SOW. Janitorial De Queen Project Office corrected.pdf

De Queen Lake Project Office

JANITORIAL

SCOPE OF WORK

The Contractor shall furnish all labor, equipment, materials, tools, and supplies necessary to provide janitorial services to maintain safe, clean, and healthy work areas at the De Queen Field Office. Services shall be performed Monday, Wednesday, Friday for the duration of the contract, excluding Federal Holidays. Quantities (days) shown are estimated only and are not guaranteed. The Operations Manager may require more, or less than the quantity shown.

BACKGROUND. The De Queen Field Office is located at 706 Lake Road, De Queen, Arkansas 71832. The office includes the Lake Ranger staff, O&M Maintenance, administration staff and Lake Manager offices.

CONTRACTOR PERSONNEL:

Contract Manager. The Contractor shall provide an on-site Contract Manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternate(s) who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer within 15 days prior to the contract start date. The Contract Manager and alternate(s) shall be able to understand, speak, read, and write the English language.

The Contract Manager or alternate shall have full authority to act for the contractor on all contractual matters to daily operations of this contract.

Contractor Employees. The Contractor shall not employ, for work under this contract, any person who is an employee of the U.S. Government or the U.S. Army Corps of Engineers, either military or civilian, if such employment would create a conflict of interest.

The Contracting Officer’s Representative may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, safety, security, or if found to be suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contract employees shall be subject to dismissal from the premises upon determination by the Contracting Officer’s Representative or Quality Assurance Evaluator (QAE) that such action is necessary in the interest of the Government in accordance with 18 U.S.C. 1382. The removal from the job site or dismissal from the premises shall not relieve the Contractor of performance requirements or requirements to provide sufficiently trained personnel to perform the services as required by this performance work statement.

Contractor personnel shall be neat in appearance and fully clothed (shirts, blouses, trousers, or skirts must be worn) during the execution of their duties under this contract. Contractor personnel are prohibited from wearing shorts, sandals, thong-type slippers or house slippers while performing janitorial services under this contract.

PHYSICAL SECURITY. The Contractor shall safeguard all government property. The Contractor shall be responsible for the security of his/her own property.

HOURS OF OPERATIONS.

Hours of Operation. Previous contracts have shown that work can be completed in 2-3 hours. The actual time for the services to be performed under this contract shall be discussed after contract award, but work must be completed from 8:00 a.m. to 4:30 p.m.

Normal Operations. Normal operation of the Office is Monday through Friday 7:00 A.M. – 4:30 P.M., except for Federal holidays.

Federal Holidays. The following is a list of Federal Holidays observed by this installation:

New Year Day 1 January Martin Luther King’s Birthday 3rd Monday in January President’s Birthday 3rd Monday in February

Memorial Day Last Monday in May Juneteenth Day in June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

CONTRACTOR QUALITY CONTROL (CQC). The Contractor shall have the internal means of providing CQC on each performance task. CQC is the responsibility of the Contractor and is the system of methods and procedures that are used to ensure that all aspects of this contract have been met before, during, and after the accomplishment of the stated task.

Quality Control Plan (QCP). The Contractor shall provide to the Contracting Officer within fifteen (15) days after award of the contract a copy of the QCP, which will be used to comply with the provisions of the contract. The QCP shall identify any potential/actual problem area in providing requirements of the contract as specified and results in corrective action throughout the life of the contract. The QCP shall also include a QC inspection system to encompass all serviced included and specific tasks. The QCP shall include the names of the Contractor personnel who shall perform the QC inspections and authority. The Government will make final review and acceptance of the QCP and any subsequent changes.

Changes to the QCP shall be submitted to the Contracting Officer’s Representative not later than 10 working days prior to effective date of change.

Daily Report. As part of the Quality Control Plan, the Contractor shall provide to the Contracting Officer a written report for each day that services are performed under the contract. The written inspection report shall be submitted immediately after completion of each day’s services and shall contain the following items as a minimum:

a. Contractor’s Name.

b. Service Date.

c. Contract Number.

d. Statement and description of services performed.

e. Location of services performed.

f. Description of services not performed and reasons for non-performance.

g. Statement that all services performed were in accordance with the specifications.

h. Accidents.

i. Man-hours worked on Government property.

j. Signature of the Contractor or the Contractor’s superintendent.

