSC Physical Security Manager for all areas that will be cleaned after normal hours of operation. The contractor shall establish and implement methods of safeguarding all keys issued to the contractor. In the event keys are lost or duplicated, the contractor may be required to reimburse the Government for replacement costs of the key, the affected lock or re-keying services.

6.7. REPAIR NOTIFICAITON. The contractor shall immediately report any facilities or equipment found to be inoperative or damaged to the Chief, FD or JFSC FM. Upon notification, the Chief, FD or JFSC FM will initiate appropriate mechanic to complete the repair to restore the facility or equipment back to operational or functional condition. Chief, FD or JFSC FM will determine if cessation of custodial service is warranted and will notify the contractor of appropriate action to be taken.

6.8. SECURITY REQUIREMENTS. Not required. Contractor personnel shall be escorted by JFSC personnel to complete custodial support to the Sensitive Compartmented Information Facility (SCIF) and Command Group Office areas.

6.9. ENVIRONMENTAL MANAGEMENT. In order to comply with federally mandated environmental preference programs and Department of Defense (DOD) “Green Procurement Program” (GPP) policy, JFSC requires the use of environmentally preferable products and services. These program elements include: recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products. These program elements are described on the Office of the Federal Environment Executive website (http://www.ofee.gov).

6.10. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

PRESIDENT, SECRETARY OF DEFENSE OR THE COMMANDANT, JFSC. IAW DoDI 3020.37 (Continuation of Essential DoD Contractor Services During a Crisis), unless otherwise directed by an authorized Government representative, it is determined that services to Joint Forces Staff College are essential for performance during a crisis. In the event of a crisis, additional areas may be identified by the Contracting Officer.

6.11. ELECTRONIC FUNDS TRANSFER / PAY DOPSISTED QUICKER (PDQ) or EQUAL. Contractor will establish an electronic funds transfer system for Contract employees to receive their bi-weekly pay checks. The EFT system will be in effect for the entire period of the contract.

6.12. SEVERE WEATHER CONDITIONS. Contractor employees will follow JFSC's Destructive Weather and Snow Operation Procedures. These procedures will be provided to contractor employee by JFSC FD or designated government representative.

7. ESTIMATED WORKLOAD DATA.

Level of Building Building Building SF by Level Total SF

Cleaning Number Name Type of Cleaning Building

Prestige

SC1

Normandy Hall Academic 52,682

Common Area

SC1

Normandy Hall Academic 86,888

Administrative SC1 Normandy Hall Academic 324,952

Clinical SC1 Normandy Hall Academic 21,772 486,294

Common Area

SC124

JFSC Tenant Administrative 1,000

Administrative SC124 JFSC Tenant Administrative 1,956

Clinical SC124 JFSC Tenant Administrative 168

3,124

Common Area SC4 Okinawa Hall Library/Wargaming 3,715

Administrative SC4 Okinawa Hall Library/Wargaming 68,765

Clinical SC4 Okinawa Hall Library/ Wargaming 1,569 74,049

Common Area

SC400

Marianas Hall Multi-Purpose

3,535

Administrative SC400 Marianas Hall Multi-Purpose 2,186

Clinical SC400 Marianas Hall Multi-Purpose 1,680 7,401

Administrative SC401 Chapel Multi-Purpose

1,265

Clinical SC401 Chapel Multi-Purpose

Administrative SC401 Facilities Multi-Purpose

6,400

Clinical SC401 Facilities Multi-Purpose

Administrative SC401 Supply Multi-Purpose

840 --

Clinical SC401 Supply Multi-Purpose 80 10,170

Clinical SC422 Field House Public Restrooms

Total Square Footage

581,518