Performance_Work_Statement_SRO_Janitorial.pdf

PERFORMANCE WORK STATEMENT

JANITORIAL SERVICES

Sacramento Resident Office (SRO)

RIO LINDA, CA

21 March 2018

1. GENERAL:

This is a non-personnel services purchase order to provide for firm fixed price Janitorial Services at the Sacramento Resident Office (SRO), located at 2194 Ascot Avenue, Rio Linda, CA 95673. Janitorial services shall be performed between the hours of 8:00 a.m. and 11:00 a.m. and/or 1:00 p.m. and 4:00 p.m., excluding federal holidays. Work shall be performed in accordance with attached special provisions, contract clauses, statement of work and wage rates.

1.1 DESCRIPTION OF SERVICES:

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, necessary permits, and other items and non-personal services necessary to perform the Janitorial Services as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services, if any.

The Sacramento Resident Office modular office requiring janitorial services holds 10-15 occupants and is approximately 6,000 sq. ft.

Contractor shall furnish all supplies, tools and equipment; including, but not limited to, vacuums and attachments, waxing machines, soap, toilet paper, paper towels, cleaners, brooms, mops, cloths, brushes, waxes, spray and wipe disinfectants, solid and/or aerosol deodorizers, etc., necessary for the performance of the contract. Limited storage space is available for these items. Contractors are not allowed to store any equipment or materials unrelated to work at this site. Contractor shall request approval for storing any flammable chemicals or bulk storage of any supplies beyond a six month supply and on-site storage of any products requiring a Material Data Sheet.

1.2 PERIOD OF PERFORMANCE:

The Contractor shall provide janitorial service for one (1) year from date of award of this requirement. At the discretion of the Contracting Officer, up to four (4) option years may be exercised for providing continued janitorial services, contingent upon continued need, continual satisfactory performance by the contractor, continued contractor responsibility, and availability of funds.

The price for each performance period shall be lump sum.

1.3 SCOPE:

1.3.1 OBJECTIVE 1 – TUESDAY & FRIDAY SERVICE: Tuesday work falling on a Federal Holiday shall be rescheduled for the Wednesday following. Friday work falling on a Federal Holiday shall be rescheduled for the Thursday prior. In accordance with the standards below, the Contractor shall empty trash; dust horizontal work surfaces and window sills, clean/disinfect surfaces, maintain contractor-furnished general cleaning, and restroom supplies; Sweep and damp mop tile and vinyl floors; and vacuum all accessible carpeted surfaces.

1.3.2 OBJECTIVE 2 - MONTHLY SERVICE: In accordance with the standards below, damp mop, remove marks and apply wax or polish to tile and vinyl floor areas. Remove all cleanable spots/stains from all visible wall, carpet, cabinet and baseboard areas. Vacuum and wipe dust from all accessible and harder to reach dust-gathering areas and surfaces, including, but not limited to, both sides of venetian blinds, window tracks, and accessible areas (with or without vacuum extension tools) beside, below and behind file cabinets, desks, tables, shelves, and chairs. Clean and disinfectant wipe all common area cabinet handles. Clean and remove all interior spider webs from walls, ceilings, etc.

1.3.3 OBJECTIVE 3 - BI-ANNUAL SERVICE: In accordance with the standards outlined below, the Contractor shall strip, clean, then re-wax or polish tile and vinyl floors; and shall deep clean all spotted, stained or soil-ingrained carpet traffic areas by any effective and pre-approved standard of the industry methods. It’s the government’s preference to eliminate or minimize the use of harsh or hazardous chemicals and chemical residues on surfaces or in the generation of hazardous waste. Clean all interior and exterior window surfaces. Contractor damaged screens shall be repaired or replaced at Contractor expense.

1.4 PERFORMANCE STANDARDS:

For the above objectives, reference Quality Assurance Surveillance P for performance standards, minimum acceptable levels, and methods of inspection.

1.5 JANITORIAL LOG:

The Attachment 2 Janitorial Cleaning Log Checklist of the weekly, monthly, and bi-annual requirements shall be posted in the Janitor’s closet on a clipboard. Inspection will be made every day after janitorial service is performed. The COR will utilize the checklist to document any work or results that are improperly or unsatisfactorily performed.

The Contractor agrees to correct immediately any unsatisfactory service rendered under this contract upon notification by the Contracting Officer that service performed is improper or unsatisfactory.

2. TASKS:

2.1 REMOVE TRASH. All waste receptacles including waste baskets, trash containers and any boxes, cans, or papers marked “TRASH” shall be emptied and trash or debris removed from the building.

Removed trash shall be placed in Contractor furnished plastic bags, their tops tightly closed and secured and placed in the government supplied dumpster. All trash and debris falling in the facility or on the grounds during the removal process shall be cleaned up and removed. Contractor-furnished liners shall be placed in each waste receptacle. The exterior surfaces of waste receptacles shall be cleaned as necessary.

2.2 VACUUMING. Vacuuming shall be accomplished using equipment meeting or exceeding the high-efficiency particulate arresting (HEPA) standard of capturing 99.97% of dust particles 0.3 microns and larger and quiet operations meeting or exceeding sound attenuation of 65 dB at 6'6" (2012 mm) from the unit. Weekly vacuuming shall cover easily accessible areas throughout the building and under desks.

Monthly vacuuming shall, in addition, include a more detailed focus on constricted and harder to reach, but accessible areas (utilizing vacuum hose extensions with protective brush ends, as necessary) for both sides of blinds, window tracks, and edges under and behind desks, tables and other furniture and equipment, except under objects (50 pounds or greater) which are flat on the floor. Vacuuming shall prevent dust build-up around furniture legs and in corners and crevices. Areas underneath easily tilted or movable furniture, trash containers or other items, except office equipment or machines, shall be vacuumed and the items replaced to their original locations. Vacuumed areas shall have a uniform clean surface free of dirt, dust, lint, hair, or other debris.

2.3 DUSTING. Is defined as dusting all dust collecting surfaces up to a height of eight (8) feet. Dust shall be removed from all surfaces to be dusted by using a vacuum cleaner or a treated duster of yarn or cloth. At Contractors option, and except where damage to items could occur from its use, a dusting solution may be used to saturate dust mops or rags to facilitate removal of dust. Dust attractant chemicals or products shall only be applied to the dusters and shall not be sprayed or applied directly onto equipment or surfaces. Feather dusters, dusting brushes and methods that cause dust to relocate or become airborne shall not be used. After dusting, all dust, spider webs, lint or soil shall have been removed from all surfaces including all file cabinets, blinds, desks, tables, shelves, chairs, and window ledges. A surface is properly dusted when no residue is picked up on a clean cloth wiped across it, and when all corners, edges and crevices yield no dust when wiped.

2.4 SPOT CLEANING. After spot cleaning, all washable surfaces shall be free of smudges, fingerprints, marks, streaks, etc. Proposed chemicals and methods for spot removal from carpeting shall be submitted for pre-approval and shall not result in potential mold or mildew or toxic or noxious residues or aromas.

2.5 SWEEPING. Floors shall be swept. After sweeping, the entire floor area shall be free of litter, dust streaks, debris or marks showing where a dust pan was used.

2.6 FLOOR WAXING AND POLISHING. After floors have been stripped, then waxed and/or polished, the entire floor shall have a uniform, glossy appearance. The floor shall be free of removable scuff marks; heel marks, stains and discoloration, and have a non-slippery surface. Build-up of wax or polish is not allowed. All floor maintenance products, stains and marks shall be removed from baseboards. Floors shall be stripped, then waxed or polished two times a year during the months of October and April.

2.7 RESTROOMS. The Contractor shall clean and disinfect sinks and toilets, with specific and highest detail in cleaning and disinfecting human contact surfaces. Sweep and damp mop floors, including underneath easily tilted or movable furniture, trash containers or other items, then replace items to their original locations. Mopped areas, when completed, shall have a uniform clean surface free of mop strands, litter, dust, streaks, swirl marks on furniture, walls including baseboards, or other items. Remove trash (the contractor shall supply all trash bags); maintain restroom supplies; clean light fixtures and doors. After cleaning, all sinks, mirrors and surfaces shall be free of film, soap scum, mold, mildew, dirt smudges, water, streaks, or foreign matter.

2.8 RESTROOM/KITCHENETTE SUPPLIES. The Contractor shall stock required supplies at point of use in restrooms and at sinks in quantities that will preclude depletion prior to the next scheduled cleaning. The contractor shall supply restrooms with toilet paper, paper towels, liquid hand soap, urinal screens/ deodorants, solid and/or aerosol room deodorizers at each bathroom toilet (subject to Government product approval),toilet seat covers, and trash liners. Contractor shall supply kitchenette sink with paper towels and liquid hand soap.

2.9 WINDOWS. After cleaning the glass, frames and sills, surfaces shall be free of all traces of film, dirt, smudges, water, streaks or any foreign matter.

2.10 CLEAN/DISINFECT. Under weekday cleaning routines, the contractor shall clean and disinfect all interior and exterior door handles, light switches and refrigerator and microwave handles. Disinfectant solutions or sprays shall never be poured or spray applied directly to switches, surfaces or equipment, but only to cleaning wipes or cloths then thoroughly wrung out, if necessary, to preclude dripping prior to wiping/cleaning. Monthly cleaning requirements include disinfection wiping/cleaning of common area, centralized file cabinet handles.

3. SECURITY:

3.1 Janitorial services must be performed during the working hours mentioned above in order to gain access to the office. No keys will be issued.

3.2 All contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by the COR upon request). The contractor shall also provide all information required for background checks to meet installation/facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any installation or facility change, the Government may require changes in contractor security matters or processes.

3.3 Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

3.4 E-Verify. The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award.

3.5 Identification of Contractor Employees. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

4. SAFETY:

Contractor shall provide and post in the Janitorial product storage area, Material Safety Data Sheets (SDS) for all chemical products used in the performance of this contract. Contractor equipment and activities shall comply with Engineering Manual 385-1-1, Safety and Health Requirements Manual.

5. SUSTAINABILITY:

5.1 EPA Designated: Under the Comprehensive Procurement Guidelines (CPG) program, the Environmental Protection Agency (EPA) designates products that are or can be made with recovered materials, and recommends practices for buying these products. Any designated product that is being offered or supplied under this contract shall meet the minimum recommended content levels as identified under the CPG program. Visit http://www.epa.gov/epawaste/conserve/tools/cpg/products for a complete list of designated products and the associated recommended content levels. Offerors shall be able to demonstrate that each offered product meets minimum content levels upon request from the Contracting Officer.

5.2 Bio-Based: The United States Department of Agriculture (USDA) designates certain bio-based products for federal procurement and specifies minimum bio-based content levels for those products. Any designated product that is being offered or supplied under this contract shall meet USDA BioPreferred’s minimum bio-based content level. Visit the BioPreferred web site for the complete list of designated products and the associated minimum bio-based content level requirements.

6. TRAVEL:

Contractor Travel is non-reimbursable. Any associated travel costs are Not Separately Priced.

7. AUTHORITIES:

Only a warranted Contracting Officer (either PCO or ACO) acting within their delegated limits has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the Contracting Officer attempts to make changes to the terms and conditions of this contract you shall not proceed with the change and shall immediately notify the Contracting Officer.

8. CONTRACTING OFFICER REPRESENTATIVE (COR):

The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

9. QUALITY ASSURANCE:

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Inspection will be made every day after janitorial service is performed. The COR will initial the checklist provided by the Contractor verifying that the proper work has been satisfactorily performed.

The Contractor agrees to correct immediately any unsatisfactory service rendered under this contract upon notification by the Contracting Officer that service performed is unsatisfactory.

10. CONTRACTOR MANPOWER REPORTING:

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil.

The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website. Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data. For internal Army analysis, the reports and queries from the database shall not contain proprietary data. Direct questions to the help desk at: http://www.ecmra.mil/

11. PAYMENTS AND INVOICES:

Invoices for payment shall be submitted upon completion of all tasks as outlined in the schedule.

Invoices shall include all necessary information, including the contract number and any necessary supporting documentation. Invoices shall be submitted to the following agencies and individuals. Email is the recommended method for submission.

Original invoice WITHOUT additional information or supporting documentation:

USAED, Finance Center Attn: CEFC-FP 5722 Integrity Dr.

