Pat_Mayse_Lake_-_Project_Office_Janitorial_-_SOW.DOC

PERFORMANCE WORK STATEMENT

PAT MAYSE LAKE

TEXAS

MAINTENANCE CONTRACT

FOR

JANITORIAL WORK

ORGANIZATION OF SPECIFICATIONS

This specification consists of a general section supplemented by exhibits and appendices. A Table of Contents is provided on the following pages.

The general section contains requirements that apply to all work to be performed under the provisions of this specification. The exhibits contain detailed listings or examples referred to in the general section and the Performance Requirements. The appendices contain a description of the facilities to be serviced and the work to be performed.

Any reference to paragraphs or subparagraphs in this specification will refer to those in the general section unless otherwise noted.

TABLE OF CONTENTS

Para.

No.

Paragraph Title Scope of Work Definitions References Initiation, Execution, & Acceptance of Work Personnel Equipment Materials and Supplies Performance Requirements Deductions for Deficient Work Safety Contractor's Facilities Work Schedules Reporting Defective Facilities Building Security Prework Conference Contractor Submittals Billing Antiterrorism and Operations Security Requirements

EXHIBITS

No.

Title Quality Assurance Report Specifications for Contractor-Furnished

Materials and Supplies Performance Requirements Table Invoice Format Quality Control Inspection Log

APPENDICES

Appendix Title A Janitorial Work - Project Office

1. SCOPE OF WORK. The work required under this specification provides for the janitorial work at the Pat Mayse project office, and contiguous exterior areas.

2. DEFINITIONS.

2.1. Bimonthly. Work required to be performed every other month.

2.2. Biweekly. Work required to be performed every other week.

2.3. Contractor Quality Control (CQC). The contractor's system of controlling the quality of services provided under the provisions of the contract.

2.4. Deficient Service. Any service provided by the contractor that does not meet the Performance Standards specified in the Performance Requirements given in Exhibit 3.

2.5. Government. The term "Government" as used herein means the United States of America.

2.6. Performance Requirement (PR). The Government's requirement for each service provided under the contract. Performance Standard (PStd) specifies the minimum standard (quality) for each service provided under the contract.

2.7. Project. The term "project" as used herein means all Government property and easements at Sardis Lake.

2.8. Quality. Conformance with the contract specification. Government determines CQC is functioning effectively.

2.9. Quality Assurance (QA). The procedure by which the Government determines CQC is functioning effectively.

2.10. Regulations. The term "regulations" refers to any local, state, or Federal law or regulation applicable to operation or maintenance of the project.

2.11. Semi-Annually. Work required to be performed 2 times per year.

2.12. Workday. Any day, Monday through Friday, exclusive of Federal holidays. This definition should not be interpreted to mean work is not required by this specification on other days.

3. REFERENCES. Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1, current issue) is hereby incorporated into this specification. EM385-1-1 is available on-line at: http://www.usace.army.mil/SafetyandOccupationalHealth/SafetyandHealthRequirementsManual.aspx.

4. INITIATION, EXECUTION, AND ACCEPTANCE OF WORK.

4.1. Initiation and execution of janitorial work shall be in accordance with this specification.

4.2. Acceptance of janitorial work. The Government shall accept Work unless the Contracting Officer or the Contracting Officer’s Representative (COR) notifies the contractor of deficient services.

4.2.1. Initial notification of deficiencies may be written or oral; however, all oral notification shall be confirmed by the Contracting Officer or COR in writing within two (2) workdays. Written notification shall be provided by completing Parts I, II, and III of a Quality Assurance Report (SWT Form 982, Exhibit 1).

4.2.2. If the Contracting Officer or COR notifies the contractor of deficient work, the contractor shall initiate action to accomplish corrective work. Work performed on a daily schedule shall be reperformed the same day. Work performed on less than a daily schedule shall be reperformed not later than the following day. Refer to paragraph 10 for deficient work not reperformed.