QUALITY ASSURANCE. According to the Inspection of Services clause, the government will evaluate the contractor’s performance under this contract. For those tasks listed in the Performance Requirements Summary (Attachment 3), the Quality Assurance Evaluator (QAE) or evaluators will follow the methods of surveillance specified in this contract. QAE’s will record all surveillance observations and will maintain a file of all inspection results. Such surveillance will be done according to standard inspection procedures or other contract provisions.

Successive months of unsatisfactory performance for required service item may result in other appropriate actions by the Contracting Officer in accordance with the Inspection of Services Clause, including Termination for Default.

Any action taken by the Contracting Officer as a result of surveillance will be according to the terms of this contract.

Quality Assurance Surveillance Plan:

The Contracting Officer Representative or authorized Technical Representative will inspect the Contractor’s work, as necessary, to insure that the Contractor’s quality control plan is providing the results set forth and that the Contractor is complying with all aspects of these specifications. Methods of inspection shall consist of 100 percent, planned sampling, random sampling, customer complaints, scheduled and unscheduled inspection and direct observation.

Deduction/Rework. Janitorial services that are not performed at the required intervals or to the required specifications shall be performed or re-performed. Rework is solely at the option of the Government. The fact that a specific task has or has not been reworked will in no way effect the results of quality assurance inspection, calculated acceptable percentage or deductions which may result there from. The Contractor shall perform the rework area(s) on the same day of notification and at no additional cost to the Government. A deduction from the monthly Contractor invoice will be made for unsatisfactory performance.

The Contractor shall be issued a Contractor Discrepancy Report (CDR) for repeated unsatisfactory performance.

Upon issuance, the CDR shall require the Contractor to provide a formal written response to the COR within three working days explaining the specific corrections to unsatisfactory or substandard task performance.

Performance Evaluation Meeting. The Contracting Officer may require the contract manager to meet with the Contracting Officer Representative, Contract Administrator, QAE, and other Government personnel as deemed necessary. The Contractor may request a meeting with the Contracting Officer when the contractor believes such a meeting is necessary. Written minutes of any such meetings shall be recorded in the contract and signed by the contract manager and the Contracting Officer or Contract Administrator or QAE. If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the Contracting Officer within 10 calendar days following receipt of the minutes.

ENVIRONMENTAL CONTROLS:

Compliance with Laws, and Regulations. The Contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, permits, and environmental requirements and instructions. The Contractor shall ensure policies and procedures are established that protected the health and safety of employees and the community to minimize or eliminate the risk of environmental pollution. The Contractor at his/her own expense shall obtain any license or permits required in performing this contract.

SAFETY:

The Contractor shall comply with the requirements of the Corps of Engineers Safety Manual, EM 385-1-1 (current version). The Contractor shall comply with the requirements of Little Rock District safety policies and practices currently in force and all subsequent revisions. All operations conducted under this contract are subject to District safety inspections. Established policies, directives, and guidance relating to safe operating practices and personnel safety are mandatory and shall be complied with at all times. Required safety protective equipment and apparel shall be the responsibility of the Contractor. Particular emphasis shall be placed on the Contractor’s safety plan and the reporting of provisions of EM 385-1-1.

Safety Meetings. The Contractor shall conduct a safety meeting, at least monthly, with the Contractor’s personnel before each cleaning to discuss potential safety hazards. The COR may attend the meetings. When a new employee is hired, the Contractor shall furnish a statement that a new employee was briefed on safety procedures.

Safety Inspection (Equipment). All equipment will be inspected by the COR for safety features at the beginning of the contract. Any new or different equipment brought on the job site will be inspected for safety features before it is used on the project.

DEFINITIONS

GENERAL DEFINITIONS:

As used throughout this contract, the following terms shall have the meaning set forth below:

Acceptable Quality Level (AQL): The maximum percent defective allowed for satisfactory performance, the maximum number of defects per hundred units, or the number of defects in a lot wherein performance will still be considered satisfactory. The allowable leeway or variance from a standard before the Government will reject specific service. It implies that the Government recognizes that defective performance sometimes happens unintentionally. As long as the percentage of defective performance does not exceed the AQL, the service will not be rejected by the Government. However, the Contractor must perform the defective service again when directed.

Amendment: A document, which changes the original solicitation, specification or drawing (s).

Contract Discrepancy Report (CDR): A formal written description of the contract for nonconformance or lack of performance for contracted work. A CDR, when issued by the Government, requires a formal response by the Contractor.

Contracting Officer: The Contracting Officer is a person with the authority to enter into, administer, and terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contracting Officer Representative (COR): An individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Contractor: The term Contractor as used herein refers to the prime Contractor and any subcontractors.

Contractor Quality Control Plan (CQCP): The Contractor’s written plan on control equipment, systems, or services to ensure that requirements of the contract are performed satisfactorily.

Cleanup: Cleaning by sweeping, mopping, wiping, or vacuuming to remove stains, dirt, residue, trash, insects, insect webs or nest, or other foreign material.

Daily Cleaning: A specific list of services to be performed on each day’s cleaning of all areas as specified in accordance with these specifications.

Defect: An instance of noncompliance with a service requirement. A defect may be caused by either nonperformance or unsatisfactory performance.

Disinfect: Application of a mild commercially available disinfectant solution containing cleaner and deodorant diluted to the Association of Official Agricultural Chemists (AOAC) recommended rating for destruction of S.

Aureus and S. Cholaeraesuis bacteria.

Foreign Material: Material not installed or applied as a part of the fixture or facility such as dirt, debris, trash, leaves, limbs, or other material which may attract or hide vermin, or pose a health risk to the users of the facility, or detract from the aesthetics of the area.

Government Quality Assurance: A method used by the Government to provide a measure of control over the quality of services provided by the Contractor.

Policing: Pickup and removal of all trash, litter, and other debris from the parking lot and grounds surrounding the project office within the fenced area of the employee parking lot, main visitor parking lot, and admin areas.

Performance Work Statement (PWS): The performance work statement is the contract requirement document which describes the technical, functional, and performance characteristics of the work to be performed, identifies essential functions to be performed, determines performance factors, including the location of the work, the units of work, the quantity of work units, and the quality and timeliness of the work units. It serves as the scope of work and is the basis for all costs. It accurately describes the contract service requirements, including the standards to be used to determine whether the requirements have been met.

Performance Requirements Summary (PRS): Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are being met by the contractor. The PRS is a summary of contract requirements identifying each task and the related performance work statement paragraph number, performance standard, acceptable quality level, surveillance method, and relative contract value.

Quality Assurance Evaluator (QAE): The Government employee designated in writing as liaison between the Government and Contract employees, in addition to performing specific technical or administrative functions. The Government employee designated by the COR to be responsible for monitoring of Contractor performance.

Specification: A document, which lists instructions or specifications to potential users.

Solid Waste Removal: Removal of trash and debris from designated trash containers both inside and outside of building and disposal in accordance with state and local laws and ordinances. This includes replacing trashcan liners each service.

Weekly Services: A specific list of services to be performed on each Friday. Cleaning shall consist of all areas as specified in accordance with the contract specification.

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

GENERAL INFORMATION. The Government will provide for the Contractor’s use a utility room to store supplies and equipment for janitorial operations. [NOTE] Gas-powered equipment shall not be stored in the utility room.

The Government will furnish the electricity and water necessary to perform the requirements of this contract.

CONTRACTOR-FURNISHED ITEMS AND SERVICES

GENERAL INFORMATION. Except for those items or services specifically stated as government furnished, the contractor shall furnish everything needed to perform this contract according to all its terms. The following mentioned requirements are not all inclusive of the contractor-furnished items and services required in the performance of this contract.

CONTRACTOR FURNISHED EQUIPMENT AND TOOLS. The Contractor’s equipment shall be of commercial quality, size, and type suitable for accomplishing the various phases of work specified and operated from existing sources of government-furnished electrical power. All electrical equipment used by the contractor shall be UL approved. It shall be the responsibility of the contractor to prevent the operation or attempted operation of electrical equipment, or combination of equipment, which require power exceeding the capacity of existing building circuits. All equipment shall have bumpers and guards to prevent marking and scratching of fixtures, furnishings, or building surfaces. The Contractor’s equipment shall be in good repair and able to operate efficiently and safely. The contracting officer’s representative or authorized representative may inspect the contractor’s equipment and/or tools at any time and direct the removal of any improper or unsafe equipment/tools. These items shall be removed from the job by the contractor and replaced with satisfactory equipment.

Contractor-Furnished Equipment. The equipment used by the contractor shall have the following characteristics:

Vacuums. Vacuums shall be commercial-quality, upright, and beater-bar-type for rugs and carpets. Commercial wet/dry tank type vacuums shall be used for water pick-up from overflow or broken pipes, and other appropriate jobs.

Scrubber-Buffer. Commercial grade floor machines shall be used for floor stripping, spray buffing, dry buffing, and scrubbing floors.

Contractor-Furnished Tools. The Contractor should have readily accessible tools of the trade to meet the contract specifications. The Contractor is responsible for obtaining all tools, equipment, supplies and materials necessary to perform the line items of the contract. (See Technical Exhibit 5 for a list of suggested tools) Contractor-Furnished Supplies. The Contractor shall provide all supplies needed to meet the contract specifications. (See Technical Exhibit 4 SUPPLY CONSUMPTION ESTIMATES for a list of needed supplies).

Supplies are estimates only and may not be all-inclusive.

Contractor Storage Area. The contractor shall be responsible for the orderliness and cleanliness of governmental furnished facilities used for offices and storage. The areas shall be clean and neat, free of fire and safety hazards, and free of unsanitary conditions.

SPECIFIC TASKS

GENERAL INFORMATION. The contractor shall provide all management, tools, equipment, and labor necessary to ensure that janitorial services are performed at the De Queen Field Office in a manner that will maintain a satisfactory appearance. The contractor’s work force shall perform all services associated with general janitorial or cleaning duties. The Inventory of Facilities, listing the square footage of the work area is included as Technical

Exhibit 1. The Performance Requirements Summary pertaining to this section is listed as Technical Exhibit 3. The Restroom Supply Consumption Estimates are included in Technical Exhibit 4.

SUPERINTENDENCE BY CONTRACTOR. The contractor shall at all times prove adequate supervision of his/her employees to ensure complete and satisfactory performance of all work in accordance with the terms of the contract. The contract manager, or alternate representative, will be on site and available at all times when the work of the contract is being carried out to receive instructions from the contracting officer’s representative or his representative.

DEQUEEN FIELD OFFICE –

Daily Cleanups. All cleaning task shall be accomplished to meet the requirements of this Performance Work

Statement (PWS) and Technical Exhibit 3, Performance Requirements Summary (PRS).

The contractor shall maintain each area(s) to the standards established in this contract.

Remove Trash/Debris (Critical Element). Remove trash and debris from the entryways, restrooms, offices, conference rooms, break room, workstations and all floor surfaces. The Contractor shall remove trash from all wastebaskets and trashcans and insert clean trash bag liner. Maintain trash cans free of soil, debris, and harmful matter. Maintain office areas free of debris, shredded paper, gum, litter and other foreign debris. Return trashcans to their original location. Boxes, cans, papers placed near a trash receptacle marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash bag liners shall be replaced and any debris or liquids remaining in the trash bags must be removed. Trash shall be disposed of in plastic bags secured with bag ties. The contractor shall pick up any trash that falls onto the facility or grounds during the removal of such trash collection. Unless otherwise indicated, trash shall be picked up from all interior and exterior wastebaskets and trashcans. (See Special Cleanings for additional information pertaining to Trash Removal).

The contractor shall furnish and install plastic trashcan liners for each trashcan. This includes all restrooms, desk side, common areas, halls, break room, interior and exterior trashcans and other areas in buildings where trashcans are located. These liners shall be the appropriate size for the trashcan’s intended use.

The contractor shall empty all ashtrays in approved smoking areas and wipe clean at the same time as removing trash.

Maintain Vinyl Floors (Critical Element). After receiving floor maintenance, the entire floor surface shall have a uniform finish and be free of dirt, loose soil, litter, scuff marks and other stains and discoloration. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles and easily movable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original location when all operations have been completed. Floor maintenance includes the techniques of sweeping, dust mopping, damp mopping, wet mopping, dry buffing, and spray buffing as required to achieve the above stated results.

Sweep/Dust Mop Floors. After sweeping, dust mopping, or both, the entire floor service shall be free of dirt, loose soil matter, litter, dust and debris. Chairs, trash receptacles, and easily movable items shall be tilted or moved to sweep underneath and returned to its original location.

Vacuum Carpets and Walk-off Mats (Critical Element). Maintain carpeted surfaces and walk-off mats free of loose soil, imbedded soil, dirt, all visible litter and debris. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the QAE.

Restroom Cleaning Services (Daily). The Contractor shall perform the required services to such extent to ensure that all restrooms are clean and well-kept and has no odors. All cleaning tasks shall be accomplished to meet the requirements of the specifications. This may require contractor services at more frequent intervals, such as resupply of restrooms to ensure adequate supplies are available.

Clean and Disinfect (Critical Element). Clean and disinfect all surfaces of washbasins, lavatories, counter tops, toilet bowls and urinals, stall partitions, walls and doors using a germicidal detergent. After cleaning and disinfecting, the restroom shall be free of any offensive odors and the entire surface area(s) shall be free of soil, streaks, stains, scale, scum, urine deposits, and rust stains.

Wet Mop/ Dry Mop Floors (Critical Element). On ceramic tile and vinyl tile floors, the entire toilet room floor area shall be thoroughly swept then wet mopped with a germicidal detergent mixed with water and then dry mopped.

After sweeping and mopping, the entire floor area shall be free of imbedded soil, litter, dust, and foreign debris including the grout. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Easily movable items shall be tilted or moved aside to sweep and damp mop underneath.

Dispensers/Supplies (Critical Element). All paper towel, toilet paper, and soap dispensers shall be checked and refilled so that the available supply is sufficient to carry through to the next cleaning day. The Contractor shall make certain that paper products are placed properly in the dispensers and in operating condition. Clean soap and toilet paper dispensers with a damp cloth. Special attention should be given to the soap dispenser’s nozzles to insure that they are not clogged and are working properly. Replace both solid and spay can type restroom deodorizers as needed to maintain an effective favorable bouquet in the restrooms. NOTE: Toilet paper shall be double ply.

Sanitary Receptacles (Non-Critical Element). Sanitary receptacles in the women’s restroom shall be cleaned and washed each time the area is serviced. Disposable bags supplied by the Contractor shall be inserted in this receptacle and replaced each time the restroom is serviced. Receptacles shall be emptied bags folded securely, collected in separate containers, and disposed of.

Restroom Mirrors (Non-Critical Element). All mirrors shall be cleaned each time an area is serviced. After mirror cleaning, there shall be no trace of film, dirt, smudges, water, or other foreign debris.

General Spot Cleaning (Non-Critical Element). Contractor personnel shall perform spot cleaning on a continual basis. Spot cleaning includes, but not limited to the removing of, or cleaning of smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push-bars, kick-plates, and fixtures. Germicidal detergent shall be used in restrooms, break room areas, and drinking fountains. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots and foreign debris.

Grounds Policing (Non-Critical Element). Sweep and remove all debris, litter, leaves, cigarette butts, and trash, etc., from all sidewalks, foyer, lawn area and parking lots to the De Queen Office. Upon completion, the ground areas policed shall be free and clear of all foreign debris.

DEQUEEN FIELD OFFICE

Weekly Cleanups. The below listed items are required in addition to those items listed in the daily cleanups.

Wet Mop/Dry Mop and Buff Floors (Critical Element). After a floor has been wet mopped, buffed, or both, the entire floor shall have a uniform glossy appearance. Chairs, tables, trash receptacles, and easily moveable items shall be moved to mop and dry buff underneath. Tile floor surfaces shall have a smooth lustrous finish with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film debris or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area.

Clean Glass (Non-Critical Element). Maintain glass doors, partitions, interpretative display area, foyer area and information bulletin boards, etc. free of dirt, smudges, streaks, water spots or other foreign materials. (NOTE: Both sides of glass partitions, walls, and doors are to be cleaned.)

Dusting/Polishing (Non-Critical Element). Shall include offices, lobbies, sitting areas, furniture, all doors, trim.

Sills, ledges, pictures, shelves, chairs, desk, and shall be accomplished with a treated cloth, yarn duster, or vacuum.

Feather dusters or brushes will not be permitted. Dusting shall be performed in a manner that will pick up and remove dust and not scatter it around the room. Dusting shall be done after the floors have been swept and dust has settled. Dusting shall be accomplished one time a week. Exclude desktops and computer workstations not cleared of papers and books.

Exterior of Building (Non-Critical Element). Remove cobwebs, wasp nests, insect nests, insect spots, etc., from walls, fascia, eaves, windows, windowsills, picnic tables and security light fixtures of the De Queen Field Office building. Wash and remove dirt, smudges and debris from exterior windows as needed.

SPECIAL CLEANINGS.

Special Cleanings. Special events may occur that requires an extra effort on part of the Contractor. These events include VIP visits, employee meetings, holiday festivities, and annual blood drives, etc. Other special cleanings that may require extra effort on part of the Contractor include large freight boxes, papers or crates from special delivery orders. These items shall be collected and disposed of the following workday. The amount or volume of freight boxes is unknown and varies from year to year.

Shampoo Carpets Semi-Annually (Critical Element). Carpets shall be vacuumed prior to shampooing carpet. All chairs, tables, trash receptacles, and easily moveable items shall be moved to shampoo carpet.

Prepared By: Darcy Reed

Approved By: