TE - 1 PWS RILEY 25-30 Custodial Service Revised.pdf

2025-2030 CUSTODIAL SERVICES

PERFORMANCE WORK STATEMENT (PWS)

Fort Riley, Kansas

23 January 2025

Table of Contents

1.0 General

Description of Services/Introduction Background Objectives Scope Traffic Flow Restoration of Real Property Damage General Information

1.7.1 Scope

1.7.2 Locations to Receive Custodial Service

1.7.3 Schedule of Services Work Log

1.7.4 Recognized Holidays

1.7.5 Hours of Operation

Installation Closures Emergency Delays and Support Unforeseen Buildings Closures

1.7.6 Place of Performance

1.7.7 Type of Contract

1.7.8 Security Requirements

Access and General Protection/Security Policy and Procedures Special Requirements for Contractor Employees Working In CYS

Facilities: 12 Criminal History Background Check:

Training On Child Abuse Prevention, Identification, and Reporting:

Physical Security Security Training Key Control Lock Combinations

1.7.9 Post Award Conference/Periodic Progress Meetings

1.7.10 Government Roles and Responsibilities

Contracting Officer (KO) Contracting Officer’s Representative (COR)

1.7.11 Specific Contractor Requirements, Roles and Responsibilities U.S. Residency Contractor Hiring Restrictions

Contractor Identification Standards of Conduct:

Contractor Key Personnel / Management Plan:

Phase In /Phase Out Period Emergency Services Accident Reporting Accident Prevention Plan (APP)

1.7.12 Environmental and OSHA:

Hazard Report: ..................................... Error! Bookmark not defined.

Asbestos Awareness

1.7.13 Environmental Compliance

1.7.14 Safety Data Sheets:

2.0 Definitions and Acronyms

Definitions

ACRONYMS

3.0 Government Furnished Property, Equipment and Services

General Basic Requirements Facility/Area(s) Privately Owned Vehicles (POVs) Utilities and Services Materials and Supplies

4.0 Contractor Furnished Materials and Equipment

General Classified Controlled Facility Clearance Materials and Supplies

4.3.1 List of Cleaning Products / Chemicals

4.3.2 Known Hazards

4.3.3 Cleaning Solutions Requirements

Equipment:

4.4.1 Unserviceable Contractor Equipment

4.4.2 Employee Training:

4.4.3 Roster of CYS Contractor Employees:

4.4.4 Special Requirements Building 580:

5.0 Specific Tasks for General Cleaning:

General:

Perform Special Event Cleanings (i.e. VIP and/or event cleaning):

Specific Tasks for Scheduled General Cleaning:

5.3.1 Collect and Remove Trash Indoors and Outdoors:

5.3.2 Sweep and/or Dust Mop Floors and Stairways:

5.3.3 Sweep Open Porches, Outdoor Stairs, and Sidewalks:

5.3.4 Mop Floors and Stairways (Except Rest Rooms):

5.3.5 Machine Scrub Hard Surface Floors:

5.3.6 Spray and Buff Resilient and Terrazzo Floor Surfaces:

5.3.7 Scrub and Rewax Resilient and Terrazzo Floor Surfaces:

5.3.8 Strip and Rewax Resilient and Terrazzo Floor Surfaces:

5.3.9 Vacuum Carpet, Rugs, and Throw Rugs:

5.3.10 Clean and Disinfect Carpet in Infant Crawl Areas:(Child Development Centers Only)

5.3.11 Clean Carpet, Rugs, and Throw Rugs:

5.3.12 Clean and Rewax Wood Floor Surfaces:

5.3.13 Sweep and Scrub Resilient Athletic Surfacing:

5.3.14 Dust Furnishings and Structural Elements Up To 7-1/2 Feet Above Finished Floor (AFF):

5.3.15 Dust Furnishings and Structural Elements Over 7-1/2 Feet (AFF):

5.3.16 Polish Metal Work:

5.3.17 Spot Clean Interior Building Surfaces:

5.3.18 Clean Walls, Doors, and Windows:

5.3.19 Clean Window Blinds and Drapes:

5.3.20 Clean Interior Door and Window Glass:

5.3.21 Clean Exterior Door Glass:

5.3.22 Clean Exterior Window Glass:

5.3.23 Clean Drinking Fountains:

5.3.24 Clean Kitchen and Kitchenette Sinks:

5.3.25 Clean Countertops:

5.3.26 Clean Lavatories, Vanities, Dispensers, Mirrors, and Shelves:

5.3.27 Clean Diaper Stations:

5.3.28 Clean Toilets and Seats:

5.3.29 Clean Urinals:

5.3.30 Clean Shower Stalls and/or Bathtubs:

5.3.31 Scrub Rest Room Floors:

Child, Youth and Student Service(CYSS) Centers

5.4.1 Child Age Groups

5.4.2 CYS/CDC Cleaning Products

5.4.3 CYS/CDC Supplies and Solutions Storage

5.4.4 CYS/CDC Hours of Operation

CDC Hours of Operation Other Than Normal Other CYSS Facility Hours of Operation Other Than Normal

5.4.5 Specific Child Development Center (CDC) Cleaning Tasks

5.4.6 Specific Other Child Youth and Student Service (CYSS) Center Cleaning Requirements

Gymnasiums and Physical Fitness Centers (PFC)

5.5.1 Disinfectants

5.5.2 Facility Sanitation, Showers, locker rooms, and toilet facilities, General Cleaning of Libraries and Museums University-level Cleaning High Traffic Areas:

Schedules and Reports:

5.9.1 Schedule of Services:

Scheduling Work:

Master Work Schedule:

Monthly Work Schedule:

Alternate Day Work Schedule:

Service Delay Notification:

5.9.2 Floor Schedule Report:

5.9.3 Scheduled Cleaning Work Reports:

5.9.4 Unscheduled Cleaning Work Reports:

5.9.5 Access and Condition Report:

5.9.6 Coordinating Work With Building Occupants:

5.9.7 Changes In Work Requirements:

5.9.8 General Report Submittals

Contractor Management Reporting Quality Control Report

6.0 Applicable Publications (Current Editions)

Regulations, Publications, Manuals, Local Policies and Procedures

7.0 Mandatory Records and Report Forms

8.0 Technical Exhibits (TE’s)

TE-2 – Performance Requirements Summary AT-13 – Deliverables Schedule Estimated Workload Data .Not used

9.0 Attachment List:

Attachment 1-Enterprise Municipal Custodial Services Tasks and Frequencies

Performance Standards Attachment 2-Fort Riley Location Map Attachment 3-NOT USED Attachment 4-NOT USED Attachment 5-Wage determinations

PART 1 GENERAL INFORMATION

1.0 General.

This is a non-personal services contract to provide Custodial Services for the U.S. Army Garrison Fort Riley, Kansas.

• The Government will not exercise any supervision or control over the contract service providers.

• The Contractor shall perform to the standards specified in this Performance Work Statement (PWS).

• Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

• The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to complete the requirements as outlined and defined in this

PWS.

Description of Services/Introduction.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform all custodial service tasks and frequencies as described and defined in this Performance Work Statement (PWS), Part 5 Specific Tasks and Attachment , Enterprise Municipal Custodial Services Tasks and Frequency Performance Standards, except for those items specified as Government furnished property and services (If applicable, see Part 4 Contractor Furnished Items and Services). The Contractor shall perform to the standards in this contract.

The Contractor shall perform to the standards in this contract.

Background.

Fort Riley is located in Geary and Riley counties of Kansas. Fort Riley consists of approximately 100,000 acres and has 2,000 buildings. The Post population consists of approximately 16,000 Military, government civilian, and Contractor personnel. The custodial contract has been an AbilityOne-SourceAmerica contract for over 10 years. The contract will provide custodial service in approximately 130 buildings encompassing a little more than 1 million square feet of floor area including 8 child and youth development facilities, 70 administrative facilities, 12 high use administrative and community facilities, 13 training and education facilities, and 16 other facilities including the 1st Infantry Division Headquarters, the US Army Garrison Headquarters, and the 10th Area Support Operations Squadron Headquarters. Detailed facilities location maps showing specific building locations will be provided following contract award.

Objectives.

The Contractor shall ensure all work accomplished as fulfillment of this PWS meets all applicable Federal, State, and local laws, regulations, directives, and other requirements

(LOR) (See Definitions & Acronyms, 2.2 Acronyms --- Legal and Other Requirements) to include the documents in Part 6, Applicable Publications.

Scope.

The Contractor shall perform custodial services to the performance standards (task/frequency table) in this PWS in a manner that will maintain the condition and cleanliness of each covered facility and present a professional appearance.

• Services include:

o Scheduled Cleaning Services (for all covered facility types) IAW the PWS performance standard.

• As Ordered / Requested Task included (based on separate CLIN structure and applying a reimbursement MOA, as required):

o Cleaning of windows located on exterior walls (ground floor and above) to prevent algae/moss/mold growth.

• Services not included:

o Biohazard cleaning service for casualty/trauma, defecation, and bodily fluids decontamination at Medical Treatment Facilities (MTFs) and other facilities performed by installation assets (hazardous material response team, garrison staff, or mission personnel) IAW MEDCOM Reg. 40-35, Management of Regulated Medical Waste, para 16 (2017) o Toilet overflow, mold cleaning, flood cleaning within a covered facility resulting from inclement weather, or waterline break in the building serviced by a separate water cleanup and restoration contract with expertly trained staff.

o Cleaning and disinfecting buildings and areas previously occupied by ’pandemic’ positive personnel. (Note: This type of cleaning and disinfecting will be performed by installation assets IAW Army Public Health Command (APHC) Technical Information Paper (TIP) No. 98-105-0421 and TIP No. 98-120-0620).