Millington, TN 38054-5005 Fax: 901-874-8731 Email: CEFC-Payments@usace.army.mil

One copy of the Invoice WITH all required information including any necessary supporting documentation:

The COR must receive a copy of the invoice:

U.S. Army Corps of Engineers, Sacramento Resident Offfice Attn: TBD at time of award 2194 Ascot Avenue Rio Linda, CA 95673 Phone: TBD at time of award Email: TBD at time of award

NOTE: All invoices must reflect the contract number (Block 2 of the SF-1449) and the final invoice must be marked “FINAL,” otherwise your invoice may be rejected.

Contract Payments: Payment is NET 30 unless the Contractor specifies prompt payment discount terms in the quote/proposal. The Government shall pay the Contractor upon submission of proper invoices for the supply/service delivered and accepted for the portion of the work actually performed under the contract. Payment shall be made as indicated in the contract’s schedule; payment is not based on percentage of completion. Deliverables as defined in the schedule of the contract must be accepted by the Government before payment will be made. For any payment questions contact the COR.

QUALITY ASSURANCE SURVEILLANCE PLAN

Sacramento Resident Office Janitorial Services

(1) OBJECTIVE: Tuesday & Friday Service Sacramento Resident Office (SRO) Performance Standard Acceptable

Quality Level

(AQL)

Method and Frequency of Inspection

Remedy

Restrooms, Shower and Kitchen Area.

Clean mirrors and sinks.

Paper, soap and deodorizer supplies replenished.

Wastebaskets empty and re-lined.

Toilet bowl and urinals clean.

Plumbing fixtures free of stains & deposits.

Restroom floors clean and mopped.

100% completion of all tasks, each service day

Inspection by COR twice weekly

Remedy: The CONTRACTOR shall develop a plan for completion of all inspection items. The CONTRACTOR shall have an opportunity to re-perform services outlined under Contract Statement of Work until cleaning is satisfactory.

10% deduction from invoice for failing to meet AQL after re-performing.

Office Areas, Lobby/Common Areas and Conference Room.

Wastebaskets and any recycling containers empty and re-lined.

Front counter and common area work surfaces clean and disinfected

Vacuum easily accessible carpet areas.

Interior entrance areas clean and mopped.

100% completion of all tasks, each service day

Inspection by COR twice weekly

Remedy: The CONTRACTOR shall develop a plan for completion of all inspection items. The CONTRACTOR shall have an opportunity to re-perform services outlined under Contract Statement of Work until cleaning is satisfactory.

10% deduction from invoice for failing to meet AQL after re-performing.

Sweep/clean exterior entrance areas.

Spot clean washable surfaces

(2) OBJECTIVE: Monthly Service

Quality Level

(AQL)

Method and Frequency of Inspection

Remedy

Tile and vinyl floor areas mopped, free of scuff marks, and wax or polish applied.

All cleanable spots/stains removed from all visible wall, carpet, cabinet and baseboard areas.

All accessible and harder to reach dust-gathering areas and surfaces, vacuumed and wiped.

All common area cabinet handles clean and wiped.

Clean and remove all interior spider webs

Monthly vacuuming completed

100% completion of all tasks

Monthly record inspection by the COR

Remedy: The CONTRACTOR shall develop a plan for completion of all inspection items. The CONTRACTOR shall have an opportunity to re-perform services outlined under Contract Statement of Work until cleaning is satisfactory. 10% deduction from invoice for failing to meet AQL after re-performing.

(3) OBJECTIVE: Bi-Annual Service (October & April)

Quality Level

(AQL)

Method and Frequency of Inspection

Remedy

Floors have a uniform, glossy appearance, free of scuff marks, stains and discoloration.

A non-slippery surface, with no buildup of wax or polish.

Carpet is deep cleaned of all spotted, stained or soil-ingrained traffic areas.

All interior and exterior window surfaces are clean.

100% completion of all tasks

Semi Annual by the COR

Remedy: The CONTRACTOR shall develop a plan for completion of all inspection items. The CONTRACTOR shall have an opportunity to re-perform services outlined under Contract Statement of Work until cleaning is satisfactory. 10% deduction from invoice for failing to meet AQL after re-performing.

2. TASKS: