Updated Janitorial PWS_SSD 2026 rev.docx

Janitorial Services Contract Discrepancy Report (CDR)

1.0 General

1.1 Background

The United States Coast Guard (USCG) is procuring Janitorial Services as described within this PWS for USCG Sector San Diego, CA. Sector San Diego is the Southwestern-most Coast Guard Unit in the Continental United States, located in San Diego Bay. Sector San Diego is responsible for all major Coast Guard operations south of Dana Point, including port security, search and rescue, maritime law enforcement, environmental response, vessel inspections, and maritime aids to navigation.

1.2 Scope

The Contractor shall provide the proper mix of personnel, management, supervision, materials, supplies, equipment, tools, transportation, and other items or services (except utilities and limited facilities as defined in section 12.0) necessary to accomplish the janitorial services required by this PWS. The efforts to be accomplished under this contract are scalable in nature to include other tasks, services, or locations within scope, as required.

1.3 Objective

The Contractor shall perform these services in a manner that ensures the health and safety of military members, civilian employees, contractors, and members of the public, and shall maintain both the sanitary conditions and aesthetic appearance of Government buildings. Superior customer service and well-maintained facilities that present a clean, neat, and professional appearance shall be furnished in accordance with all terms and conditions of the contract.

1.3.1 This is a FFP contract; the contractor may choose to add additional people at a later date, at no additional cost to the Government, to accomplish the required tasking.

1.3.2 During the term of the contract, the USCG will continuously monitor its needs to ensure the proper number of positions and mix of skills are being provided. In the event that the USCG requires additional personnel due to new requirements or a change to the labor mix is required, the Contracting Officer will notify the Contractor and negotiate the changes.

1.4 Contracting Officer’s Representative (COR)

The COR is responsible for the technical administration of the contract and is the technical liaison with the Contractor. The COR IS NOT authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government or authorize any changes, which affect the contract price, delivery schedule, period of performance, or other terms or conditions.

1.4.1 The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. Technical administration of this contract shall not be construed to authorize revision of the terms and conditions of this contract. The Contracting Officer shall authorize any such revision in writing.

1. 4.2 An alternate COR may also be appointed to this contract. In the absence of the primary COR, all responsibilities and functions assigned to the COR shall be the responsibility of the alternate COR.

1. 4.3 The COR, and alternate COR if required, will be appointed at time of contract award.

2.0 Applicable Documents

2.1 Compliance Documents

The Contractor shall comply with all applicable Federal, State, local, and municipal laws, regulations and requirements; all industry standards/references; all Government and USCG Regulations, attachments and Technical Exhibits (TE) to this PWS; and all applicable instructions and directives identified herein pertaining to the services required and to the conduct and qualifications of personnel in performance of this contract. The most recently published publication will be used as a reference.

2.2 Government Documents

The Government will provide all chapters of publications listed, or otherwise applicable to this contract, upon request of the Contractor. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change to the contract price. The Government will also provide the forms listed which are needed for daily operations. Upon completion of the contract, the Contractor shall return to the Government all issued publications and unused forms.

3.0 Services

The Contractor is responsible for performing all necessary janitorial and management activities to meet the requirements listed in this PWS, including any applicable Technical Exhibit. These efforts include any direct janitorial activities and any indirect activities necessary for the successful completion of this contract. The Contractor shall determine the appropriate mix of personnel to be utilized to accomplish the tasks listed in this PWS. It is solely the Contractor’s responsibility to ensure the right mixes of personnel are hired. If the Contractor determines after contract award that additional personnel are required to accomplish the tasks set forth in this PWS, they can be added at no additional cost to the Government. If the Government requires changes to any of the firm-fixed price (FFP) requirements, the rates will be negotiated up (for additional work) or down (for removal of tasks) and a bilateral modification will be issued.

3.1 Levels of Service (LOS) and Cleaning Frequency

The cleaning frequency of janitorial tasks is based on the level of service assigned to the type and usage of building space. The following table provides the classification of buildings spaces for janitorial LOS.

3.1.1 LOS Classification

Classification of Building Space for Janitorial LOS

Medical Clinic Galley

I

Command Suite Command Center All Restrooms All Locker Rooms

II

All Office, Conference, Retail, Classroom, and Gym Space not Identified Under LOS I or II

III

Industrial Warehouse Storage

Limited Service (Trash Only)

Barracks Rooms

As required when vacant

3.1.3 Technical Exhibits

Technical Exhibits for each location can be found as attachments to this PWS. Each Technical Exhibit provides:

· Buildings at each location requiring janitorial services, estimated square footage for each type of space to be maintained, and the LOS frequency.

· Secure spaces at each facility

· Exceptions to normal work hours

· Officer of the Day Contact Information

· Locations for Contractor use

· Maps of each location, as applicable

3.1.4 Removable Items

Any removable items, such as furniture and equipment, shall be moved so that a thorough job may be accomplished for all operations required. Upon completion of work, all removable items moved shall be returned to their original positions. No chairs, wastepaper baskets, or other items moved shall be stacked on desks, tables, or windowsills. Baseboards, walls, wall base, floor finish, stair risers, furniture, and equipment shall not be splashed, disfigured, damaged, or marred during these operations. All equipment and supplies shall be stored properly and in designated spaces.

3.1.5 Windows and Lights

Contractor shall close windows and turn off lights when not in use.

3.1.6 Lost and Found

The Contractor shall require that all articles found by their employees shall be returned to the Contracting Officer’s Representative (COR).

3.1.7 Inspection Records and Reports

A copy of Contractor’s inspection reports and records shall be available to Contracting Officer and COR at any time.

3.1.8 Emergencies and Repairs

Contractor shall promptly (within 15 minutes) report emergencies to the Officer of the Day (OOD). Emergencies include but are not limited to any fires, flooding, noxious fumes, injuries, or hazardous conditions observed, to be followed with a report to the COR. The information for the OOD for each location can be found in the respective Technical Exhibit.

3.1.8.1 Any non-emergent problems or items in need of repair, such as plugged commodes or waterless urinal cartridges, burned out lights, leaky faucets or malfunctioning dispensers shall be reported to the COR within twenty-four (24) hours.

3.1.9 Inspections of Areas for Debris

The Contractor is required to remove and dispose of any discarded materials from inside the buildings. This shall include a general search for items on the floor, which missed the wastebaskets and scraps of debris on the floor and in the seats of chairs. After a thorough general search of the area, all chairs, which have been moved, shall be returned to their proper location. Clean up all inclement weather soiling. When completed, the area shall be neat in appearance and free of trash, garbage, and discarded materials.

3.1.10 Key Control

The Contractor shall establish and implement a method of ensuring that keys issued to the Contractor are not lost, misplaced, nor used by unauthorized persons. The Contractor shall submit a Key Control Plan to the COR for concurrence, within fifteen (15) calendar days after award. The plan shall describe their methods for ensuring keys are not lost. The Contractor shall not duplicate keys issued by the USCG. The Contractor shall report the loss of keys to the COR immediately upon discovery. The USCG, at the Contractor’s expense, shall perform any lock replacement required due to lost keys.

3.1.11 Weather

Weather may demand additional cleaning by the Contractor to ensure that the facilities and equipment are clean, neat, and sanitary. Proper precautions shall be taken to advise building occupants of wet/slippery floor conditions. This applies during inclement weather as well as during cleaning operations. The Contractor shall notify the COR of any additional cleaning performed due to weather as soon as practicable, but no later than within one (1) business day.

3.1.12 Spot Cleaning

Spot cleaning is extra cleaning within any of the cleaning categories identified herein. It is performed on an as-required basis, during regular servicing, whenever occasioned by unusual or inadvertent events such as spills, animal/pest entry, pipes bursting or clogging, breakage, equipment repairs, or unusual traffic. All surfaces, such as walls, partitions, doors, floor mats, and waste receptacles (inside and out) shall be spot cleaned as necessary to present a clean, spot-free, mark-free appearance and to ensure they are odor free. Floors shall be spot cleaned to remove food spills, debris, and wet areas caused by accidents or inclement weather.

3.2 Lavatories and Locker Rooms

This section describes the responsibilities of the Contractor for maintaining lavatories and locker rooms, and any fixtures, equipment, receptacles, and consumables installed or located in those spaces.

3.2.1 All deposits, stains, and foreign matter, including those under fixture edges, lips, bases, exposed pipes, and on all exposed surfaces of toilets, urinals, wash basins, sinks, and partitions shall be cleaned and removed.

3.2.2 The Contractor shall maintain all washbasins, faucets, soap holders/dispensers/ receptacles, water closets, toilets, toilet seats, urinals, and sanitary napkin receptacles so that no soap build-ups, mildew, rust, encrustation, or water rings exist. Toilet seats shall be left in a raised position after cleaning. Water traps shall be maintained free from odor at all times from all toilet and locker room floors and from shower stalls.

3.2.3 Contractor shall service all toilet rooms each day to replenish all dispensers, paper towels, and toilet paper to maximum capacity.

3.3 Waste Collection, Removal, and Disposal

This section describes the requirements for the efficient removal, storage, and proper sorting of trash, and recyclables to be performed by the Contractor.

3.3.1 The Contractor shall collect all recyclable and non-recyclable debris, transport this, and place this debris in designated dumpsters or other collection location as directed by the COR.

3.3.2 Contractor shall remove all garbage, trash, and cigarette butt debris from ashtrays from all areas, inside, as well as outside, of buildings, transport it to the main disposal area, and place it in appropriate receptacles.

3.3.3 Maintain all trash receptacles in a sanitary condition, free from debris after the contents have been collected. Garbage containers and covers located inside of buildings shall be thoroughly scrubbed clean each time they are emptied before returning to the point of use.

3.3.4 Boxes, cardboard, and cartons shall be crushed and flattened, then placed in appropriate receptacles at the main disposal area.

3.4 Floor Maintenance

All cleaning and maintenance shall be performed in accordance with commercially accepted best practices, industry or manufacturer standards/methods, and any applicable documents identified in Section 2.0 of this PWS.

3.4.1 All flooring shall present a uniform, clean appearance, free of debris, dirt, streaks, marks, excess water, all foreign matter, soil, gum, tar, any similar substances, and any traces of cleaning solutions. Cleaned surfaces shall have a uniform appearance when dry.

3.4.2 The Contractor shall maintain all exposed floor areas to include, but not limited to:

· Carpeted areas

· Hardwood floors

· Ceramic tile floors

· Floor mats and runners

· Baseboards

· Secondary corridors

· Garages

· Lobbies

· Gym’s rubber matting

· Steps (both interior and exterior)

· Stairways

· Landings (both interior and exterior)

· All storage floor areas

· All toilet and locker rooms

· Shower stalls

· Building entrances (to include the exterior main entrance walkways)

· Sidewalks adjacent to entrances

3.4.3 The Contractor shall maintain asphalt, rubber, and vinyl and linoleum floor surfaces to include all corners and other small areas to provide a continuous, durable protective coating; and, surfaces shall be maintained to provide anti-slip waling conditions. All resilient floor areas, especially heavy traffic areas (entrances and lobbies), shall be maintained for maximum gloss and uniform sheen.

3.4.4 Carpet Shampooing

The COR and the Contractor shall coordinate the amount of carpet area to be shampooed prior to commencement of work under this provision. If the Contractor encounters Government or Contractor caused delays, the Contractor shall notify the COR in writing describing the reasons for the delays and the projected completion date. Prior to shampooing the carpet, the Contractor shall remove all furnishings in the area to be shampooed. The carpets shall be vacuumed, and all dirt and particles shall be removed. Carpets shall be cleaned with an extraction machine using a chemical solution containing conditioners and deodorizers, after which the carpets shall be clean, free of chemical residue, and dry to the touch by the start of the normal business hours. At the conclusion of the shampooing operations, the carpet shall be free of stains and shall present a uniform color.

3.4.5 The Contracting Officer or COR may occasionally require additional services in excess of the frequencies defined in the Technical Exhibits for carpet shampooing i.e. large spills.

3.5 Surface Maintenance

This section details the requirements for all maintaining and cleaning all minor surfaces, including but not limited to woodwork, walls, window sills, ceiling fans, window blinds, draperies, ceiling vent covers, exposed pipes, and light fixtures. Furniture in any applicable space, including but not limited to, desks, cabinets, bookcases, tables, chairs, couches, counters, metal, wood, and glass surfaces, the tops of all lockers, all pictures and other articles on walls, and any other items normally considered furniture shall also be maintained.

3.5.1 The Contractor shall maintain all surfaces in a condition them free of any foreign matter, dust, dust streaks, lint, cobwebs, dirt, oils, spots, smudges, and other materials.

3.5.2 Contractor shall not dust desks or other furniture that is cluttered with correspondence, bric-a-brac, etc. Computers, business machines, and office equipment of similar nature shall not be dusted.

3.5.3 All offices, shower areas, mirrors, shelving, and toilet areas shall be maintained and sanitized, as applicable. The Contractor shall maintain these areas to provide a polished appearance to remove all dirt, spots, streaks, and smudges from walls, waste receptacles, glass, all mirrors, counter tops, shelving, dispensers, chromium fixtures, exposed piping, and other specified surfaces.

3.5.4 All metal and wood surfaces, to include all kick plates, push plates, and push bars of outside entrances, all drinking fountains, and all glass surfaces, other than building windows, shall be cleaned and polished. All foreign residue, oil, grease, mold, etc., shall be removed from these areas, from, and around floor fasteners, door checks, door closers, etc.

3.6 Glass Cleaning/Maintenance

This section covers the cleaning and maintenance requirements for all glass in windows, doors, entrance areas, entrance glass on outside entrances, partitions, bookcases, glass tops, surface glass inside and out, and any other similar glass surface.

3.6.1 Glass shall be maintained spot free of dirt, grime, streaks, excessive moisture and cloudiness. Window sashes, sills, woodwork around interior glass, and other surroundings shall be free of drippings and other watermarks. Windowsills shall be protected when standing on or placing cleaning materials on them. Windows that require maintenance on both sides shall have the inside and outside cleaning performed by providing the least inconvenience to the building occupants. In instances where building occupants are seriously inconvenienced, the window washing activities will be rescheduled at the discretion of the COR.

3.7 Surge Work

Surge work is typically work within the general scope of the contract but not included in the FFP requirements. When required, the USCG will ask the Contractor for a quotation for the additional services. Once the two parties have reached an agreement, a bilateral modification for the work will be issued. Surge work may be FFP, Labor Hour, or a combination. Surge work may include specific work requirements or training required by the Government due to change in software, hardware, programs, or procedures.

3.7.1 Composite Labor Rates

The composite labor rates are fully burdened hourly labor rates inclusive of all direct and indirect costs and profits. These rates will be utilized to develop the pricing for surge work. The Contractor’s proposal for surge work shall provide sufficient detail for a determination of price reasonableness by the Contracting Officer. Additional information may be required at the Contracting Officer’s discretion.

3.7.2 Pre-Defined Surge Work

The following services will be ordered on an as required basis.

3.7.2.1 Service Calls

Service calls for cleaning shall consist of providing miscellaneous minor cleaning tasks beyond the scope of basic services. The estimated number of service calls for the janitorial staff is two (2) times per month at one (1) hour each for an estimated total of twenty-four (24) hours per year, and the estimated number of service calls for a supervisor is one (1) time per month at one (1) hour each for an estimated total twelve (12) hours per year.

3.7.2.1.1 Service calls shall consist of providing labor and material to perform unscheduled housekeeping services that are brief in scope. The COR shall receive service call requests from Building Managers and notify the Contractor of the work required. The Contractor shall provide adequate procedures for receiving and responding to service calls during regular business hours.

3.7.2.1.2 Service Call Response Time

The Contractor shall respond to service call requests for cleaning within two (2) hours during business hours. Once begun, the cleaning effort shall continue until completed. Examples of service call work include but are not limited to clean-up of overflowed restroom fixtures, clean-up of spills, cleaning muddy or wet entrances or wet carpet/floors (beyond normal cleaning required for weather).

3.7.2.1.3 Special Events

Upon the request of the Contracting Officer or COR, the Contractor shall provide supplemental services for special events. The Commanding Officer can schedule on holidays or other days designate these events. These special events may require work after normal business hours or an increase in personnel during normal business hours. If special event hours are required, notification will be given to Contractor at least twenty-four (24) hours in advance. The special event task will be on an as-required basis at the hourly rate agreed to and specified in the Schedule of Services. The Contracting Officer will issue a modification for this requirement.

4.0 Contractor Requirements

4.1 Management

The Contractor shall manage all janitorial services required herein. Included in this function will be a full range of management duties including planning, scheduling, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary expertise to assure the performance of work in accordance with sound and efficient management practices.

4.2 Personnel Management

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with the appropriate combination of training and experience. The Contractor shall be responsible for the employment, training, guidance, and supervision of qualified personnel to accomplish the contract. Contractor personnel found not to meet qualifications or performance standards shall be removed from performing under the contract.

4.2.1 Contractor personnel are employees of the Contractor and under the administrative control and supervision of the Contractor. The Contractor, through its personnel, shall perform the tasks prescribed herein. The Contractor shall select, supervise and exercise control and direction over its employees under this contract. The Contractor shall maintain records on all personnel hired. At a minimum, the Contractor shall maintain records that support the personnel hired met the minimum qualifications of the position at the time they were hired. These records shall be made available to the Contracting Officer or designee upon request.

4.2.2 The Government will not exercise supervision or control over the Contractor in the performance of services under this contract. The Contractor shall not supervise, direct, or control the activities of Government personnel or the employees of any other Contractor, except any subcontractor employed by the Contractor on this contract.

4.2.3 In performance of this contract, the Contractor’s management responsibilities include, but are not limited to the following:

· Ensure employees understand the work to be performed on orders to which they are assigned.

· Ensure employees know their management chain and exhibit professional conduct to perform in the best interest of the Government.

· Ensure employees adhere to applicable laws and regulations governing Contractor performance and relationships with the Government.

· Ensure contract employees do not create actual or apparent personal service relationships.

· Ensure high quality results are achieved through task performance.

4.2.4 The Contractor shall be responsible for the actions of its personnel and its subcontractors. The Contractor shall be responsible for daily oversight of all Contractor personnel and for managing work performance on all tasks and projects on this contract directly relating to the services provided. The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management and control of the resources to be assigned to the contract. The Contractor shall provide frequent interaction and communication with members at all levels of the organization. The Contractor shall maintain continuity between the Contracting Officer and the designated COR and the Contractor’s business office.

4.3 Work Control

The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.

4.4 Contractor Personnel Qualifications

Contractor employees fully qualified in the relevant profession, trade or field shall supervise all services provided under this contract. The Contractor shall hold any licenses required by law. The Contractor shall maintain records for all personnel hired under this contract. These records shall be made available to the Contracting Officer or designee upon request.

4.4.1 The Contractor shall provide personnel with the following minimum capability:

· Ability to read, write, clearly speak, and understand English. They shall be able to fulfill, completely and clearly, the reporting requirements of the contract.

· Shall be citizens of the United States (U.S.) or legal residents who have been lawfully admitted for permanent residence into the U.S. The Contractor shall obtain signed statements from all employees and potential employees to be assigned work under this contract attesting they have been informed of these restrictions. Any employees assigned to secure spaces shall be U.S. citizens.

· Shall be in good health and free of any communicable disease while performing work at this facility. Any necessary medical certificates, exams, and treatments are at the expense of the Contractor.

4.5 Conflicts of Interest

The Contractor shall not employ any person who is an employee of the U.S. Government if the employment would appear to cause a conflict of interest. The Contractor shall not employ on a full or part time basis an employee of the USCG, uniformed or civilian, without the express written consent of the Contracting Officer.

4.6 Employee Identification

Contractor employees shall wear distinctive uniform clothing for ready identification. The uniform shall have the Contractor’s name, in sufficient size to be read at a distance of approximately ten (10) feet, affixed thereon in a permanent manner. The Contractor shall ensure employees’ uniforms are clean and well maintained while performing work under this contract. The Contractor shall submit uniform sample (or electronic image with scale information) and identification badges to the Contracting Officer fifteen (15) calendar days after award. Visiting Contractor employees shall comply with all Government escort rules and requirements.

4.7 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the U.S. or the DHS. The On-Site Supervisor shall ensure Contractor employees understand and abide by DHS established rules, regulations and policies concerning safety and security.

4.7.1 The Contractor shall prohibit his/her employees from disturbing papers on desks, opening drawers, closets or cabinets, except for janitorial closets, or using the telephone or equipment unless specifically authorized by the COR.

4.8 Alcohol and Controlled Substances

Contract employees shall not possess, distribute, consume, or use any controlled substance or alcohol on the job site or while on Government property. Any Contractor or Contractor employee using a controlled substance prescribed by a physician shall receive written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any Contractor or Contractor employee found to be in violation of this section may be permanently prohibited from USCG property. Actions taken under this section shall not relieve the Contractor from the requirement to provide sufficient personnel to perform adequate and timely service as required by the contract.

4.8.1 Contractor personnel shall not smoke or consume food or beverages while performing work on this contract. During breaks, eating or smoking is permitted in designated areas only.

All tobacco and tobacco substitute products, including but not limited to cigarettes, cigars, pipes, any smokeless tobacco, e-cigarettes, and other vapor substitutes shall only be permitted in designated areas. The COR will provide a list of designated areas upon request.

4.9 Use of Government Facilities

Use of the USCG’s recreational facilities, gymnasium, galley, or any other facility on the base is specifically prohibited. There are limited locations that are available for Contractor use. These locations will be defined during the Post Award Conference.

4.10 Protection of Information

Contractor access to information protected under the Privacy Act and/or proprietary information may occur under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.11 Financial and Criminal Background Checks(s)

Contractors shall perform appropriate financial and criminal background checks prior to employees beginning work on a Government facility.

4.11.1 Common Access Card (CAC)

During performance of this contract, Contractor employees may be required to obtain CACs. If this is required, a modification will be issued to detail the requirements for each employee. The background checks and CAC issuance will be the sole responsibility of the Government. The Contractor is not allowed to bill the Government for any aspect of the CAC issuance, to include the replacement of employees that do not pass the Government financial and/or criminal background checks.

The Contractor shall provide an On-Site Supervisor to perform as an On-Site Supervisor who shall be responsible for all Contractor work performed under this PWS. The On-Site Supervisor shall be a single point of contact for the Contracting Officer and the COR. The name of the On-Site Supervisor, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the On-Site Supervisor, shall be provided to the Government as part of the Contractor's proposal. During any absence of the On-Site Supervisor, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract.

5.1.1 The On-Site Supervisor shall be available to the COR via telephone between the hours of 0700 and 1630 Pacific Standard Time (PT), Monday through Friday. For non-emergent issues, the On-Site Supervisor shall respond to a request for discussion or resolution of discrepancies within two (2) hours of notification during the business day, and within two (2) hours of the start of the following business day if the request is received after normal business hours. For emergent issues, the On-Site Supervisor is required to respond to all requests for discussion within one (1) hour regardless of the time or day of the week.

5.1.2 The On-Site Supervisor or his/her designee shall conduct daily inspections to ensure conformity with this PWS and with the approved Quality Control Plan (QCP). The designated personnel shall be fully capable of supervising all other Contractor employees and be responsible for ensuring the completion of all work assignments and required services as specified and/or directed under the terms of the contract. In the absence of the On-Site Supervisor, the designated personnel shall conduct overall management coordination; shall receive notices, reports, or requests from the Contracting Officer or his/her representative; and shall be available to meet with the COR and/or Government personnel to discuss problem areas. The On-Site Supervisor (or designated personnel in his/her absence) shall be at the work site during times work is being performed under this contract.

5.2 Other Positions

The Contractor shall provide a labor mix sufficient to complete the tasks required by this Contract.

6.0 Removal or Replacement of Personnel

6.1 Key Personnel

Subject to the Key Personnel and/or Facilities clause (Homeland Security Acquisition Regulation 3052.215-70), the Contractor has the right to remove or replace personnel assigned to perform services under this contract and to substitute other qualified personnel in lieu thereof. Before removing or replacing any key personnel, the Contractor shall notify the Contracting Officer in writing a minimum of thirty (30) calendar days prior to the effective date before the change becomes effective. The Contractor shall submit sufficient information to support the proposed action and to enable the Contracting Officer to evaluate the potential impact of the change on this contract. The Contractor shall not remove or replace key personnel until the Contracting Officer approves the change. However, in the event that a Contractor employee voluntarily leaves the company or the Contractor has to immediately remove an employee for any reason, the Contractor shall provide notice to the USCG as soon as the vacancy is known.

6.1.1 List of Key Personnel

The USCG has determined that Key Personnel shall consist of the following positions:

· On-Site Supervisor

6.2 Removing Contractor Employees for Misconduct/Non-Performance/Security Reasons The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from Department of Homeland Security (DHS) facilities for misconduct, non-performance, or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any direction to remove an employee.

6.2.1 The Government also has the right to request removal or replacement of Contractor personnel for any other reason not stated herein, provided that the Contracting Officer has given written notice to the Contractor a minimum of thirty (30) calendar days prior to the effective date, unless the removal is for violation of a policy or regulation that makes immediate removal necessary.

6.3 Replacement of Personnel

The Contractor shall replace non-key personnel in a timely manner to prevent any lapse in service. When non-key personnel positions are vacant, the Contractor shall ensure adequate coverage is provided to ensure the requirements in the PWS are met.

6.3.1 It is recognized that when replacements, transfers, and reassignments of Contractor personnel are made for the convenience of the Contractor, all costs incurred shall be at Contractor’s expense. Replacements, transfers, and reassignments of Contractor personnel are deemed to be at the convenience of the Contractor when:

· Replacement of Contractor personnel is required because of voluntary or involuntary termination of employment with the Contractor.

· Contractor personnel are incapacitated due to injury or illness for a period in excess of thirty (30) days, or the death of Contractor personnel.

· Replacement or transfer of Contractor personnel is initiated at the request of the Contractor.

· Replacement or transfer of Contractor personnel is required due to termination of the contract for default.

6.4 Proposal of Contractor Employees Previously Removed

The Contractor shall request approval from the Contracting Officer, in writing prior to proposing an employee for on-site performance under this contract, any potential Contractor employee that has previously been removed from any Government contract at the direction or request of the Contracting agency. The request shall include an explanation for the previous removal(s), Contractor's plan to mitigate risk of future removal if approved, unique experience/qualifications of proposed employee, and demonstration of benefit to the Government of granting approval.

7.0 Security

Contractor employees accessing secure office spaces are required to be escorted when performing work under this PWS. Secure spaces are listed in the Technical Exhibits for each location.

7.1 Contractor employees accessing secure areas shall deposit cellular phones, MP3 Players, tablet computers, laptops, thumb drives, hard drives and any other electronic or storage device outside of the secured entrance in the storage areas provided. The USCG is not liable for any lost or misplaced items owned by the Contractor or Contractor employees.

8.0 Safety

8.1 Requirements

The Contractor is solely responsible for compliance with all federal, state and local laws, including but not limited to the Occupational Safety Health Administration (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of Federal Regulations (CFR) 1910 and any USCG Instructions as applicable, and the protection of their employees. Note: USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors. Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agreed by the Contracting Officer and the Contractor.

8.1.1 The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available upon request by the Contracting Officer. The Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the “personal” safety requirements of employees. The USCG will NOT provide contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

8.1.2 The Contractor shall cease all work if the Contracting Officer issues a Stop-Work Order for failure to comply with safety requirements. Work shall continue when compliance with safety requirements has been achieved, and the Contracting Officer has issued a Notice to Proceed. The Government will not allow time extensions or payments for excess costs to the Contractor caused by Stop-Work Orders issued as a result safety hazard.

8.2 Safety Plan

The Contractor shall maintain and implement a safety plan that encompasses all federal, state and local laws as applicable. The safety plan shall be provided to the Contracting Officer and the COR within fifteen (15) days after award and updated annually or whenever changed by the Contractor. The Contractor shall conduct routine and recurring surveillance to ensure all applicable safety requirements are enforced. All Contractor personnel shall be trained in all required OSHA topics and qualified to perform their duties prior to commencement of work. Non-conformance with this requirement could cause a delay in contract performance. The Contractor shall include a clause in all subcontracts requiring the subcontractors to comply with the safety provisions of this contract, as applicable.

Contractor’s Safety Point of Contact (to be filled out by Contractor):

Name Phone Number Email

8.3 Mishap Notification/Reporting

The Contractor shall report to the Contracting Officer, COR and his/her designated representative any exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accident shall be indicated in each typed report. All accidents shall be reported to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence.

Note: It is the sole responsibility of the Contractor to report recordable injuries of its employees to OSHA.

8.3.1 A written report of the mishap/incident shall be sent within three (3) calendar days to the Contracting Officer and the COR. For information not available at the time of initial written report, the Contractor shall provide the remaining information no later than twenty (20) calendar days after the mishap, unless the Contracting Officer grants an extension. Mishap notifications shall contain, as a minimum, the following information:

· Contract Number, name and title of person(s) reporting.

· Date, time and exact location of accident/incident.

· Brief narrative of accident/incident (events leading to accident/incident).

· Cause of accident/incident, if known.

· Estimated cost of accident/incident (material and labor to repair/replace).

· Nomenclature of equipment and personnel involved in accident/incident.

· Corrective actions (taken or proposed).

· Other pertinent information.

8.3.2 If requested by the COR, the Contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by the Contracting Officer.

8.4 Notification of Environmental Spills

If the Contractor spills or releases any hazardous substance listed in 40 CFR 302 into the environment, the Contractor or its agent shall immediately report the incident to the base fire department or the local emergency response number. The incident shall also be reported to the COR and Contracting Officer. If the amount released meets or exceeds the reportable quantity as listed in 40 CFR 302, the Contractor or its agent shall immediately notify the National Response Center (1-800-424-8802). The liability for the spill or release of such substances rests solely with the Contractor and its agent. A hazardous material control program shall be in effect to inform employees of potential hazards when chemicals are used. The Contractor shall maintain Material Safety Data Sheets (MSDS) IAW OSHA 29 CFR 1910.1200 and ensure the information is provided to the employees for review of safety and health information.

8.5 Material Storage and Use

The Contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling, to include both hazardous and non-hazardous materials. All hazardous material shall be stored in an approved location. If any federal, state or local law or regulation directly contradicts the manufacture’s guidelines or professional recommendations, the Federal, State or Local law or regulation will take precedence.

9.0 Travel

Contractor travel shall not be required for this requirement.

10.0 Meetings and Reports

10.1 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than fifteen (15) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility or via teleconference.

10.2 Status Meetings

The On-Site Supervisor shall be required to meet at least weekly with the COR during the first month of the contract to discuss progress, exchange information and resolve emergent technical problems and issues. Thereafter, meetings will be as often as necessary but shall occur no less than quarterly, as determined by the COR. Time and place of the meetings will be mutually agreed upon between the USCG and the Contractor. The minutes of the meetings shall be prepared by the Contractor, and signed by the Contractor’s Representative and the COR.

10.3 Progress Report

The On-Site Supervisor shall provide a progress report to the Contracting Officer and COR via electronic mail on a weekly basis during the first month of the contract to coincide with weekly meetings per section 10.2. Thereafter, the On-Site Supervisor shall provide the progress report no less than monthly within five (5) business days after the end of the month. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

10.4 Material Inspection and Receiving Report (DD-250)

Upon completion of each contract requirement (or monthly increment thereof), the Contractor shall prepare and furnish to the COR/Alternate COR a DD Form 250, Material Inspection and Receiving Report (MIRR) or an equivalent report approved by the Contracting Officer unless otherwise specified. One (1) copy of each DD Form 250 or approved equivalent shall be submitted with the invoice. The report shall include:

· Contract number.

· DD Form 250 or equivalent invoice number.

· CLIN Number, CLIN description, quantity, unit price, and extended price.

· Description of any invoice deductions.

· A copy of the Progress Report

10.4.1 Invoices shall not be submitted until the Material Inspection and the COR. has approved Receiving Report (DD-250). The earlier the Material Inspection and Receiving Report (DD-250) is received and approved by the COR, the earlier the invoice may be submitted.

10.5 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Currently Windows XP, with plans to move to Windows 10 during the first year of contract performance and Microsoft Office Applications).

11.0 Quality

11.1 Quality Assurance Surveillance Plan (QASP)

This PWS and the QASP found in Attachment 1 details the performance standards and Acceptable Quality Levels (AQL) the Contractor is required to meet. The performance measurements are detailed in the QASP.

11.2 Contractors’ Quality Control (QC)

The Contractor shall provide a draft QC Plan (QCP) at the Post Award Conference for Government review and comment. The Contractor shall provide a final QCP to the COR no later than ten (10) business days after the Post Award Conference.

11.2.1 QC Program

The QC program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success. Once the QC program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

11.2.2 Contractor QC Plan (QCP)

The Contractor shall develop and maintain a QCP delineating the Contractor’s QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements. The program/inspection system shall establish and explain in detail how the Contractor shall sustain the quality of the services they provide. The QCP shall assure that the requirements of the contract are met. The COR will approve any changes to the QCP prior to the Contractor implementing them. If the COR perceives such changes to be other than minor, approval by the Contracting Officer is necessary.

11.2.3 Quality Control Program/Inspection System

The QC system shall encompass all functions of the contract. It shall specify areas to be inspected, on both a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection. The Contractor shall develop and implement QC procedures addressing the areas identified in the PWS and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QC program/inspection system shall be designed to keep the Contractor’s management and the USCG informed of all issues affecting quality, to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency, and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken, as appropriate.