Traffic Flow.

The Contractor shall maintain the free flow of vehicular and pedestrian traffic while conducting custodial service tasks.

Restoration of Real Property Damage.

Any damage to Government Real Property by the Contractor’s operations shall be restored to the original state at no additional cost to the Government (e.g. structural damage, damage to landscape or fencing, et al).

General Information.

1.7.1 Scope.

The Contractor shall perform custodial services in accordance with the PWS and the technical exhibits, including the Enterprise-wide Custodial Services Performance Standards. During performance of the contract, the Government reserves the right to add or delete facilities and/or the level of services required. A modification to the contract will be executed to incorporate these changes.

1.7.2 Locations to Receive Custodial Service

The work to be performed under this contract will be performed at approximately 130 Government facilities on Fort Riley. The Contractor shall provide the KO a schedule no later than (10) workdays prior to commencing work. Schedule shall outline tasks to be performed by specific building and identify the timeline for the task to be accomplished.

The KO will provide the Contractor with requirements to make changes to the schedule as they occur. A list of Fort Riley buildings to be cleaned is located in Part 9, Attachment 7 – Facility List-Job Orders

1.7.3 Schedule of Services Work Log.

The Contractor shall keep a detailed log of work accomplished in each building receiving custodial services IAW performance standards.

• The log shall include relevant custodial cleaning task practices and the dates custodial cleaning task is completed.

• The Contractor shall submit this log to the COR not later than the 5th day of each month (Part 8, Technical Exhibit paragraph 8.2, AT-13 – Deliverables).

1.7.4 Recognized Holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth

1.7.5 Hours of Operation.

Normal working hours of operation and custodial cleaning core hours are between the hours of 7:30AM-4:30PM, Monday through Friday, excluding Federal holidays or when the Government facilities are closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Some of the installation's activities including Garrison Administrative Offices, excluding CDC’s and fitness centers, participate in a 5-4-9 work schedule consisting of eight 9-hour workdays, one 8-hour workday, and one regular day off (RDO) per 2-week period. RDOs are regularly scheduled every other Friday. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writing, approval from the COR.

The Program Manager shall be available after normal hours to serve as the central point of contact for Contractor operations. Contractor personnel shall not be scheduled for overtime work.

• The Contractor shall coordinate with Building Managers or the COR if no Building Manager is available to establish a schedule to conduct business if services are required outside of normal hours of operation. This schedule or any schedule changes shall be documented in an MFR and approved by the COR and KO.

o All Buildings Except the Youth Services/Teen Center, School Age Services Center, and Child Development Centers: Perform all work, except stripping/scrubbing and re-waxing, spray buffing, and carpet cleaning, in the building during the hours 7:30 a.m. to 4:30 p.m., local time, Monday through Friday, unless otherwise requested in writing by the Contractor and approved by the KO. Stripping/scrubbing and re-waxing, spray buffing, and carpet cleaning shall be accomplished during the hours 6:00 p.m. to 6:00 a.m., local time, Monday through Friday. Coordinate after duty hours building access with Custodial Service Contract Building Monitors.

o Youth Services/Teen Center (Building 5800): Perform all work, including stripping/scrubbing and re-waxing, spray buffing, and carpet cleaning, in the building during the hours 8:00 p.m. to 9:00 a.m., local time, Monday through Thursday, and 11:00 p.m. to 11:00 a.m., Fridays, unless otherwise requested in writing by the Contractor and approved by the KO. The Contractor shall coordinate after duty hours building access with the Youth Services/Teen Center Manager.

o School Age Services Center (Building 5810 & 2420): Perform all work, including stripping/scrubbing and re-waxing, spray buffing, and carpet cleaning, in the building during the hours 6:00 p.m. to 5:00 a.m., local time, Monday through Friday, unless otherwise requested in writing by the Contractor and approved by the KO. The Contractor shall coordinate after duty hour building access with the School Age Services Center Manager.

o Child Development Centers (Buildings 676, 678, 2410, 4012, 6950, and 6981):

Perform all work, including stripping/scrubbing and re-waxing, spray buffing, and carpet cleaning, in the building during the hours 6:00 p.m. to 5:00 a.m., local time, Monday through Friday, unless otherwise requested in writing by the Contractor and approved by the KO. The Contractor shall coordinate after duty hour building access with the Child Development Center Managers. All employees who work in the Child Development Centers are deemed mission essential personnel. These Contractor employees shall meet all of the requirements delineated within this PWS.

• The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when Government facilities are not closed for the above reasons.

• Requirements for All Buildings: Stripping/scrubbing and rewaxing, spray buffing, and carpet cleaning may also be accomplished on Saturdays or Sundays, with the appropriate coordination with custodial service building monitors, at no additional cost to the Government. This work must not interfere with military personnel or civilian employees work at any time.

Installation Closures.

When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall reschedule the work to be performed the following day unless the following day is a Saturday, Sunday, RDO’s, or a recognized Federal holiday, and when routine work is not scheduled for that day; or reschedule the work for the next business day following the closure.

Emergency Delays and Support.

• If the Contractor determines unsafe weather conditions or work environment is cause for an interruption of services, the Contractor shall notify the KO and his/her designated representative, the COR/ACOR, two (2) hours prior to curtailing operations (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables Schedule).

o The Contractor shall obtain KO approval to resume operations.

• The Contractor shall coordinate with the DPW designated representative(s), the COR/ACOR and COR, once guidance has been provided by the KO in preparation for and during emergency operations situations such as inclement weather, flood, active shooter, fire or other emergency situations.

Unforeseen Buildings Closures.

When an unforeseen building closure occurs on a regularly scheduled day of work (i.e., severe weather, training holiday, day of mourning, etc.).

• The Contractor shall reschedule the service on any day satisfactory to the customer and minimizes impact on the Contractor’s normal work schedule.

1.7.6 Place of Performance.

The work to be performed under this requirement will be performed throughout the entire area occupied by Fort Riley, Kansas and at any pertinent locations in and around Fort Riley, Kansas. A map of Fort Riley, Kansas is located in Part 8, Attachment/Technical Exhibit Listing, AT 6.

1.7.7 Type of Contract.

The government will award a FIRM FIXED PRICE (FFP) type of contract with some “As Required” CLINs (See Frequency Table located in AT 5 Enterprise Municipal Custodial Services Tasks and Frequency Performance Standards).

1.7.8 Security Requirements.

The Government may require the contractor to provide service to a HIGHLY CLASSIFIED FACILITY. In such instances, the custodial contractor personnel shall be trained in security requirements and escorted during the entire time needed to complete the tasks outlined in this PWS at such facilities. Identify responsible POCs with proper security clearances and availability to serve as facility escort.

Access and General Protection/Security Policy and Procedures.

Contractor and all associated subcontractors’ employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency ServA

– Deliverables). Contractor workforce must comply with all personal identity verification requirements (i.e., FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

Special Requirements for Contractor Employees Working In CYS Facilities:

All Contractor employees working in CYS facilities shall have a criminal history background check; annual training on child abuse prevention, identification and reporting;

and specific immunizations before being allowed to work in these facilities. Written records of these actions shall be maintained on file at the Contractor's office and be submitted in accordance with Deliverables (Part 8, Technical Exhibit paragraph 8.2, AT - 13– Deliverables). Any costs associated with these requirements shall be paid by the Contractor. In addition, CYS Contractor employees shall be in good health and free for at least the past 24 hours from symptoms of illnesses involving fever, persistent cough, or severe diarrhea or vomiting, and obvious contagious diseases such as chicken pox, hepatitis, measles, mumps, and strep infections. The Contractor shall not require or allow employees to work in CYS facilities when they exhibit any of these symptoms or illnesses.

Criminal History Background Check:

CYS Contractor employees shall have a criminal history background check in accordance with DODI 1402-5.

Training On Child Abuse Prevention, Identification, and Reporting:

CYS Contractor employees shall receive annual training on child abuse prevention, identification, and reporting in accordance with AR 608-10 and DODM 6060.1-19M. (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables)

Physical Security.

At the close of each work period, the contractor shall ensure government facilities, equipment, and materials are secured.

Security Training.

In the event of a National Defense Emergency affecting Fort Riley, Kansas, the KO/COR will immediately notify the contract POC. At that time, the contractor shall take immediate steps to cease all activities on the installation(s) and will cause all personnel to leave the installation(s) property until notice is given by the installation and KO/COR notifies the POC that National Defense Emergency conditions are no longer in effect.

1.7.8.6.1 Anti-Terrorism (AT) Level I Training.

IAW Department of Defense Instruction (DoDI) 2000.16, Vol. 1 DoD Antiterrorism Standards and Army Regulation (AR) 525-13 Antiterrorism, all Contractor employees, including subcontractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete Antiterrorism (AT) Level I awareness training within 30 calendar days after contract start date. The Contractor shall submit certificates of completion for each affected contract employee and subcontractor employee to the KO or COR within 30 calendar days after completion of training by all employees and subcontractor personnel on a recurring annual basis. AT Level I awareness training is available at the following site: http://jko.jten.mil (Part 8, Technical Exhibit paragraph 8.2, AT-13 – Deliverables).

• If access to a computer is not available, the Government will provide AT Level I training to Contractor employees within 30 business days after contract start and maintain a copy of the attendance roster for one (1) year. Any Contractor hired after contract start will be required to receive AT Level I training within 30 calendar days either online or as provided by the Government. The Contractor must present the training certificate to the KO or designated Government representative/COR within 30 calendar days (Part 8, Technical Exhibit paragraph 8.2, AT-13 –Deliverables).

1.7.8.6.2 iWATCH Training.

The Contractor shall brief the local iWATCH program (training standards provided by the Installation Anti-Terrorism Officer (ATO)) to all its’ employees and associated subcontractors. This training is used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to Fort Riley, Kansas Military Police and the COR. The Contractor shall complete the training within 30 calendar days after contract award and within 30 calendar days of new employees commencing performance and send to the KO or designated Government representative/COR via both electronic and paper copy within 30 calendar days of completion (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables).

1.7.8.6.3 Operational Security (OPSEC) Awareness Training.

For contracts that require OPSEC Training. All contractor employees, to include subcontractor’s employees, requiring access to Army installation, facilities, controlled, access areas, and/or installation computers shall complete OPSEC Level I training within 30 days after contract start date or effective date of incorporation of this requirement into the contract. The Contractor shall provide either certificates of completion or dates of attendance, for each affected contractor employee and subcontractor employee to the COR, or to the Contracting Officer if a COR is not assigned, within 15 calendar days after completion of training by all employees and subcontractor personnel. Link:

https://www.cdse.edu/Training/Operations-Security/ (Part 8, Technical Exhibit paragraph 8.2, AT-13 – Deliverables).

1.7.8.6.4 Threat Awareness and Reporting Program Training:

For all DA contractors. Training will be completed within 30 days of assignment or employment to an organization and will undergo live environment TARP training will be completed annually IAW AR 381-12 Threat Awareness and Reporting Program. The Contractor shall provide either certificates of completion or dates of attendance for each http://jko.jten.mil/ https://www.cdse.edu/Training/Operations-Security/ affected contractor employee and subcontractor employee to the COR, or to the Contracting Officer if a COR is not assigned, with 15 calendar days after completion of training by all employees and subcontractor personnel. Link:

https://usacac.army.mil/organizations/902d-military-intelligence-group/annual-training-requirements. (Part 8, Technical Exhibit paragraph 8.2, AT-13 – Deliverables).

1.7.8.6.5 Local Health Protection Conditions

Contractor will comply with all national and DoD policies regarding health protection issues including pandemic outbreaks. Local Health Protection Conditions (HPCON) change based on risk levels in the surrounding area Fort Riley, Kansas and in cooperation with local, state and national guidance. The Contractor shall comply with installation and higher headquarters policies aimed at mitigating the spread of dangerous communicable diseases.

1.7.8.6.6 Immunizations:

CYS Contractor employees shall have immunizations for Diphtheria, Hepatitis B, Measles, Mumps, Polio, Rubella, Tetanus, Tuberculosis Skin Test, and Varicella in accordance with AR 40-562. Contractor to submit all immunization records to the KO or COR within 30 days of award. (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables).

Key Control.

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards.

• No keys issued to the Contractor by the Government shall be duplicated.

• The Contractor shall develop procedures covering key control that shall be included in the QCP and submitted to the KO or COR within 30 days of contract award and annually thereafter. (Part 8, Technical Exhibit paragraph 8.2, AT 13 –Deliverables)..

• Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

1.7.8.7.1 Lost Keys.

• The Contractor shall immediately report any occurrences of lost keys/key cards to the KO in the event keys, other than master keys are lost or duplicated.

• In the event a key is lost, the Contractor shall, upon direction of the KO, have the Government re-key or replace the affected lock or locks.

• When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor.

• In the event a master key is lost, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

https://usacac.army.mil/organizations/902d-military-intelligence-group/annual-training-requirements https://usacac.army.mil/organizations/902d-military-intelligence-group/annual-training-requirements

1.7.8.7.2 Prohibited use of Government provided keys or key cards.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees.

• The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

Lock Combinations.

N/A

1.7.9 Post Award Conference/Periodic Progress Meetings.

The Contractor shall attend the post award conference convened by the Contracting Activity or Contract Administration Office as agreed upon and stated in the contract award document.

• When the KO, COR and DPW management meets with the Contractor to review the Contractor's performance, written minutes of meetings will be recorded by the Government and signed by the Requirements Authority (RA) and the KO.

• The written minutes will be distributed within five (5) business after the meeting.

• If any party does not concur with any portion of the minutes, the non-concurrence shall be provided in writing to the KO/COR within two (2) workdays following receipt of the minutes.

• Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.

1.7.10 Government Roles and Responsibilities.

Contracting Officer (KO).

The KO is the only person authorized to make any changes in any of the requirements listed on this PWS; notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO.

• In the event the Contractor makes any change at the direction of any person other than the KO, the change will be considered to have been made without authority and solely at the risk and expense of the Contractor.

• All contract administration will be affected by the KO.

• Communications pertaining to contractual administrative matters shall be addressed to the KO.

• No changes in or deviations from the terms and conditions shall be affected without a written modification to the contract, executed by the KO authorizing such changes.

• The KO will approve all Deliverables (Part 8, Technical Exhibit paragraph 8.2, AT-13 – Deliverables). and plans required in this PWS.

Contracting Officer’s Representative (COR).

The KO will appoint a COR during the performance of this requirement.

• Additional Government personnel may be designated to assist in contract oversight IAW AR 70-13 Management and Oversight of Service Acquisitions.

• Other surveillance personnel may be designated as COR and shall be trained and appointed IAW DoDI 5000.72, Department of Defense (DoD) Standard for Contracting Officer’s Representative (COR) Certification.

• The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems.

• The COR will perform IAW the responsibilities and duties identified in the appointment letter.

1.7.10.2.1 COR Authority.

A letter of designation will be issued to the COR by the KO.

• A copy of the letter will be sent to the Contractor.

• The letter of designation states the responsibilities and limitations of the COR, especially with regard to changes in cost, price estimates, or changes in delivery dates.

• The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

1.7.10.2.2 COR or Designated Government Representative Functions.

The COR or designated Government representative shall monitor all technical aspects of the contract and assists in contract administration.

• The COR or designated Government representative is authorized to perform the following functions:

o Assure the Contractor performs the technical requirements of the contract.

o Perform inspections necessary in connection with contract performance.

o Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

o Issue written interpretations of technical requirements.

o Monitor, document, and report Contractor's performance and notify both the KO and Contractor of any deficiencies.

o Coordinate availability of Government-Furnished Property and provides direction or assistance for site entry requests of Contractor personnel.

1.7.11 Specific Contractor Requirements, Roles and Responsibilities.

U.S. Residency.

All CONUS Contractor employees shall be legal U.S. residents.

• The Contractor shall immediately remove any employee that is not a legal U.S.

resident.

• The Contractor personnel shall be able to communicate clearly in the English language.

Contractor Hiring Restrictions.

The Contractor shall not hire or subcontract with off-duty or former Government employees whose employment would result in a conflict of interest as defined in DOD 5500.7-R Joint Ethics Regulation 30 August 1993, to include change dated 17 November 2011.

Contractor Identification.

The Contractor shall ensure that personnel be identified as a Contractor to distinguish themselves (e.g., badge, company logo on shirt, or uniform with logo) from Government employees at all times.

• The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed.

• Contractor owned/leased vehicles and trailers shall be clearly identified with company logo.

Standards of Conduct:

Contractor personnel’s conduct shall not reflect discredit upon the Government.

The Contractor shall ensure all personnel present a professional appearance while working on the Government installation.

• The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance.

• The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner.

• The Contractor shall remove, from the job site, any employee for reasons of misconduct or security.

• The Contractor shall ensure employee conduct complies with 41 USC §423, Procurement Integrity.

• The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation.

• The removal of such a person shall not relieve the Contractor of the requirement to provide personnel to perform adequate and timely service.

• The Contractor shall not in any way represent the United States (U.S.)

Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

Contractor Key Personnel / Management Plan:

Contractor shall provide a resume of key personnel, who will be designated in writing, to the KO within one week of the contract award (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables). These key personnel shall be available during normal duty hours. These individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

Prepare and submit a Management Plan in accordance with Deliverables (Part 8, Technical Exhibit paragraph 8.2, A T 1 3 – Deliverables). The plan shall reflect a clear understanding of all tasks specified in paragraph 5.0 thru 5.3.31 and describe a sound approach to ensure contract requirements are met and contractual obligations are accomplished. Approval of the plan is required prior to the start of performance. Resubmit revised plans as changes occur to the COR for recommended approval to the KO.

1.7.11.5.1 Project Manager (PM).

The Contractor shall provide a PM who is responsible for the performance of the work. • A minimum of two (2) years of documented service contract management experience with team management and scheduling of workflow is required.

• The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract.

• The name and contact information of the PM shall be provided to the KO and shall be present and on-site, and available during normal duty hours.

• The Project Manager shall be available between 7:30 a.m. to 4:30 p.m., Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons.

• In the circumstances when the PM is not available, the Contractor shall designate an alternate who can perform the same duties during the absence.

1.7.11.5.2 Quality Control Manager (QCM).

The Contractor shall designate a full time QCM on site during normal duty hours.

• As a minimum, the QCM shall have at least two (2) years of documented relative custodial services experience and shall be responsible for the overall management and implementation of the Contractor's Quality Control Plan.

1.7.11.5.3 Quality Control Inspectors (QCI)

The Contractor shall designate QCI personnel sufficient to monitor Contract work to ensure compliance with Government requirements.

• Depending on the size of the contract, the QCM may also serve as the QCI.

• Prepare and maintain QC inspection schedules which show where and when QC inspections will be made by QC personnel on a monthly basis. Submit the QC Inspection Schedules 5 working days prior to start of schedule and in accordance with Deliverables(Part 8, Technical Exhibit paragraph 8.2, AT 13– Deliverables).

1.7.11.5.4 Quality Control Plan:

The Contractor shall develop, implement, and maintain an effective quality control program which shall be documented in a Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop, implement, and maintain procedures to identify, prevent, and ensure no recurrence of defective services. The Contractor’s quality control program is the means by which it ensures that its work complies with contract requirements. The basic principle of the plan is that the

Contractor is responsible for quality control. The plan shall include a description of the inspection system to address services listed in this PWS, and a description of the methods to be used for identifying and preventing defects in the quality of services performed. The QCP shall include a description of the Contractor’s inspection system to include specifics as to areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the Contractor’s inspectors. Submit the QCP and any subsequent necessary revisions in accordance with Deliverables (Part 8, Technical Exhibit paragraph 8.2, AT 13– Deliverables)..

1.7.11.5.5 Quality Control Report:

The Contractor shall prepare and maintain a daily record of all QC activities (Daily Quality Control Report). Daily Quality Control Reports shall include a description of the work being performed, number of personnel working, weather conditions encountered, any delays encountered, and acknowledgment of deficiencies noted along with the corrective actions taken on current and previous deficiencies. Reports shall also include factual evidence that required activities or tests have been performed, including, but not limited to, the following items:

(1) Type and number of QC inspections and tests accomplished.

(2) Results of QC inspections and tests.

(3) Nature of defects, causes for rejection, etc.

(4) Proposed remedial action.

(5) Corrective actions taken.

Submit Daily Quality Control Reports to the COR in accordance with the Deliverables (Part 8, Technical Exhibit paragraph 8.2, AT 13– Deliverables). Schedule, by 0900 the following day. The Contractor may use the Government provided Daily Quality Control Report Form or a form of the Contractor’s own design so long as it contains the same information and is in Microsoft Word (*.docx) format. See Part 9, AT-6 QASP for

1.7.11.5.6 Coordination Meeting

The Contractor shall meet with the KO, COR, and QAE prior to the start of contract service and discuss the QC program. During the meeting, a mutual understanding of the program details shall be developed, including the forms for recording QC operations, control activities, administration of the program, and the interrelationship of Contractor's QC program and the Performance Requirements Summary (PRS) (See Part 8, paragraph 8.1, Technical Exhibit 1, Performance Requirements Summary (PRS). Minutes of the meeting shall be prepared by the Contractor and signed by the Contractor, KO, and COR. The minutes shall become a part of the contract file. There may also be occasions when subsequent conferences will be called to reconfirm mutual understandings.

Phase In /Phase Out Period.

The Contractor shall prepare and submit (within ten (10) business days after contract award), a Phase In/Phase Out Plan to be implemented by the Contractor (Part 8, Technical Exhibit paragraph 8.2, AT 13– Deliverables).

• The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency.

• During the phase-in, the Contractor shall observe all operations pertinent to the requirements of the PWS.

• The Contractor shall commence all operations required by this PWS by the end of phase in period.

• On the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this contract.

• During the ten (10) business day transition period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with any and all operations under the contract.

• The Contractor shall fully cooperate with the successor Contractor during Phase Out and the Government so as not to interfere with future work or duties.

The Contractor shall be responsible for their own mobilization so as to begin performing at contract inception. The Contractor shall be permitted access to the facilities during hours of operation prior to the contract start, subject to the following limitations:

• Visits shall not interfere with productivity.

• Discussions with employees while they are on duty shall be coordinated by a designated Government Representative.

• Coordinate all visits in advance and arrange to be accompanied by a Government employee (COR) previously designated for that purpose.

• Confine activities to those which can only take place prior to the contract period.

Emergency Services.

1.7.11.7.1 Emergency Medical Treatment.

The Contractor or their employees shall immediately notify their supervisor of any incident requiring immediate emergency medical treatment.

• The Government may provide 911 emergency support ambulance service and/or DoD medical facility, if available.

• If injuries incurred while an employee is performing work under this contract, the contractor shall verbally notify the KO/COR no later than (NLT) two (2) hours after an emergency medical event, followed by a documented summary of events (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables).The Contractor shall be responsible for reimbursement of any cost of provided emergency medical treatment services provided to Contractor personnel.

• Reimbursement shall be paid to the U.S. Treasury.

Accident Reporting.

• The Contractor shall comply with Operational Safety and Health Administration (OSHA) for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact.

• The Contractor shall provide a verbal report to the KO/COR within two (2) hour of each such occurrence followed up by an email documenting each such occurrence (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables).

• The Contractor shall adhere to reporting of mishaps IAW AR 385-10, The Army Safety Program (Chapter 3 Accident Investigation and Reporting, Chapter 4 Contracting Safety) and DA Pam 385-40, Army Accident Investigations and Reporting.

Accident Prevention Plan (APP)

The Contractor shall develop, implement, and maintain a written site-specific Accident Prevention Plan (APP) in accordance with EM 385-1-1. Submit the APP to the KO or COR in accordance with Deliverables (Part 8, Technical Exhibit paragraph 8.2, AT 13

– Deliverables). at Post Award Conference and within 5 calendar days of any change.

1.7.12 Environmental and OSHA:

IAW para. 1.4 Scope, any apparent conflict between compliance (with such local, State, and Federal environmental and occupational safety laws, rules, and regulations) and the requirements of the contract shall be immediately brought to the attention of the KO and authorized representative(s) (i.e., Environmental Officer, Safety Officer, and COR ) verbally.

• The Contractor shall notify the KO and authorized representative(s) via email outlining the details for each said conflict such that a final resolution is derived (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables).

• The Contractor shall be liable for all fines, penalties, and costs that result from violations of, or failure to comply with para. 1.4 Scope.

1.7.12.1.1 Safety Plan:

The Contractor shall develop and implement a safety plan for its employees.

• The Contractor shall submit the safety plan to the KO/COR for review and acceptance within 30 business days after contract award (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables).

• Revisions shall be submitted to the KO/COR five (5) business days prior to the effective date of change (Part 8, Technical Exhibit paragraph 8.2, AT 13 –Deliverables).

1.7.12.1.2 Spill Plan.

See part 9, attachment AT-11 Fort Riley SPCCP

Asbestos Awareness.

IAW 29 CFR 1910.1101 Asbestos, all personnel that may come into contact with asbestos while performing work duties shall attend asbestos awareness training annually (See Part 9, Attachment-4 Asbestos Awareness Training).

• This training course is targeted for employees who may disturb asbestos containing materials while performing normal work duties.

• This includes all cleaning and custodial personnel.

1.7.13 Environmental Compliance.

The contractor shall implement the following environmental objectives in accordance with FAR 23.4; FAR 23.7; FAR 52.223-1 through 52.223-5; and based on EPA, OSHA and KDHE issued laws and regulations, AR 200-1 and the Installation regulations and plans regarding environmental matters:

• Maximize the utilization of environmentally preferable products.

• Maximize the utilization of bio-based products. See USDA-designated items at http://www.biopreferred.gov or 7 CFR part 3201.

• Maximize the reutilization of nonhazardous and recovered materials.

• Eliminate or reduce the generation of hazardous waste and the need for special material processing (including special handling, storage, treatment, and disposal).

1.7.14 Safety Data Sheets:

For materials that have Safety Data Sheets (SDS) associated with them, the Contractor shall submit the SDS to the KO or designated Government representative (i.e., COR) for approval five (5) business days after contract award (Part 8, Technical Exhibit paragraph 8.2, AT 13 – Deliverables).

• The Contractor shall adhere to all applicable requirements of the Installation Hazardous Waste Management Plan.

• The Contractor shall provide all materials, labor, training, transportation, and equipment for the handling and storage of hazardous materials or toxic materials.

http://www.biopreferred.gov/

PART 2 DEFINITIONS & ACRONYMS

2.0 Definitions and Acronyms.

Definitions.

AbilityOne Commission - Formally known as “The Committee For Purchase For People Who Are Blind Or Severely Disabled”. This is the independent Government Agency responsible for the AbilityOne Program. (For more information, go to website http://www.AbilityOne.gov)

Acceptable Quality Level (AQL) - The AQL is the maximum percent defective (or the number of defects per hundred units) that, for purposes of sampling inspection can be considered satisfactory on the average; the allowable leeway or variance from a standard before the Government will reject the service. It implies that if defective performance does not exceed the AQL, the Government will not reject the service.

However, the Contractor must reperform the defective service when directed.

Carpet Care - Cleaning and maintenance to keep carpet reasonably free of all stains, soil, and dirt. Methods used for carpet care are vacuum cleaners and carpet shampooers.

Child, Youth and School Services (CYSS) - Overarching naming convention for Child Development Center (CDC); Youth Activity Center (YAC); and School Age Services (SAS) are Child, Youth and School (CYS), Services (CYSS). CYSS shall be used when referring to all programs.

Cleaning - Removing stains, soil, and dirt. May be accomplished by chemical or mechanical means.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contractor Acquired Property (CAP) - Property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Contracting Officer (KO) - A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer’s Representative (COR) - An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

This individual does NOT have authority to change the terms and conditions of the contract.

http://www.abilityone.gov/

Deficient Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Objective evidence that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Disinfect - This is the process of removing dirt and bacteria, with physically removing debris and bacteria with a chemical solution, killing any remaining germs on surfaces, which further reduces any risk of spreading infections and/or diseases.

Dry Buffing - Procedure to utilize floor, buffing equipment to remove minor scratches and scuff marks without applying solution or wax.

Equipment - A tangible item that is…