PWS_Combined.pdf

PERFORMANCE WORK STATEMENT

for

CUSTODIAL SERVICES

at

Baumholder Military Community

Table of Contents

Section Number and Title

1. DESCRIPTION OF SERVICES

2. GOVERNMENT FURNISHED PROPERTY AND MATERIALS

3. GENERAL INFORMATION

4. PERFORMANCE REQUIREMENTS SUMMARY

5. APPENDICES

APPENDIX A, Custodial Cleaning Frequencies APPENDIX B, Deliverables APPENDIX C, Required Reports/Forms APPENDIX D, Child Development Centers and Youth Facilities APPENDIX E, Applicable Publications

ATTACHMENTS (Separately Attached):

Technical Exhibit A, Government Furnished Facilities Technical Exhibit B, Working Hours Technical Exhibit C, Government Quality Assurance and Contractor Payment Technical Exhibit D, Performance Frequency by Individual Group Technical Exhibit E, Building Summary List Technical Exhibit F, Consumption Materials

ELIN Custodial Bidding Price Book

PERFORMANCE WORK STATEMENT FOR CUSTODIAL SERVICES

1. DESCRIPTION OF SERVICES. The Contractor shall provide all labor, management, tools, equipment, supplies, chemicals, supervision, transportation, and other items or services to ensure that the custodial services are performed at the location specified herein in a manner that will maintain a safe, satisfactory facility condition and present a clean, neat and professional appearance. The Contractor shall accomplish all custodial tasks and be required to provide other services identified in attached Appendices in order to meet the requirements of this Performance Work Statement (PWS). All work performed by the Contractor shall be performed in accordance with all applicable U.S. and Host Nation laws and regulations, IMCOM standards, Army regulation 420-1, TM 5-609, and commercial practices (Appendix E).

The contractor shall be ISO (International Organization for Standardization) 9001-2000 certified and maintain this certification throughout the performance period of this contract.

For experience evaluation, the offeror shall provide the information of at least one (1) relevant contract performed for the Government or commercial entity during the last three years either as subcontractor or sole contractor performing the service.

1.1 FACILITY CLEANING SERVICES. Accessible floor surfaces shall be cleaned. Prior to floor surface cleaning, the contractor shall move all easily moveable items (chairs, trash receptacles, and other items that weigh 22 kilograms or less, or can be moved by one person) to access the floor surface (to sweep, wet mop, vacuum) underneath these items without causing scratches, tears, or other damage to the floor, facility or furniture. Moved items shall be returned to their original position after cleaning.

Grout on wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc.).

Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, wet mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. Floor surfaces, including grout and any transition, separations or joints in the materials, shall be maintained to have a uniform, clean appearance absent of streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.

Protective coverings, baseboards, corners, and wall/floor edges shall also be clean.

1.1.2 Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. Custodial personnel must make every effort to minimize the generation of dust, both inside and outside of buildings. Any spots and/or spills shall be removed by the carpet manufacturer’s approved method or other commercial accepted practices as soon as noticed.

1.1.3 Carpet Cleaning, Water Extraction Method. All stained areas shall be treated with spot cleaning solution. Spot cleaning shall be continued until as much of the stains possible has been removed. All instructions provided by the manufacturer of the water extraction equipment and materials shall be followed during their use. After completion the carpeted area will be uniform in appearance and free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles, and other moveable items shall be moved to clean carpets underneath, and returned to their original location.

1.1.4 Carpet Cleaning, Dry Foam Method. Dry foam shampooing of carpets shall be defined as the spot cleaning, vacuuming, shampooing, and re-vacuuming of all carpeted area. All vacuuming, both before and after shampooing shall be done with a medium duty pile lifter type vacuum. All stained areas shall be treated with spot cleaning solution, following the directions of the manufacturer, or treated according to the specific stain involved. Spot cleaning should be continued until as much of the stain as possible has been removed. The shampooing shall be done using equipment and materials specifically designed for dry foam shampooing and meeting the specifications provided by the manufactures of the equipment and materials should be followed during its use. Areas that are inaccessible to the machine, such as corners, shall be shampooed with foam from the machine and manual scrubbed. After shampooing and allowing sufficient drying time, the carpet shall be vacuumed following a pattern, which will give the carpet tile a uniform appearance.

1.1.5 Sweep Floors: The entire area to be swept shall be thoroughly cleaned to remove dust, dry soil, and other litter. After the floor has been swept, the floor surface including corners and abutments shall be free, with no visible dust, soil, or other litter.

1.1.6 Wet Mop Non-Carpeted Floors. Use proper wet floor signage. Sweep, vacuum or dust mop the floor to remove any large debris prior to wet mopping. Apply the floor cleaning chemical according to the manufacturer’s directions. After wet mopping, all stains and soils which are water soluble should be removed from the floor, leaving a clean, fresh floor. Floors must have a clean, uniform glossy appearance free of soil, film and stains, streaks, swirl marks, or standing water and/or contamination. All exposed surfaces of baseboards and furnishings must be also free of splash marks and streaks. No mop streaks must remain in the area.

1.1.6.1 For wet mopping of sealed parquet floors a non-skid preservative agent for conservation of sporting properties required according to DIN 18032 shall be used.

1.1.6.2 Cast concrete floor of Bldg. # 8308 and # 8661 shall be cleaned with a wiping care concentrate on base of water-soluble polymer.

1.1.7 Spray-Buff. N/A

1.1.8 Dry-Buff. N/A

1.1.9 Stripping/Finishing. The contractor shall maintain all polyvinylchloride (PVC), rubberized flooring, natural stone, ceramic, wooden and laminate floors. Stripping is the complete removal of all finish and/or sealer without damage to the floor surface. Stripping shall also include the complete removal of all marks, scuffs, etc. except in case, which there is damage to the floor surface.

Stripping chemical(s) used shall be used according to the manufacturer’s directions.

All floor surfaces to which stripper has been applied shall be thoroughly rinsed with clean water twice. Finishing is the proper application of at least three coats of finish to all trafficked areas and one coat of finish to areas receiving no traffic. The finish shall be applied with a clean, fine strand, rayon mop head. After the finish has dried, the reflectance shall be uniform with no streaks, swirls, etc. visible. No stripping solution or finish shall remain on baseboards, doors, or other non-floor surfaces. The contractor shall not apply floor finish to surfaces that have not been cleaned. All cleaning solutions shall be removed from the exposed surfaces of baseboards, doors, or other non-floor surfaces. Chairs, trash receptacles, and other items shall be moved and returned to their original location.

1.1.9.1 Floor maintenance of sealed parquet floors shall be performed to meet the requirements of DIN 18032-2. A polymer preservative agent with wax portion for initial care of sealed parquet floors including appropriate basic cleaner (neutral ph) for removal of old layers of polymer preservative agents shall be used. This cleaning method will be applicable for Bldg. # 8105, 8220 and 8895.

1.1.9.2 Floor maintenance of cast concrete floor in Bldg. # 8308 and # 8661 shall be performed by means of a high-gloss dispersion of polymer and hard wax base as a wiping resistant protection film, combined with the prior treatment with an adequate polymer remover.

1.1.10 Stairways/Elevators/Handicap Lifts. All floor surfaces shall be cleaned in accordance with the non-carpeted and carpeted requirements as appropriate. Stair guards, handrails, wall caps and baseboards shall be free from grease and grime. The Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls, up to 1.8 meters height from stair tread level, to provide or maintain a clean, uniform appearance.

1.1.11 Clean Drinking Fountains. Clean and disinfect all porcelain and polished metal surfaces, including the faucet, knobs, orifices and drain as well as outer surfaces of fountain. After cleaning the drinking fountains, the entire drinking fountain shall be free from streaks, stains, spots, smudges, scale, and other obvious removable soil. No abrasive and/or bowl cleaners are to be used to clean the drinking fountains.

1.1.12 Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats.

Mats/rugs shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location. Area and throw rugs shall receive the same service.

1.1.13 Trash Collection/Removal. All wastebaskets and other trash containers within the area shall be emptied and returned to their initial location. This includes exterior wastebaskets located within 2 m outside of building entrances. Sand in cigarette butt receptacles will be strained to remove ashes and debris. Trash receptacles shall be left clean, free of foreign matter and free of odors. The Contractor shall replace any obviously soiled, worn or torn plastic trash can liners. Trash shall be disposed into a designated trash dumpster.

1.1.14 Recycling Collection/Removal. Recyclable materials, collected in separate boxes or similar containers, shall be picked up separately by the Contractor and disposed at the nearest recycling containers/recycling point in accordance with local policy and German law.

1.1.15 Low Dusting. Low dusting shall be defined as the removal of all dust, lint, litter, dry soil, etc. from all surfaces of desks, chairs, file cabinets, and other types of office furniture and equipment and from horizontal ledges, window sills, blinds, hand rails, radiators, etc. below 1.8 meters from the top of the floor surfaces. After dusting by damp wiping, all such surfaces shall have a uniform appearance, free of streaks, smudges, dust, lint, litter, etc. Dusting shall be accomplished by removal of soil from the area, not by moving it from one surface to another.

1.1.16 High Dusting. High dusting shall be defined as the removal of dust, cobwebs, oily film, etc., from all fixtures and surfaces above 1.8 meters from the top of the floor surfaces. This includes lights, grills, light fixtures, pipes, sprinkler system, cables, ledges, walls, ceilings, vents, etc. After high dusting, all areas and surfaces above 1.8 meters from the top of the floor surface shall be free from all types of soil removable by dusting by damp wiping and shall blend in with the area below

1.8 meters high.

1.1.17 Wash Interior Glass. The contractor shall clean all glass partitions, interior glass doors/windows and frames, display cases, directory boards, interior glass brick surfaces, mirrors and adjacent trim, so that after cleaning the surfaces there shall be no traces of film, dirt, smudges, water or other foreign matters.

1.1.18 Wash Windows and Exterior Doors (on the inside and outside) . The contractor shall clean all interior/exterior window and door glass surfaces, frames, screen openings and frames, blinds, window bars and glass brick surfaces, so that after cleaning the surfaces there shall be no traces of film, dirt, smudges, water spots or other foreign matters. Surfaces of glazed pavilions and entrance canopies cloth fastened to the building shall be cleaned also.

1.1.19 Clean Entrances Exterior and Interior Platforms and Steps. Entrances shall be free of dirt, litter, dry leaves. Carpet-type entrance mats shall be vacuumed. Rubber polyester entrance mats and stone platforms shall be swept, vacuumed or wet mopped. Soil and moisture underneath entrance mats or mud scrapers shall be removed and all mats shall be correctly reinstalled.

1.1.20 Spot Cleaning. The contractor shall remove smudges, fingerprints, streaks, soil, oil, grease, and graffiti from washable surfaces including but not limited to, walls, partitions, doors, hardware, radiators, electrical switches, and sockets. A solution of germicidal detergent and water shall be used.

After spot cleaning, washable surfaces shall have a clean, uniform appearance free of smudges, fingerprints, streaks, soil, oil, grease, and graffiti.

1.2 RESTROOM/LOCKER ROOM AN RELATED CLEANING SERVICES.

1.2.1 Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures, drinking fountains, saunas, partitions, dispensers, doors, walls, partitions, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), walls, and other such surfaces shall be cleaned and disinfected using a germicidal agent and free from water and scale deposits, soil, streaks, and other removable matter. Restrooms shall be left with a clean, pleasant scent/fragrance or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within

1.8 meters of the floor) shall be clean. Walls and grout shall be free of all firm, spots, and detergent buildup. Floor drains shall be refilled with water to avoid odors.

1.2.2 Floor Care. All floor surfaces shall be maintained in accordance with 1.1. After wet mopping service, the floor area shall be disinfected using a germicidal agent.

1.2.3 Supplies. Contractor shall ensure restrooms are stocked sufficiently with supplies including toilet tissue, paper towels, and hand soap. Supplies shall be stored in designated areas.

Stock shall be in sufficient quantities so supplies do not run out before the next service date. If supplies run out prior to the next service date, the Contractor shall refill within two hours of notification.

1.2.4 Trash Removal. Trash shall be removed in accordance with 1.1.13.

1.3 SPECIAL CLEANING SERVICES.

1.3.1 Child Development Centers and Youth Centers. The Contractor shall accomplish cleaning tasks IAW 1.1 and 1.2 above, and also special cleaning requirements outlined in Appendix D for Child Development Centers and Youth Centers.

1.3.2 Cleaning of Sauna (Bldg. # 8105, 8220, 8897). Saunas shall be cleaned every day with an antiseptic solution and wiped afterwards with a dry cloth.

1.3.3 Cleaning of Indoor Swimming Pool (Bldg. # 8897). For disinfection only agents and applicable methods shall be used, that are shown in the list of the German society for hygiene and microbiology (DGHM - Deutsche Gesellschaft für Hygiene und Mikrobiologie ). The prescribed reaction time shall be kept adequate to the concentration of the disinfectant and no cleaning agent/disinfectant shall get in contact with pool water during disinfecting cleaning.

1.3.3.1 Steam Cleaning of Pool Floors. The pool floors shall be cleaned by steaming with a high-pressure cleaner and a germicidal (bacterial and fungicidal) disinfectant cleaning agent, which will not damage the surface and wiped afterwards with a dry cloth.

1.3.3.2 Cleaning of Pool Areas. Lockers and wooden benches shall be cleaned with a germicidal disinfectant cleaning agent. Cleaning shall include wiping of all wood, metal and plastic surfaces.

1.3.4 Cleaning of Theater Area (Bldg. # 8125). Upholstered Theater Seats shall be cleaned according applicable paragraphs of section 1.1.

1.3.5 Cleaning of WTU Building (Bldg. # 8505). Cleaning includes all offices and common used areas like dayroom, hallways, kitchen, toilet and shower, janitorial room, laundry, mud room and staircase. Work shall be performed according applicable paragraphs of section 1.1 and 1.2.

1.4 EMERGENCY OR SPECIAL EVENT CLEANING. When directed by the Contracting Officer, the contractor shall perform special/emergency custodial services required as a direct result of inclement weather conditions, flooding, sewage, leakages, employee illness, special events, or vandalism.

The required services may consist of a variety of the cleaning services described in this Statement of Work.

1.4.1 During normal workdays/hours, the contractor shall respond to an emergency call within one and a half (1 ½) hours at any location covered by the contract.

1.4.2 During other than normal workdays/hours, the contractor shall respond to an emergency call within two (2) hours at any location covered by the contract.

1.4.3 Upon notification, the contractor shall perform special event cleaning required in any building, area, or room within USAG Baumholder. The contracting officer or his designated representative shall order cleaning services through issuance of a delivery order for the appropriate and required work task(s).

1.5 CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES..

1.5.1 Contractor-Furnished Equipment/Vehicles. The Contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. Equipment containers for the purpose of storing materials and equipment at Contractors cost and responsibility shall be provided if Government furnished janitorial closets/rooms are not available. The Contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. Maintenance and repair of Contractor vehicles or their privately owned vehicles shall not be accomplished on site.

1.5.1.1 All equipment used in the performance of this contract shall be in a safe operable condition IAW BGV A3 and shall have TUEV and GS certification. Equipment unsafe or unable to function as designed shall be removed. The Government reserves the right to inspect the Contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle.

1.5.1.2 The Contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. The Contractor shall have backup equipment to provide continued service in the event primary equipment or vehicles are not available.

Equipment failure shall not alleviate the Contractor from performing any requirement contained in this contract.

1.5.2 Contractor Furnished Supplies. It is the Contractor’s responsibility to determine and provide adequate quantities of supplies. All paper products procured (toilet tissue and paper towels) shall contain 100 % recycled material.

The following minimum standard shall be obtained:

Toilet tissue: Soft, two-ply, white, 250-sheet/roll, size according to dispensers

Hand towels: Paper, white, Bi-Fold or Tri-Fold, to fit installed dispenser type.

Soap: Solid or liquid soap, anti-bacterial with a maximum PH-value of 6.7.

In Child Care Centers a liquid soap with a skin-neutral PH-Value known as Baby-Soap shall be used.

Content per bottle according to existing dispensers

Trash bags: Plastic bags, break resistant, 60, 120 and 180 l content, suitable and sized for the type of trash receptacle

Supplies/Solutions shall be stored in designated areas in their original, labeled container.

At the pre-performance conference, the contractor shall furnish samples of all cleaning solutions and consumable items he wants to use and which are subject to approval by the

COR. The cleaning agents used shall be in accordance with the latest environment and sewage regulations.

The Contractor shall provide a list of all cleaning products to be used.

1.6 MISCELLANEOUS REQUIREMENTS / RESPONSIBILITIES

- Turn off unnecessary lights, conserve energy

- Report fire hazards, conditions, and items in need of repair to the Government

- Turn in lost and found articles to the Government

- Security: Facilities/areas locked/secured upon ingress or egress shall remain secure after ingress or egress. Never leave a facility/area unsecured and/or to have the potential of being compromised.

- Display caution/warning signs in work areas when necessary (Example: wet floors require a “Caution Wet Floor” sign until the floor is dry and not slippery).

1.7 MATERIAL AND CLEANING COMPONENTS. All material or cleaning components used shall be in accordance with hazardous material regulations (Gefahrstoffverordnung) and have a Material Safety Data Sheet (MSDS) (Sicherheitsdatenblatt). The MSDS shall be available, in English and local language, in all designated storage areas were material and cleaning components are stored. The Contractor shall provide the MSDS to the COR for all materials (hazardous or non-hazardous) acquired including toxic and flammable materials. All cleaning supplies, equipment and materials shall be of leading industry and/or commercial standard or equivalent quality and conform to applicable specifications. Equipment, such as vacuum cleaners, polishing machines, etc. shall be industrial strength and kept in operating order and designed to perform the type of work prescribed in this PWS.

1.8 HAZARDOUS WASTE. The Contractor shall dispose of all hazardous waste generated during performance of this contract to an authorized disposal facility. Hazardous waste generated by other than the Contractor’s performance and discovered during execution of this contract shall be reported to the COR without delay.

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1 Government Furnished Facilities, Utilities, and Services. The Government shall provide, without cost, the facilities and services listed below for the performance of this effort. No alterations to the space shall be made without the specific written permission from the Government. Alterations required to comply with current safety laws and standards shall be coordinated with the Government.

The contractor shall return the facilities to the Government in the same condition as received, fair wear and tear and approved modifications excepted. These facilities shall be used for performance of this contract only.

- All reasonable amounts of utilities available on base needed to support services provided.

- All refuse removal, entomology services and police and fire protection.

- Emergency medical transportation/treatment if required. Contractor shall reimburse the Government for the cost of medical services at current rates.

2.2 Janitorial Closets. Janitorial closets will be available where possible for use by the Contractor, for the purpose of storing materials and equipment, excluding flammable materials. The Contractor will be required to maintain clean, odorless closets. Materials and equipment will be stored and organized in such a manner as to allow easy access and movement in closet. Closets will be locked at all times. The Government is not responsible for the Contractor’s supplies or equipment or for the Contractor’s employees’ personal belongings.

2.3 Government Furnished Supplies and Equipment. None.

3. GENERAL INFORMATION

3.1 Hours of Operation. Services under this contract shall be performed during working hours as outlined in Technical Exhibit TE B.

3.2 Contractor Key Personnel. The Contractor shall designate a representative (point-of-contact) and alternate, if deemed necessary, who shall be responsible for overseeing the overall performance of the work. The representative shall be accessible during normal duty and after work hours and have full authority to act for the Contractor on all matters relating to Contractor operations on this contract. The representative shall have at least one year’s experience in managing similar types of contracts and shall be able to read, write, speak, and understand English. The representative shall respond to notifications (left messages) within 15 minutes. The representative shall be able to arrive on-site, if needed, within 1 hour following a request.

In addition, the Contractor shall assign a qualified contract supervisor, who is permanently on site during normal operation hours, to instruct and supervise the cleaning personnel and to perform QC inspections.

The contract manager shall meet as necessary with government personnel designated by the Contracting Officer, or the Contracting Officer Representative (COR), to discuss contract performance. The names and contact information of key personnel shall be submitted to the COR prior to Contract performance in writing

3.3 Replacement of Key Personnel. Request to replace Key Personnel shall be done in writing to the Government at least 14 calendar days prior to a planned replacement, or within 24 hours of an unplanned replacement.

3.4 Personnel. Contractor personnel shall act in a professional manner. Professionalism implies the proper handling of oneself in the workplace, adhering to regulations/policies, performing the job diligently and conscientiously, fulfilling duties to the best of one’s ability, being punctual, maintaining a businesslike attitude and demeanor, holding oneself to the highest possible standards of character and behavior proper to the field of employment, and presenting a neat, clean appearance. All Contractor personnel entering the Government installation shall abide by the regulations of the installation. The Government reserves the right to request replacement of any Contractor employee.

3.5 Installation Security Clearances and Entry Passes. Access to worksites and U.S.-controlled areas is limited to persons who meet security criteria and are authorized by German law to work in Germany.

Failure to submit required information and obtain required documentation or clearances will be grounds for denying access to worksites and U.S.-controlled areas. The contractor will inform employees of these requirements.

3.5.1 At least 5 days before a contractor or subcontractor employee needs access to a U.S.

installation to perform work under contract, the contractor will give the contracting officer or contracting officer’s representative the following for each employee:

- Three copies of AE Form 604-1B-R (Personnel Data Worksheet / Personaldatenanfrage Arbeitsblatt)) completed according to USAREUR Regulation 604-1.

- Two passport-size photographs.

- Good Conduct Certificate (GCC) / Polizeiliches Führungszeugnis), except for individuals who have U.S. identification (ID) cards. Contractor personnel who do not have a GCC or an U.S. ID card will be escorted by U.S. Government personnel (U.S. or local national) when working on USAREUR installations.

Copies of the following identification and permits are required as follows:

- German citizens: a clear copy of their German ID card / Ausweis or passport showing their picture and full name.

- Citizens of European Union (EU) - member countries other than Germany: a clear copy of their residence permit / Aufenthaltsgenehmigung.

- Non-U.S.-ID cardholders and other citizens of non-EU-member countries: a clear copy of German Work Permit / Arbeitserlaubnis and country ID card or passport showing their picture, full name, country of issue, and nationality.

- U.S.-ID cardholders: a clear copy of the front of their ID card. U.S. ID cardholders do not need an Aufenthaltsgenehmigung or Arbeitserlaubnis.

Other information as specified by the contracting officer.

A roster which shall contain the following: alphabetical listing of the employee’s name, social security number, date and place of birth, clearance status, position, and scheduled place/building of work.

A list of private and commercial vehicles, including those belonging to subcontractors, that will be used during contract performance. This list will include the following information:

- Vehicle make, model and year of manufacture.

- Vehicle-identification number.

- License-plate number.

- Name and drivers license number of each vehicle operator.

3.5.2 The contractor will obtain installation passes from the appropriate issuing authority for each contractor and subcontractor employee needing access to U.S. installations. The contractor will establish procedures to control and account for passes and to ensure that they are immediately retrieved and returned when their employees no longer need them (for example, when an employee transfers or is no longer employed by the contractor). These procedures will include the actions required by USAREUR Regulation 190-13 for lost and stolen passes.

3.5.3 The contractor will inform employees that they are subject to search when entering and leaving U.S. installations.

3.6 Contractor Work Schedule. The Contactor shall establish a work schedule, which includes all required tasks for each area of each building. Schedules shall be posted in each building (e.g. inside authorized storage areas). The Contractor shall provide the COR with copies of the schedules NLT 10 calendar days prior to the beginning of the contract. Any changes made to the schedule shall be submitted to the COR for approval at least 5 days prior to the effective date.

3.7 Key Control. The Contractor shall establish and implement methods of making sure all keys/combinations issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government. The Contractor shall immediately report lost or duplicated keys to the Government. In the event keys are lost or duplicated, the Contractor may be required, upon written direction of the Contracting Officer, to re-key or replace the affected lock or locks without cost to the Government (Note: Master keys may affect multiple locks and keys on a system). The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the Contractor’s invoice.

3.8 Quality Control Plan. The Contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The Contractor’s QCP is a defined, documented, and disciplined set of practices that focus on assuring that the service conforms to the standard included in the Performance Work Statement. The Contractor shall submit the original final copy of the QCP to the COR at least five (5) working days prior to contract start. An updated copy shall be provided to the COR when changes occur. The QCP at a minimum shall include:

A diagram of the Contractor’s proposed organization for quality control.

The list of quality control manager(s), safety manager(s) and other key personnel that deals with quality control/quality assurance and safety.

Procedures to cover all services listed in the Performance Requirements Summary (PRS).

Procedures to ensure quality is provided during scheduled and unscheduled inspections.

An inspection system covering all the services listed in the PRS. The system must specify the areas of services to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished, and the name and title of the inspectors.

Details of the documentation of the Quality Control Plan.

The methods for identifying and preventing deficiencies and implementing corrective actions to ensure an acceptable level of performance.

3.9 Quality Assurance. The Government will periodically evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan. The Government’s primary concern is the overall appearance of the facility/building maintenance. To this end, the Government prefers timely re-performance of defective work as a remedy for defective performance over the remedy of taking deductions from the contract price for defective work. The Government requires the Contractor to comply strictly with the Contractor’s schedule in order to minimize the burden of inspection and to maximize the Contractor’s opportunity for timely re-performance of defective work.

3.9.1 Validated Customer Complaints. All building monitors will be given an e-mail and telephone number through which they can promptly report complaints. When a complaint is received, it will be recorded with the following information:

Date and time of receipt of complaint.

Customer’s name and telephone number.

Location and nature of complaint.

The COR will notify the Contractor of complaints received or make arrangements for the Contractor to pick up copies of complaints at a prescribed location and time. The COR will assume the work has been satisfactorily completed if the building monitor hasn’t called back by a prescribed time. If the building monitor reports that the Contractor still hasn’t performed satisfactorily, the COR will:

Evaluate the complaint.

Determine the reason for any defective work.

Report the results of the evaluation on the customer complaint record.

Report the results of the evaluation to the customer.

Inform the Contractor of any corrective action necessary.

Record any corrective action on the customer complaint record.

Occasionally, the COR may need to validate complaints as soon as possible after they are received to ensure that daily operations have not affected site conditions.

3.9.2 Unscheduled Inspections. The Government will inspect the Contractor’s performance with unscheduled inspections.

4. Reserved

5. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The requirements are summarized in performance measures that relate directly to mission essential items.

The performance threshold briefly describes the minimally acceptable levels of service required for each requirement.

Performance Objective PWS Para Performance Threshold

Remedy Method of Assessment

Facility Cleaning Services 1.1 No more than 5 valid defects per month

Re-performance

Within 2 hours of notification

Random Surveillance, 100 % surveillance on yearly requirements, customer survey

Restrooms/Locker Rooms Cleaning Services

1.2 No more than 5 valid defects per month

Re-performance Within 2 hours of notification

Random Surveillance, 100 % surveillance on yearly requirements, customer survey

Special Category Cleaning Services (Child Development Centers and Youth Centers)

1.3 No more than 3 valid defects per month

Re-performance Within 2 hours of notification

Random Surveillance, 100 % surveillance on yearly requirements, customer survey

Emergency or Special Event Cleaning

1.4

Not considered complete until all deficiencies resolved

Re-performance Within 2 hours of notification

100 % surveillance

Quality Control Inspection procedures followed and documented in accordance with the Government approved, Contractor’s Quality Control Plan (QCP).

3.8 1 valid defect per month

Contractor shall provide a written Corrective Action Report.

Random Surveillance, customer survey

Security 0 incidents per month

Contractor shall provide a written Corrective Action Report.

Security Violations, Periodic Surveillance, customer survey

All services performed on an annual basis and special cleaning will be monitored by applying 100 % inspection method.

6. APPENDICES. The Government will make US Governmental documentation available to the Contractor (publications, forms, references and report formats). Revisions to documentation from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement revisions in documentation that do not change the contract price. Revisions resulting in a change in the contract price will be handled by the Contracting Officer. Price proposals shall be submitted within 15 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions - Commercial Items clause. Failure of the Contractor to submit a price proposal within 15 calendar days from the date of receipt of any change, shall entitle the Government to performance in accordance with such change, at no increase in the contract price.

7. CONTRACTOR MANPOWER REPORTING. CONTRACTOR MANPOWER REPORTING. "The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Baumholder Custodial Services via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at:

http://www.ecmra.mil/.

APPENDIX A – Custodial Cleaning Frequencies

See Technical Exhibit TE D - Performance Frequency by Individual Group

APPENDIX B – Deliverables

Description of Task Completion/Due Date

Management

Kickoff Meeting Minutes from Kickoff Meeting

NLT 7 calendar days after award NLT 7 calendar days after meeting

Periodic/Quarterly Meeting Minutes from Meeting (Govt) Contractor Rebuttal

TBD

NLT 7 calendar days after meeting NLT 7 calendar days after receipt of minutes

Request to Replace Key or Essential Personnel1

A minimum of 15 calendar days prior to a planned replacement, or within 24 hours following such replacement

Reports

Material Safety Data Sheet

(MSDS)

Commercial Format Prior to Kickoff Meeting; revised as required

Contractor Quality Control Plan

(QCP)

Approved Contractor Format

Prior to Kickoff Meeting; revised as required

Monthly Work Schedule Approved Contractor Format

Prior to Kickoff Meeting; revised every 30 days or as required; 5 days prior to the 1st work day of each month

Annual Frequency Schedules Approved Contractor Format

Prior to Kickoff Meeting; revisions submitted for approval 10 days prior to commencement of effort

Contractor Performance Roster List (CPRL)

Approved Contractor Format

Prior to Kickoff Meeting; revised as required

The contractor shall use cleaning agents with a certification like the European ECO label or an equivalent Certification like the UVP questionnaire. The contractor shall provide evidence of periodical training on professional application of the cleaning agents and occupational health and safety training.

NOTE: Meeting minutes will be recorded by the Government, and distributed to the appropriate individuals following any meeting. Should there be disagreement with the minutes, the Contractor will provide a written notification identifying areas of non-concurrence for joint resolution.

Kickoff Meeting. The Contractor shall coordinate an initial meeting (kick-off meeting) with the Contracting Officer’s Representative (COR) within seven (7) working days after award. The purpose of this meeting is to review the requirements and ensure effective liaison between the Contractor and the Government.

Periodic/Quarterly Progress Meetings. The Government and Contractor shall meet periodically, or at a minimum quarterly, to discuss Contractor performance. Issues to be discussed shall include opportunities for improvement, any modifications or requirements, performance, valid customer complaints, and corrective actions.

Contractor Performance Roster List (CPRL). This roster may be in Contractor format. This roster shall contain the following: An alphabetical listing of the employee’s name, social security number, date and place of birth, clearance status, position, date background checks were initiated and certification that immunization requirements have been met.

APPENDIX C - Required Reports/Forms N/A

APPENDIX D – Child Development Centers (CDC) and Youth Facilities

1.3.1 Child Development Center (CDC) and Youth Facilities. Designated CDCs and Youth facilities shall be maintained in accordance with AR608-10 Child Development Centers, as appropriate and as summarized below. If needed, the Contractor shall provide additional cleaning after normal operating hours to ensure facilities are in a clinical state of cleanliness prior to opening the following day.

1.3.2 CDCs and Youth Facilities, Hours of Operation. See Technical Exhibits for Garrison hours of operation and holidays.

1.3.3 Required Training. Removed

1.3.4 Immunizations. All Contractor employees assigned to the CDC and/or Youth Center shall be free of communicable diseases prior to entering either facility. The contractor shall provide a medical certificate for all contract employees providing services for Child Care and /or Youth Center. Health certificates shall be less than 3 years from date of issue. All contract employees performing duties within the CDC and/or Youth Centers proving that the employee is free of communicable diseases and tuberculosis. Each employee must have the Tuberculosis Skin Test. These document certificates are due to the COR prior to start of contract, or prior to new / reassigned employees providing services in these locations. New certificate are to be submitted and will be provided to the COR every 3 years from the date of issue. These documents will be required prior to an employee being allowed to work. The Contractor shall be responsible for providing certification that all of his/her employees meet the above conditions. Payment for any required immunizations will be incurred at the Contractor’s expense.

1.3.5 Required Documentation. The Contractor shall provide a Contractor Performance Roster List (CPRL) of all employees proposed to work in CDC and/or Youth Center with the employees name, position, date background checks were initiated and completed certification that immunization requirements have been met. In the event that an employee is replaced, even temporarily, the replacement shall meet all requirements prior to beginning work. Failure to fulfill these requirements, in sufficient time to replace an employee, will not relieve the Contractor of their responsibilities under this contract. Failure to provide these statements will prohibit Contractor employee(s) entrance into the CDC and/or Youth Center. It shall be the Contractor’s responsibility to update the CPRL as necessary. Contractor employees shall submit a negative test report from the Health Department or their doctor and current immunization records to the CDC Director prior to starting work on an annual basis.

1.3.6 Identification. All contractor employees shall wear a contractor provided nametag.

1.3.7 Cleaning Requirements Child Development Center. Physical contact shall not be allowed and Contractor employees shall not be alone with children unsupervised.

1.3.7.1 Supplies/Solutions. All solutions, chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (Trash, mops, brooms, and cleaning buckets, etc.) must be stored in their original, labeled container in a locked closet inaccessible to children and kept out of children’s reach at all times. Supplies/Solutions shall be stored in designated areas.

1.3.7.2 Cleaning and Sanitizing. All cleaning specified shall be performed with a germicidal detergent disinfectant, which will not damage the surface cleaned. Water with disinfectant shall be changed at a minimum after 50 sqm of cleaning. Heavily soiled areas may require more frequent water changes. The mop used in the latrine areas shall not be used in other areas.

1.3.7.3 Cleaning Products Approval. The Contractor shall provide a list of all cleaning products to be used in CDCs and Youth Centers to the COR to ensure that the cleaning products are suitable for use in a child care environment. Not permitted are products that include warnings not suitable for use in areas occupied by children. Chemical air fresheners are not permitted.

1.3.7.4 Clean Furniture. The Contractor shall clean and sanitize all food preparation, diaper changing tables and adjacent wall, tables, desks, chairs and highchairs, doors, wooden paneling and equipment like children’s beds, crèches, playpens.

1.3.7.5 Clean Office Furniture. The Contractor shall on a daily basis ensure all desks, tabletops, bookshelves, file cabinets, and other office furniture are free of dust and debris; all horizontal surfaces of office furniture are free of fingerprints, smudges, coffee/drink stains, and wiped streak-free; and glass and doors free of fingerprints, stains and streaks.

1.3.7.6 Clean Non-Carpeted Floors. All non carpeted floors to include floors around and under all eating tables and adjoining walls shall be swept and mopped with hot water and sanitized daily.

1.3.7.7 Clean/Sanitize Children’s Toilets and Fixtures. Toilets, sinks and adjacent walls (up to height of four feet) shall be cleaned with sanitizing solution.

1.3.7.8 Sweep/Mop Children’s Bathroom Floors. The Contractor shall sweep and mop the children’s bathroom floors with sanitizing solution.

1.3.7.9 Non-carpeted floor maintenance. The Contractor shall strip and wax all non-carpeted floors on an annual basis, after operating hours. Non-carpeted requirements above apply.

1.3.7.10 Vacuum. The Contractor shall maintain all carpet areas free from visible soil and vacuumed, when children are not present in the activity rooms, or as required to maintain clean and sanitary conditions. Soiled areas should be cleaned as necessary.

1.3.7.11 Carpet Maintenance. Annually, the Contractor shall steam clean all carpets, including area carpets, preferably on weekends or after operating hours, to ensure carpets are completely dry when children are present. Carpeted requirements above apply.

1.3.7.12 Clean Carpet in Toddler Rooms. Carpet floors of baby rooms and children’s crawling rooms shall be shampooed once a week as described above.

1.3.7.13 Trash Cans and Diaper Pails. The Contractor shall empty trash cans and diaper pails.

The Contractor shall provide, and replace worn, torn or otherwise soiled plastic trash bags suitable for the type of trash containers within the entire facility.

1.3.7.14 Clean/Sanitize Trash Container and Diaper Pail. The Contractor shall disinfect trash containers and diapers pails as described above.

1.3.7.15 Stock Restroom/Facility Supplies. The Contractor shall ensure restrooms and facility supplies are available and never empty. If supplies run out prior to the next service period, the Contractor shall refill within two hours of notification.

1.3.7.16 Regular Dusting. Dusting includes surfaces/fixtures within 1.8 meters of the floor and must be free of dust, lint, cobwebs, and litter.

1.3.7.17 Wash Interior Glass. The contractor shall clean all glass partitions, interior glass doors/windows and frames, display cases, directory boards, interior glass brick surfaces, mirrors and adjacent trim, so that after cleaning the surfaces there shall be no traces of film, dirt, smudges, water or other foreign matters..

1.3.7.18 Wash Exterior Windows and Doors. The contractor shall clean all exterior glass doors/windows and frames and exterior glass brick surfaces inside and outside, so that after cleaning the surfaces there shall be no traces of film, dirt, smudges, water or other foreign matters.

APPENDIX E – Applicable Publications

The following is a list of applicable publications. Copies of the German Standards and Regulations will not be furnished by the Government.

US Regulations and Standards

TM 5-609 Military Custodial Services Manual

German Regulations and Standards

VDE 0100 Regulations for the Installation of Electrical Power Supply Systems up to 1000V

UVV Accident Prevention Regulations

IfSG German Infection Protection

Safety Regulation of “Deutscher Gewerbeverein”

Guidelines of the Federal Guild Association of Building Clean Craft

Applicable Manufacturer’s guidelines and instructions

Technical Exhibits (Separately Attached)

Technical Exhibits Title

A Government Furnished Facilities – N/A

B Working Hours

C Quality Assurance and Contractor Payment

D Performance Frequency by Individual Group

E Building Summary List and Floor Plans

F Experimental values concerning consumption materials

Exhibit Line Item Numbers (ELIN)

ELIN Title

01 ELIN 01 Baumholder Custodial Price Book Spreadsheet

Technical Exhibit A - Government Furnished Facilities

N/A

Technical Exhibit B – Working Hours

The contractor shall perform services required under this contract during the following times and hours:

1. Routine Services:

a. For a 5-day-service from Monday through Friday between 0500 and 2200 hrs.

b. For a 7-day-service from Monday through Sunday between 0500 and 1000 hrs.

c. Work shall be performed partly on US and/or German holidays and is arranged as follows:

Concerning a 5-day-service:

For Special Areas no cleaning work shall be performed on American holidays.

For all High Public Use and Admin Areas, only restrooms shall be cleaned on German and/or American holidays; no cleaning work shall be performed on common holidays.

Concerning a 7-day-service:

Cleaning work shall be performed on all German and American holidays.

d. All non-daily work to be performed on a holiday shall be postponed to another day in agreement with the Contracting Officer’s Representative.

e. All dates and…