4.2.3. The contractor shall notify the Contracting Officer and COR when deficiencies have been corrected by completing Part IV of the QA Report, provided it has been furnished the contractor. If not, notification shall be made orally. When work has been corrected, the Contracting Officer or COR shall complete Part V of the QA Report and furnish the contractor a copy. A copy will also be provided the Contracting Officer at the Tulsa District Office.

5. PERSONNEL. The contractor shall provide personnel necessary to accomplish all work required by this specification within specified time limits.

5.1. Experience and Skills. The contractor shall provide personnel that are experienced and demonstrate proficiency in the skills required performing the various types of work specified.

5.2. Supervision.

5.2.1. The contractor shall provide one supervisor on the project who shall have full authority to direct any work required. This supervisor and alternates, who shall have full authority to execute work during their absence, shall be designated in writing.

5.2.2. The contractor shall provide the Contracting Officer and COR a telephone number at or through which the supervisor can be reached between 8:00 a.m. and 4:30 p.m. on all days work is being performed. Use of a cellular-type phone is acceptable.

6. EQUIPMENT. The contractor shall furnish equipment necessary to accomplish all work required by this specification within specified time limits. Upon request, the contractor shall present equipment to the Contracting Officer or the COR for inspection.

6.1. All motorized equipment shall be powered by 115 Volts AC.

6.2. All equipment must be in good operating and mechanical condition.

6.3. While performing work under this contract, vehicles shall be operated only by legally licensed drivers and parked only on roads, parking areas, or pullouts unless the COR and the Site/Lake Manager approves use of other areas.

7. MATERIALS AND SUPPLIES.

7.1. Contractor Furnished.

7.1.1. Except for the items listed in subparagraph 7.2., the contractor shall furnish all materials and supplies necessary to accomplish all work required by this specification within specified time limits.

7.1.2. All materials and supplies shall be new and adequate quantities shall be maintained to perform the required services without interruptions. All materials and supplies are subject to review by the Contracting Officer or COR to determine compliance with this specification.

7.1.3. Specifications for selected contractor-furnished materials and supplies are given in Exhibit 2.

7.1.4. In addition to materials and supplies listed in Exhibit 2, the contractor shall furnish the following:

Glass Cleaner

Cleaning compounds

Disinfectants

Mops, brooms, etc.

Spot Remover for carpets & upholstered chairs

7.2. Government Furnished. The Government will furnish potable water.

8. PERFORMANCE REQUIREMENTS. PRs for work performed under this specification are given in Exhibit 3. The contractor's performance will be evaluated using these PRs as follows:

8.1. Services provided by the contractor will be inspected for compliance with PStds. Those not meeting PStds shall be considered deficient. Major or recurring minor deficiencies will result in a letter of correction being issued by the COR.

8.2. Deficient services are determined during initial QA inspections since the purpose of QA is to determine how well CQC is functioning. The results of inspections are not changed as a result of satisfactory reperformance.

9. CONTRACTOR QUALITY CONTROL. The contractor shall establish and execute a CQC Program in accordance with clause 52.246-4 "Inspection of Services" to assure that all work required by this specification is completed on schedule and in accordance with the PRs in Exhibit 3.

9.1. Results of quality control inspections conducted by the contractor shall be entered on the Quality Control Inspection Log (SWT Form 990, Exhibit 5). Furnish a copy of completed inspection logs to the Contract Officer’s Representative weekly.

9.2. Requirements in 9.1. may be waived by the COR if it is determined proper CQC can be achieved without the required submissions. This determination will normally be made on the basis of actual performance by the contractor and shall be made in writing by the COR. If submissions are again required after being waived this reinstatement shall not be considered as grounds for a price increase.

10. DEDUCTIONS FOR DEFICIENT WORK. Deductions from the contractor's scheduled earnings shall be made for services that do not meet the PStds in Exhibit 3. Deductions for documented defects will be made in accordance with the following procedures:

10.1. Each service found deficient and reperformed by the contractor: No deduction.

10.2. Each service found deficient and performed by the Government: Deduction for loss in value shall be based on the Government's cost for performing the work.

10.3. Each service found deficient and performed by another contractor: Deduction is the contract price paid the other contractor to perform the work.

10.4. Each service found deficient and not reperformed by anyone, or work not performed at all: Deduction for loss in value shall be based on estimates of the contractor's cost for performing the work, i.e., labor, materials, equipment costs, work schedules, etc. Loss in value shall be based on the contract bid price or applicable portion thereof.

11. SAFETY.

11.1. Safety Plan. The contractor shall furnish the Contracting Officer and COR a safety plan to implement the general policies and procedures for safe operation and maintenance of the project in accordance with EM 385-1-1. The safety plan shall include, but not be limited to the following:

11.1.1. Procedures for training employees in responsibilities for safety of others, including the general public.

11.1.2. Requirements for wearing or utilizing personal safety equipment and apparel.

11.1.3. Procedures for handling, reporting, and correcting unsafe conditions, practices, and safety violations.

11.1.4. Procedures for treating and transporting injured persons to medical facilities.

11.2. Safety Violations. If a contractor's employee persists in not following the safety requirements of this specification or the contractor's safety plan, the employee shall be permanently discharged upon the written request of the Contracting Officer.

11.3. Personal Clothing and Safety Apparel. Contractor personnel shall wear clothing suitable for the weather and working conditions. The minimum shall be short-sleeve shirt and long trousers (no sleeveless shirts or tank tops, or shorts). Clothing shall be in good repair. Personnel will wear additional protective apparel when required by Section 5, EM 385-1-1.

11.4. Accident Reports.

11.4.1. The contractor shall immediately notify the Contracting Officer and COR of all known accidents that occur at the project and result in death or serious injury.

11.4.2. The contractor shall investigate all accidents involving contractor or subcontractor employees that result in death, traumatic injury, occupational disease, or damage to property, materials, supplies and equipment incidental to work performed under this specification. The results of investigations shall be reported to the Contracting Officer and COR immediately, and in writing on ENG Form 3394, Accident Investigation Report, within one (1) workday following the accident.

11.5. Exposure Reports. The contractor shall maintain an accurate record of exposure data (man-hours worked) and submit the figure in writing monthly by the 1st of the following month.

12. CONTRACTOR'S FACILITIES. A closet is available at the project office for storage of janitorial supplies and equipment.

13. WORK SCHEDULES. The contractor shall furnish the Contracting Officer and COR a schedule for performing all janitorial work that is required at a weekly frequency or less. A revised schedule shall be furnished the Contracting Officer and COR prior to the contractor changing their mode of operation.

14. REPORTING DEFECTIVE FACILITIES. While performing work, contractor personnel shall observe the condition of Government facilities. Damaged, defective, and/or inoperative facilities shall be reported to the COR or Site Manager each workday.

15. BUILDING SECURITY. The names of contractor personnel authorized to perform work under this contract shall be furnished the Contracting Officer and COR. Only those persons whose name appears on this list shall be allowed access to buildings. When Government personnel are not present while work is being performed, contractor personnel shall keep buildings locked and refuse entrance to anyone who does not have a key to the buildings. Contractor personnel will be instructed by the COR in the operation of intruder alarm systems and will be responsible for correct operation of these devices when work is performed and Government personnel are not present.

16. PREWORK CONFERENCE. The Contracting Officer or COR shall conduct a Prework Conference with the contractor to discuss the provisions of this specification and the contractor's submittals listed in paragraph 17 below. As a minimum, the officer of the company that signed the contract and the on-site supervisor shall represent the contractor. The Contracting Officer or COR shall establish the location, date, and time of the Prework Conference after consultation with the contractor.

17. CONTRACTOR SUBMITTALS. Unless otherwise noted, the contractor shall submit the documents listed below to the Contracting Officer and/or COR prior to starting work. All submittals, other than copies of contracts, shall be typed and the original and one copy shall be furnished the Contracting Officer and COR. If the Contracting Officer and COR determine any of the submittals do not comply with this specification, the contractor shall resubmit these documents within one (1) week.

17.1. Names of supervisor and alternate (submit prior to initiation of work and prior to changing designated employees) (subparagraph 5.2.1.).

17.2. Safety Plan (subparagraph 11.1.).

17.3. Exposure reports (submit by 1st of each month) (subparagraph 11.5.).

17.4. Work schedules (submit prior to initiation of work and prior to changing schedules) (paragraph 13.).

17.5. AT/OPSEC Training form provided prior to initiation of work and prior to any employee entering the facility (paragraph 20)

17.6. Background check initiated with the Tulsa District Security Officer (subparagraph 20.2.)

18. BILLING.

18.1. The contractor shall submit the original and two copies of invoices at the end of each month for all completed work.

18.2. Invoices shall be prepared in the format shown at

Exhibit 4.

18.3. All exposure reports shall be submitted before an invoice will be accepted.

18.4. Invoices and supporting documents shall be delivered or mailed to the Administrative Support Specialist, Hugo Lake Office, P.O. Box 99, Sawyer, OK 74756.

19. Antiterrorism And Operations Security Requirements: The Contractor shall be responsible for ensuring all personnel, to include sub-contractor personnel, comply with the training requirements and procedures identified on the document titled “Antiterrorism/Operations Security Requirements” in Section H, Special Contract Requirements. When items for which training is identified, the Contractor shall ensure that all personnel complete acknowledgement for the specified training; the Contractor is responsible for ensuring all training acknowledgments, when applicable, are submitted to the COR or Contracting Officer within 10 calendar days of contract award (or NTP for construction contracts). In no event shall any contractor or sub-contractor personnel be onsite prior to completion of any applicable training, submission of training verification, and initiation of background check.

19.1. Training materials and verification forms will be provided within two business days of Contract Award.

19.2. Per the ANTITERRORISM/OPERATIONS SECURITY REQUIREMENTS, Jun 2015, incorporated in SECTION H, Item 2b:

19.2.1. For contractors who do not require CAC, but require access to a DoD facility or installation. Proposed language: 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.

19.2.2. Contractor personnel who are intended to access Government Facilities unescorted MUST provide the following to the Tulsa District Security Officer prior to attempting to access Government Facilities:

1. PSIP Form completed (Form will be provided upon request)

2. OF 0306 completed

3. Two copies of FD 258 (finger print cards) completed

4. Copy of birth certificate, passport, or Certificate of Naturalization

5. Copy of State issued drivers license or state ID

6. Resume' covering seven years

7. Employees will need to complete the SF 86 and retain this copy. Employees should retain copies of all the above forms.

19.2.3. Once the above forms are turned over the background check will be initiated. The Employees will receive notification/email from the Office of Personnel Management providing them information to fill out an SF 85 on-line.

EXHIBIT 1

QUALITY ASSURANCE REPORT

EXHIBIT 2

SPECIFICATIONS FOR CONTRACTOR-FURNISHED

MATERIALS AND SUPPLIES

EXHIBIT 3

PERFORMANCE REQUIREMENTS

APPENDIX A

EXHIBIT 4

INVOICE FORMAT

BILLING FOR

MAINTENANCE CONTRACT

PROJECT: ______________________________

SHEET ___ OF ___

CONTRACTOR: ___________________________

DATE: __________

ADDRESS: _________________________

CONTRACT NO: W912BV-__-_-___

BILLING PERIOD: _______ THRU _______

INVOICE NO: _________

PAYMENT TERMS: ____________________________

(Payment Discount or N/A)

BID ITEM NO.

AMOUNT

PAYMENT REQUESTED: ____________

CONTRACTOR (Signature/Date)

APPENDIX A

JANITORIAL WORK - PROJECT OFFICE

1. FACILITIES TO BE SERVICED. The facilities to be serviced under the provisions of this appendix consist of the Pat Mayse project office and contiguous exterior areas. An inventory of these areas is given in Table A.

2. FREQUENCIES AND TIMES OF SERVICES. Services required shall be performed on Tuesdays and Fridays, excluding Federal holidays. All work shall be accomplished between 8:00 A.M. and 4:30 P.M.

3. DESCRIPTION AND FREQUENCY OF WORK. The contractor shall perform the following work:

3.1. Interior Areas (Excluding Restrooms). Each cleaning day. Empty trash receptacles; clean sinks and counter tops; clean drinking fountains and clean tile floors. Wet mopping shall be performed if necessary to remove dirt. Electronic equipment, computers, typewriters, radio, and copy machine shall not be cleaned. However, work areas around the specified equipment shall be cleaned. Remove all cobwebs. Wash all dishes that are placed in sink. After dishwasher is installed, rinse all dishes that are placed in sink and load into dishwasher. Run dishwasher each cleaning day unless there are no dirty dishes.

3.1.2. Biweekly. Dust office furniture, windowsills, and pictures. Clean exterior surfaces of refrigerator. The glass on entry doors shall be cleaned. Clean all interior windows. Windows should be free of any streaks and bug should be removed from window frames.

3.1.3. Monthly. Clean vent covers and light fixtures. Dust ceiling fans and venetian blinds.

3.2. Restrooms. Each cleaning day. Clean mirrors and plumbing fixtures, a disinfectant shall be used to eliminate odor and minimize health hazards. Deodorant cakes shall be maintained in urinals. Empty trash receptacles. Soap, paper towels, and toilet tissue dispensers shall be checked and filled if necessary. Wet mop floors. Excess water shall be removed from floors. Remove all cobwebs.

3.2.1. Biweekly. Dust windowsills.

3.2.2. Monthly. Clean vent covers. Dust venetian blinds. Clean light fixtures.

3.3. Interior Work and Storage Areas. Each cleaning day. Empty trash receptacles. Sweep or dust mop floors, wet mopping shall be performed if necessary to remove dirt. Remove all cobwebs.

3.4. Exterior Areas. Each cleaning day trash and debris shall be picked up. Sidewalks shall be swept clean. The contractor shall remove all refuse from refuse containers. Plastic liners shall be maintained in each refuse container.

3.4.1. Biweekly. Clean all interior windows. Windows should be free of any streaks and bug should be removed from window frames.

3.4.2. Bimonthly. Outside refuse containers shall be rinsed and sanitized. Pressure wash exterior doors, front entry way and walls to remove all cobwebs, dirt and insects.

4. PERFORMANCE REQUIREMENTS. The work performed under this appendix shall comply with the PRs in Exhibit 3. The terms clean, sanitary, and odor-free facilities are used in Exhibit 3 and are defined as follows.

4.1. Clean. The contractor shall vacuum, sweep, wash, wipe, or brush facilities to ensure that dirt, dust, rocks, debris, trash, garbage, fecal matter, urine, soap scum, biological formations and resultant stains, insects, insect nests and webs, and residue from cleaning agents are removed.

4.2. Sanitary. The contractor shall disinfect facilities each time they are cleaned.

4.3. Odor-free. The contractor shall use a chemical agent in a manner that will eliminate odor from facilities.

TABLE A

INVENTORY OF FACILITIES

LAKE OFFICE BUILDING

SIZE

Interior Heated Areas with Tile/Laminate Floors

1650 SF

Restrooms with Ceramic Tile Floors

160 SF

Interior Storage Areas

200 SF

Sidewalks

300 LF

Exterior Areas (surfaced)

2 AC

Square footage is an estimate. It is strongly recommended that all bidders view the project office before bidding.