PWS_RTI__Cleaning_Service.pdf

PERFORMANCE WORK STATEMENT

FOR

CLEANING SERVICES

211th Regiment (RTI), 5629 State Road 16 West, Bldg 3400, Starke, Florida 32091

5/03/2018

TABLE OF CONTENTS

Section Number and Title

211th Regiment, RTI Mission

Page Number

1.0 Description of Services 3

2.0 Services Summary 10

3.0 Government & Contractor Furnished Property and Services 13

4.0 General Information 17

5.0 Phase In & Phase Out Plan 21

6.0 Technical Exhibits 22

211th REGIMENT, REGIONAL TRAINING INSTITUTE (RTI). The 211th Regiment is a TRADOC sponsored Army schoolhouse with a subordinate schoolhouse unit, Regional Training Site – Maintenance (RTSM). The RTI has a Memorandum of Agreement with HQ, Department of the Army, Office of the Deputy, Chief of Staff G-3/5/7, DAMO-OD Emergency Management to train their students as well. Occasionally, Camp Blanding Joint Training Center, Chargeable Transient Housing (CTQ) or other customers, may request overflow housing, coordinated with RTI Operations and Logistics Sections.

These students and guests are attending various schools or workshops, are of different rank and grade structures and require student/guest housing. The majority of the guests will be tasked with cleaning their assigned spaces and provided with cleaning supplies. However, as students and guests reside over extended time frames, professional sanitization of the rooms in student housing is an integral part of the overall strategic plan to maintain the health and welfare of all guests who transit through student housing, as well as sustaining overall building health.

1.0 Description of non-Personnel Services. Except as otherwise specified in this

Performance Work Statement, the Contractor shall provide non-personal services for sanitization cleaning to include all necessary qualified and experienced personnel, services and transportation to successfully perform services as specified in this Performance Work Statement (PWS). The Contractor shall ensure that services are performed in a manner that shall enhance the mission of 211th Regiment and maintain the facilities in a satisfactory manner.

1.1 Proposals. The cleaning service shall be performed in buildings 3406 and 3404 (Facility drawings in RTI Technical Exhibits 1 and 2) for the 211th Regiment, 5629 State Road 16 West, Bldg 3400, Starke, Florida 32091. Contractor shall perform all services in accordance with the Performance Work Statement (PWS). The Contractor shall provide a proposal that breaks down costs as follows:

Cleaning Services:

Sanitization Check (SC)

Full Sanitization (FS)

Carpet Cleaning (Upon Request)

NOTE 1: COR may request that the Contractor provide a quote for services to non-contracted entities who may need cleaning services and separate invoicing. For example, because of a State Emergency, a Contractor may be asked to provide cleaning services and direct invoice an entity such as the State of Florida, or the same to an approved overflow CTQ customer or group who transited through student housing.

If the contractor declines to provide quote, another vendor may be selected to provide those services.

1.2 General Cleaning Services. The Contractor shall provide all labor, management, tools, equipment, supplies, chemicals, supervision, transportation, and other items or services for maintaining sanitization of guest rooms (including bathrooms). Cleaning services will be performed at the location specified herein in a manner that shall maintain a safe, sanitary, fresh-smelling and professional condition. All work performed by the Contractor shall be performed in accordance with all applicable U.S. laws and regulations, standards, provisions, and directives. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the

PWS.

1. 2.1 Cleaning Supplies. The cleaning supplies which the Contractor must provide includes such things as cleaning chemicals and dispensers, trash can liners, vacuum cleaners, shampooers, cleaning carts, ladders, squeegees, mops, buckets and brooms, etc. The Contractor shall replace unserviceable equipment as soon as identified as such. Paper products such as toilet paper, paper towels and soap for wall mounted dispensers shall be provided by the Government. “Blue Bin” cleaning supplies are not for contractor use.

1.2.2 Cleaning Schedule. The Contractor shall perform cleaning as scheduled and within 48 hours of notification by COR of unscheduled cleaning or change in schedule. The COR or Alternate COR shall provide a cleaning schedule to the COR for the Contractor that identifies the requested services dependent on current/upcoming housing requirements. Cleaning may be required after normal duty hours or weekends in order to meet mission requirements at no additional charge to the Government. In order to support Contractor planning, the COR or Alternate COR has provided an annual estimate Technical Exhibit 4 and shall provide updated housing requests as they are received. The Contractor is afforded the right to decline an unscheduled same day or next day cleaning request.

1.2.3 Definitions of cleaning support requested:

1.2.3.1 Full Sanitization (FS). Contractor shall conduct a “check out” cleaning when students/guests have cleared the room and will not return. When a guest checks out of a room, the room must be stripped and thoroughly cleaned to prepare for the arrival of the next guest. Used towels, wash cloths, bath mats, comforters, bed sheets, mattress pads, blankets, and pillow covers must be removed and replaced with clean ones.

Refrigerator, microwaves, and coffee pots must be cleaned and sanitized inside and out.

Trash left in room or items left in the refrigerator by the previous guest shall be removed and disposed. Cleaning supplies (provided by Government) in “Blue Bin” shall be re-stocked. Serviceability of appliances in the room such as alarm clocks, televisions, and refrigerators must be verified, with any failures reported immediately to the RTI Housing Manger. Included in checkout cleaning: paragraphs 1.2.4-1.2.5,1.2.7– 1.2.15.

1.2.3.2 Sanitization Check (SC). Contractor shall check scheduled rooms for cleanliness, tidiness, and correct stockage of supplies (wall mounted soap, linen, toilet paper, “Blue Bin” cleaning supplies). For planning purposes, Contractor costs shall include a “touch up” based on minimal effort. If a room is identified to need a “full sanitization” cleaning, the Contractor shall notify the COR or Alternate COR prior to beginning work.

1.2.4 Discrepancies. If a room is listed as unoccupied but is found to be occupied the Contractor must notify the COR or Alternate COR. If a room listed as occupied is found to be empty, Contractor must notify the COR or Alternate COR. Any discrepancies must be noted by COR or Alternate COR on the schedule and inform COR, as needed.

1.2.5 Maintain Floors. All non-carpeted floor surface areas (including baseboards, corners, and wall/floor edges, concrete and vinyl tile), shall be free from dirt, debris, dust, stains and other foreign matter and be sanitized. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be tilted or moved to maintain floors underneath these items.

Moved items shall be returned to their original position after cleaning. Water used to clean floors shall be changed at least every third bathroom regardless of visible contamination.

The Contractor shall display caution signs such as “Wet Floor” when cleaning floors or display “Closed for Cleaning” signs in areas where other than Contractor personnel are present, in accordance with (IAW) standard industry practice. All signs will be in English.

1.2.6 Carpet Cleaning. The Contractor shall determine the best method for carpet cleaning, following manufacturer’s recommendation.

1.2.6.1 Vacuuming. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. Vacuum cleaners shall offer high airflow, high efficiency particulate air filter (HEPA filter), and an adjustable rotating brush agitation for effective soil removal. Ineffective vacuums or damaged vacuums shall be removed from the Government installation and replaced with another equipment fully operational and meet the required standard. (This includes vacuums that are deemed ineffective due to broken or damaged hoses that are taped up). Cleaning 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 methods or other commercially accepted practices as soon as noticed. Tears, burns, and raveling shall be brought to the attention of the person designated by COR.

1.2.6.2 Carpet Cleaning, Water Extraction Method: Carpet cleaning, water extraction method is defined as the spot cleaning, vacuuming, operation of the water extraction equipment, and re-vacuuming of all carpeted areas. All vacuuming, both before and after the use of the water extraction equipment shall be done with a medium duty pile lifter vacuum. All stained areas shall be treated with spot cleaning solution and/or stain removal, following the directions of the manufacturer of the solution, or treated according to the specific stain involved. Spot cleaning should be continued until as much of the stain a possible has been removed. All instructions provided by the manufacturer of the water extraction equipment and materials shall be followed during their use. After shampooing 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 o t h e r similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath, and returned to their original location.

1.2.6.3 Carpet Cleaning, Dry Foam Method: Dry foam shampooing of carpets is defined as the spot cleaning, vacuuming, shampooing, and re-vacuuming of all carpeted areas. 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 p o s s i b l e 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.

1.2.7 Spot Cleaning. The Contractor shall spot clean to remove smudges, fingerprints, marks, streaks, etc. from washable surfaces of walls, partitions, doors, furniture, fixtures, appliances, mirrors, countertops, ledges, etc. Germicidal detergent shall be used in restrooms and drinking fountains. After spot cleaning, the surface shall have a clean, uniform appearance free of streaks, spots, and other evidence of removable soil.

Spot cleaning applies to carpet cleaning as well using manufacturer’s approved methods and be free of recent, removable stains, and spills, as soon as noticed.

1.2.8 Remove Trash & Recyclables. All wastebaskets, sanitary receptacles and containers within the area shall be emptied and returned to their initial location. Trash receptacles shall be left clean, free of foreign matter and free of odors. Under no circumstances shall a trash can be left dirty or with wet trash. The Contractor shall replace any obviously soiled, worn or torn plastic trashcan liners and leave two extra in bottom of container. Trash shall be kept separated by recyclable type and shall be disposed into a collection area designated by COR. The Contractor is responsible for transporting all trash from the building to the correct disposal area for each type of trash, regardless of its proximity to the building. The non-availability of dumpsters close to the buildings shall not relieve the Contractor of their duty of properly disposing trash and recyclables according to local policy. If dumpsters are missing or damaged, the Contractor shall notify the COR immediately. Staging areas during trash removal collection shall be approved by the COR. In no circumstance shall garbage be left in unapproved staging areas.

Cleaning rags/ cloths that are used for this cleaning shall not be used anywhere else.

1.2.9 Low Dusting. Regular dusting shall be defined as the removal of all dust, lint, litter, dry soil, etc. from the horizontal surfaces of horizontal ledges, parapet cable ducts, window sills, blinds, hand rails, etc. below 5 1/2 feet from the top of the floor surfaces. After dusting, all such horizontal surfaces shall have a uniform appearance, free of streaks, smudges, dust, lint, litter, fingerprints, coffee/drink stains, and wiped streak-free. Dusting shall be accomplished by removal of soil from the area, not by moving it from one surface to another. Cleaning rags/cloths and mop water that are used for this cleaning shall not be used anywhere else.

1.2.10 High Dusting. High dusting shall be defined as the removal of dust, cobwebs, oily film, etc., from all fixtures and surfaces above 5 1/2 feet 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 5 1/2 feet 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 5 1/2 feet high. Cleaning rags/cloths and mop water that are used for this cleaning shall not be used anywhere else.

1.2.11 Wash Interior Glass. Wash interior glass shall be defined as the complete removal of smudges, tape, oily film, cobwebs, and other types of soil from all glass in interior partitions, walls, doors, displays, and other glass areas. The glass shall be rinsed to remove any detergent solution residue. After washing, the glass areas shall be free of dust, smudges, oily film, tape, and all other types of soil, streaks, and watermarks. Glass cleaner sp lash and drip marks shall be removed from all adjacent surfaces. Cleaning rags/cloths and water that are used for this cleaning shall not be used anywhere else.

1.2.12 Clean Window Treatments. Clean window treatments shall be defined as the complete removal of smudges, tape, oily film, cobwebs, dust, and other types of soil from the windows treatments. Window treatments shall be defined as blinds, curtains, shades, shutters, etc. Cleaning rags/cloths and water that are used for this cleaning shall not be used anywhere else.

1.2.13 Bathroom Cleaning. The condition of the bathrooms upon completion shall be:

Toilets and urinals shall be cleaned and disinfected, including underside of lid and base, and left with cleaner in bowl and seat in up position; soap dispensers, paper towels, and toilet tissue (provided by Government) shall be refilled, inner shower curtain shall be inspected and disinfected (replacement shall be requested, if stained, damaged or has excessive soap scum buildup). Odors coming from drains shall be reported as directed by COR. Included in bathroom cleaning:

paragraphs 1.2.4–1.2.5, 1.2.7 - 1.2.11.

1.3 Safety Reporting. Contractor shall report immediately any unsafe actions or violations by either occupants or contract personnel to the Contracting Officer Representative (COR).

1.4 Care of Government Furnished Equipment. Contractor shall maintain all facility furnishings and keep them in a safe and professional working condition. This includes but is not limited to: headboards, bed frames, nightstands, dressers, desks w/chair, lamps, refrigerators, irons, ironing boards, clock radios, hangers, ice buckets, chairs, couches, tables, washers and dryers, tables, and microwaves. Contractor shall ensure proper care of this equipment and must provide prompt notice of any problems to the Contracting Officer Representative (COR).

1.5 Deficiency Reporting. Contractor shall utilize a system to produce a deficiency report for repair needs such as but not limited to: furniture needing replacement, curtains, carpeting or other room furnishings are stained or otherwise in need of replacement, leaking sinks or showers, toilet malfunction, strange odors, etc. This report shall be used to ensure repairs are made in a timely manner and facilities are satisfactory and meet the needs of the guest. Repairs to the facility shall be coordinated by the COR and furnishings replacement shall be the responsibility of the Government.

1.6 Customer Service. Contracted Employees shall be courteous, respectful and demonstrate a professional tone when speaking to guests and RTI staff. Contractor shall report discourteous, disrespectful or unprofessional behavior from guests or RTI staff to the COR immediately with as much information as possible to investigate the claim.

1.7 Customer Complaints.

1.7.1 Complaint Process. Guests shall report complaints to the COR or Alternate COR, who shall promptly report complaints to the Contractor via an e-mail and telephone. When a complaint is received, it shall be recorded with the following information:

(1) Date and time of receipt of complaint.

(2) Customer’s name and telephone number.

(3) Location and nature of complaint.

1.7.2 Complaint Resolution. The COR shall notify the Contractor of all complaints received or arrange for the Contractor to pick up copies of complaints at a prescribed location and time. 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. If the COR or Alternate COR reports that the Contractor still has not performed satisfactorily, the COR shall:

(1) Evaluate the complaint.

(2) Determine the reason for any defective work.

(3) Report the results of the evaluation on the customer complaint record

(4) Report the results of the evaluation to the customer.

(5) Inform the Contractor of any corrective action necessary.

(6) Record any corrective action on the customer complaint record.

1.8 Signage and Placards. Contractor shall maintain and/or replace signage (e.g. no smoking, room cleaning requirements, wet floors, etc.) as needed. The Contractor shall immediately report any conditions that compromise life, safety and health (e.g. fire hazard etc.) to the COR. Signage shall be provided by Government.

1.9 Pest control.

1.9.1 Responsibility. Camp Blanding Joint Training Center Maintenance and Utilities Office shall be responsible for the pest control management of all interior lodging and exterior facilities of buildings 3404 and 3406 to include lobbies, common areas, hallways, guest rooms, storage rooms, closets etc. for crawling and flying insects, including but not limited to roaches, fleas, spiders as well as all types of rodents.

1.9.2 Notification. The Contractor shall notify the COR immediately upon report or discovery of any potential pest infestation of any kind and continue to update the COR of the status until a determination is made about the nature of the infestation.

1.9.3 Infestations. Contractor shall be responsible for establishing pre- and post-bed bug infestation procedures and training of their staff.

1.9.3.1 Infestation Procedures. In the event of an infestation of any type of pest occurs, the Contractor's Cleaning staff shall conduct proper control of pests/bed bugs as the situation requires (for example: in the case of bed bugs - isolating rooms, bedding removal, and luggage disinfection).

1.9.3.2 Pest Control Training. The Contractor shall train their cleaning staff on locations to look in and around the rooms for common signs of all pests, to include bed bugs. The Contractor cleaning staff shall be required to look for signs of infestations every time they clean a room to include inspecting beds, baseboards, bedding and luggage stands. In the event bed bugs are suspected, the Contractor's cleaning staff shall be trained to trap the suspected bed bug insects for inspection by a licensed pest management company.

1.10 Key Control and Security. See paragraph 4.15.

1.11 Reports and Records. The Contractor shall provide a report with a summary sheet detailing the services provided for the week and a monthly rollup. Monthly reports shall be submitted to the COR no later than the 10th of each month except for those that are specified to be run daily or weekly. Reporting requirements may change within the life of the contract.

1.12 Lost and Found. All found items shall be reported and provided to the COR. The item must be tagged with date, location to include room number, guest name, person who found the item, and secured.

2.1 SERVICE SUMMARY (SS).

2.2 The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of Government surveillance and confirmation of services provided. These thresholds are critical to mission success. During the initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems. See table below for performance objectives:

Performance Objective

PWS Para Performance Threshold

Method of Assessment

SS-1

Invoicing

1.1. 100% accurate invoicing to correct CLIN or direct bill.

Critical Activity.

Errors corrected within 1 – 2 days of notification

Invoice Surveillance;

Random Inspections, Customer Complaints, and Customer Satisfaction Surveys

SS-2

Customer Service/ Complaint Resolution

1.6, 1.7.1 – 1.7.2

No more than 3 validated complaints about same defect within 2 consecutive service time periods and no more than 5 validated defects per month. Courteous and Professional tone when speaking to guests and staff.

Periodic Inspection through observation, customer satisfaction surveys

SS-3 No more than 5 validated defects per

Random inspection, Customer Complaints, Cleanliness of Facilities

1.2, 1.2.3 – 1.2.13 month. Cleaning is conducted per PWS.

And customer satisfaction surveys

SS-4

Facilities Maintenance

1.4

No more than 5 validated defects per month. Contractor must ensure proper care of equipment.

Normal issues require notification within one business day.

Emergency issues (water leakage, broken window, structural damage) require notice within 15 minutes of discovery.

Periodic Surveillance

SS-5 Scheduling 1.2.2 and 1.3.2

No more than 3 defects per month.

Contractor must ensure staffing and resources are provided to meet or exceed schedule requirements with 48 hours’ notice.

Random Inspections, Scheduled Inspections, Customer Complaints, and Customer Satisfaction Surveys

SS-6

Reports/Reporting

1.2.3.4 – 5, 1.2.4, 1.2.6.1-3, 1.2.13, 1.2.14.1- 2,1.3, 1.5, 1.8, 1.9.2, 1.11-1.12, 4.10, 4.12 – 4.13, 4.14.1, 1.15.1- 1.15.2, 5.1.4

98% of all reports/reporting are received on time

Monthly reports with summary sheet are due by the 10th of the following month.

Daily Reports and Issue/Incident reporting are to be submitted in accordance with the

PWS.

Tabulation of report/reporting submissions.

2.3 Criteria for Evaluating Performance:

2.3.1 The criteria for acceptable and unacceptable performance are as follows:

For areas monitored by random sampling or periodic surveillance: criteria are based on the Performance Requirements Summary for each contract requirement. To ensure fairness, a joint evaluation inspection by the COR and the QCI shall be performed a f t e r performance in a given area is completed but before customer use has resumed. At the joint inspection, satisfactory services have to be marked with the rating “S” satisfactory and defects have to be marked with the rating “U” for an unsatisfactory service on the inspection sheet by the Quality Assurance Evaluator (QAE). A “U” rating shall not be counted as such, when the service is corrected within four (4) hours upon notification, or a time frame agreed by the COR and/or Government Inspector in coordination with the User. The inspection sheet has to be signed by both parties.

2.3.2 Other requirements: Customer complaints must be verified on a Non- Conformance Report (NCR) and passed on to the Contractor for correction. If recurring NCRs occur, the Contractor shall be issued an NCR by the COR. The NCR requires the Contractor to explain in writing how he wants to improve the services to meet the standards and prevent future discrepancies.

2.3.3 Contractor’s Payment: Payments shall be adjusted for unacceptable performance using following methods:

Note that the deductions do not eliminate records of deficiencies in tracking and reporting Contractor’s performance under this contract.

2.3.3.1 Each month, Contractor performance shall be compared to contract standards and AQLs using the QASP.

2.3.3.2 If the performance in any required service is unacceptable and determined to be the fault of the Contractor, and was not corrected, it shall be deducted.

2.3.3.3 Example 1. Assume a room and/or unit was not cleaned properly and discovered by the Inspector and/or customer and the Contractor does not have the personnel on hand to re-perform the services, the following deduction must apply, whichever is greater amount of the two calculations:

Price per square meter Size or quantity of non-performance (number of square meters not cleaned) Deduction for non-performance = line (1) x line (2)

2.3.3.4 Example 2. Assume that cleaning was required to be performed at the agreed number of hours but the Contractor personnel did not arrive to perform the cleaning, the following deductions must apply:

Price per hour Number of hours required to perform the cleaning Deduction for non-performance = line (1) x line (2)

3.0. GOVERNMENT & CONTRACTOR FURNISHED PROPERTY, EQUIPMENT

& SERVICES

3.1 Government Furnished Property, Equipment and Services:

3.1.1 Government Furnished Facilities. The Government shall provide limited storage spaces in Buildings 3404 and 3406. No alterations to the storage space shall be made without specific written permission from the Contracting Officer (KO) as coordinated and approved via the COR. The Contractor shall return the storage space to the Government in the same condition as received less fair wear and tear and approved modifications. A joint inspection and inventory of facilities shall be made by the COR and Contractor’s Manager prior to contract start. All damage or items requiring repair shall be documented and either repaired or noted in a joint inspection record of repair waived or not required.

3.1.2 Government Furnished Utilities.

3.1.2.1 The Government shall furnish electricity, water and sewage services as necessary for accomplishment of work in accordance with this contract.

3.1.2.2 The Contractor shall adhere to all post level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.1.3 Security, Fire and Medical Emergency Services. The Government shall p r o v i d e police and fire protection. In the event of a medical emergency, Contractor shall call Clay County Police/Fire.

3.1.4 Solid Waste Collection and Disposal. The Contractor shall use existing Government provided bulk containers to dispose of trash or solid waste generated from delivery of services detailed in this PWS.

3.1.5 Government Furnished Equipment. There is no identified requirement for Government furnished equipment.

3.1.6 Cleaning Supplies. The Contractor shall furnish all cleaning supplies.

Contractor shall provide to the COR a listing of all cleaning supplies prior to beginning of contract performance. The cleaning inventory supply list shall contain the following information:

Product Name Manufacturer

Item Use Storage Use

Contractor shall be responsible for storage, labeling and inventory of supplies, as minimal space is available within the facilities. All necessary HAZMAT and safety training and documentation must be maintained by the Contractor. The Contractor shall be responsible for the proper disposal of all cleaning supplies. Products containing chlorofluorocarbons (CFCs) or ozone depleting substances shall not be allowed or approved for use.

3.1.7 General Supplies. The Government shall provide clean linen, shower liners, soap for mounted dispensers, paper towels, toilet tissue and “Blue Bin” cleaning supplies to Contractor for re-stockage in rooms. “Blue Bin” cleaning supplies are intended for “guest only” use in between full sanitization cleanings.

4.0 GENERAL INFORMATION

4.1 Quality Control. The Contractor shall develop and maintain a quality program to ensure cleaning services are performed in accordance with commonly accepted commercial practices and within this performance work statement. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. Additionally, the Contractor shall provide employee training on procedures. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Summary and provide a copy to the KO and COR prior to contract start.

4.2. Quality Assurance. The Government shall evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall periodically check by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with COR or Alternate COR, or otherwise assessing the task or its results to determine whether or not the performance meets the standards contained in this PWS. When a performance threshold has not been met the Contractor shall be notified by the KO with instructions for responding to the discrepancies identified. The Quality Assurance Surveillance Plan is Technical Exhibit 3.

4.3 Hours of Operation. The Contractor shall perform the service required under this contract as needed to meet schedule requirements, including holidays and weekends as necessary. In the event of inclement weather, the Contractor shall still perform all requirements of this contract unless otherwise directed by the KO or COR.

4.4. Federal Holidays. The Contractor shall be required to work on all federal holidays as classes may be in session. The Contractor may coordinate with the COR for reduced work schedules on holidays and during periods of reduced occupancy (such as the Christmas season). The federal holidays are listed below:

New Year’s Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

4.5 Post Access Requirements. All Contractor employees requiring access to Camp Blanding Joint Training Center (CBJTC) shall provide a Current Driver’s License in good standing, current vehicle insurance card, and agree to a background search by Camp Blanding Provost Marshall security personnel. Contractor employees who are approved by the CBJTC Provost Marshall shall be provided access pass good for 180 days.

Passes shall be renewed before expiration. It is the contractor’s responsibility to have background security checks completed for their employees and provide to the COR.

The COR will provide Camp Blanding security with the selected contractor company name as well as all the employee’s names. The Camp Blanding security will issue access cards to contractor employees as provided by COR.

4.6 Hazardous Material Identifications. Safety Data Sheets (SDS) are required as specified in the latest version of Federal Standard No 313 (including revisions adopted during the term of the contract) for any material designated by a Government Technical representative as potentially hazardous and requiring safety controls. SDS’ must be submitted by the Contractor upon contract award. SDS’ shall be posted near storage areas approved by the COR and product inventories kept current. Failure to provide SDS’s or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

4.7 Traffic Laws. The Contractor and its employees shall comply with all base traffic regulations.

4.8 Weapons, Firearms and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their Contractor-owned or privately owned vehicle while on the Installation.

4.9 For Official Use Only (FOUO). The Contractor shall comply with DoD Manual 5200.01, DoD Information Security Program: Controlled Unclassified Information (CUI), Volume 4, Enclosure 3 (Identification and Protection of CUI), Section 2 (FOUO Information), available at http://www.dtic.mil/whs/directives/corres/pdf/520001_vol4.pdf.

4.10 Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel or property, Contractor personnel, and classified or unclassified information. Emergency situations must be immediately reported to post http://www.dtic.mil/whs/directives/corres/pdf/520001_vol4.pdf security/fire and Staff Duty Officer with follow on notification to COR as soon as the situation allows.

4.11 Physical Security. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. During use and at the end of each work period as appropriate, all Government facilities, equipment and materials shall be secured.

4.12 Contract Manager. The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the COR to discuss problem areas. The Contractor shall provide the COR with telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide the KO and COR with the names and phone numbers of Contractor POCs for use after business hours including nights, weekends, and holidays, and ensure that this information is current.

The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operations of this contract.

4.13 Meetings, Conferences, and Briefings. The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours. The Contractor shall draft Minutes from these meetings and forward them to the COR for review.

4.14 Supervision of Employees. The Government shall not supervise Contractor employees.

4.14.1 Responsibility. The Contractor has the sole responsibility to supervise, remove, replace, discipline or approve leave for its employees. In the event that an employee is removed or replaced, the Contractor shall notify the KO whenever changes are proposed.

4.14.2 Employee Appearance. Contractor’s employees shall be neat and clean at all times and are required to wear clothing or uniforms that shall identify them as Contractor personnel.

4.15 Key Control and Security:

4.15.1. Office Keys and Area Keys. The Contractor shall designate one person to serve as a Key Custodian, and one or more people to serve as Alternate Key

Custodians. The RTI Operations Office, or designated representative, shall issue office keys and area keys to the Contractor’s Key Custodian, or Alternate Key Custodian but keys shall not leave the work site. Those personnel shall issues keys to Contractor personnel as needed for the performance of their duties on a daily basis. The Contractor shall not duplicate any keys issued by the Government. The Contractor shall immediately report to the COR any occurrences of lost or duplicated keys. In the event keys are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government, or to reimburse the Government for the cost of re-keying or replacing the affected locks.

4.15.2. Electronic Keys for Billeting Rooms. The Government may provide the Contractor with electronic keys for billeting rooms, instead of hard keys. The Contractor shall report any problems with the electronic key system to the COR or Alternate COR for resolution.

4.16 Contract Modifications. Modifications shall be issued only by the KO. No one else has the authority to make changes to any terms and conditions of the contract.

4.17 Special Qualifications. The Contractor shall comply with all local, state, and Federal laws governing the safe operation of vehicles on State and Federal roads.

4.18 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 RTI 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 shall 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 help desk at: http://www.ecmra.mil.

5.0 Phase In and Phase Out Plan

5.1 Phase-In Plan:

5.1.1. The Contractor shall provide a phase-in plan describing the overall strategy, approach and time period proposed for ensuring a smooth and seamless transition of personnel, equipment, and resources for effective and efficient operations without disruption in services. The plan must address all major areas of operations of Cleaning Services.

5.1.2. The Contractor shall include within the phase-in plan a phase-in schedule with the time required for all transition activities, the method by which duties and responsibilities http://www.ecmra.mil/ http://www.ecmra.mil/ will be transitioned to the new contract with minimal impact, and any other issues deemed critical to a successful transition from the current operation to the new contract.

The phase-in period is no more than 15 calendar days (minimum) between Contract Award and Contract Start. The Contractor can perform all necessary contract start actions, i.e. hiring, training, supplies and equipment purchasing during the 15 calendar day period. At Contract Start (or the end of the phase-in period) the Contractor shall begin full service and be capable for providing all services in the performance work statement.

5.1.3. The Contractor shall include within the phase-in plan a risk assessment describing how all risks associated with the proposed phase-in approach have been identified and mitigated for successful achievement of the requirements.

5.1.4. As the Contractor hires or releases employees, the Contractor shall notify the KO and update the employee list.

5.1.5. The Contractor shall provide coordination of phase-in services at no additional cost to the Government.

5.2 Phase-Out Plan:

5.2.1. The Contractor must recognize that services under this contract must continue without interruption and that upon contract expiration, a successor (either Government or other Contractor) shall continue services. The Contractor agrees to exercise its best effort and cooperate effectively in an orderly and efficient transition to any successor.

5.2.2. The Contractor shall provide a phase-out plan describing the overall strategy, approach and time period for a smooth and seamless transition of personnel, equipment, and resources with minimal disruption in services. The plan must address all major areas of operations of Cleaning Services.

5.2.3. The Contractor shall include in the phase-out plan a schedule with the time required for all transition activities, the method by which duties and responsibilities will transition to the new service provider, and any other issues deemed critical to a successful transition to the new service provider.

5.2.4. The Contractor shall include within the phase-out plan a risk assessment describing how all risks associated with the proposed phase-out approach have been identified and mitigated for successful achievement of the requirements.

5.2.5. The Contractor shall provide coordination of phase-out services at no additional cost to the Government.

6.1 Technical Exhibits.

Technical Exhibit 1: Building and Room Square Footage Summary (included in PWS) Technical Exhibit 2: Floor Plans (included in PWS)

Technical Exhibit 3: QASP (separate attachment)

Technical Exhibit 4: Annual Estimates (separate attachment)

TECHNICAL EXHIBIT 1

ROOM/BUILDING SUMMARY LIST

ZONE C- C WING

ZONE A- E WING

TECHNICAL EXHIBIT 2

FLOOR PLANS

ZONE B- D WING