Scope of Work.docx

SCOPE OF WORK

S P E C I F I C A T I O N S

FORT SUPPLY LAKE OKLAHOMA

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

1 Scope of Work

2 Definitions

3 References

4 Initiation, Execution, & Acceptance of Work

5 Personnel

6 Equipment

7 Materials and Supplies

8 Performance Requirements

9 Contractor Quality Control

10 Deductions for Deficient Work

11 Safety

12 Contractor's Facilities

13 Work Schedules

14 Reporting Defective Facilities

15 Building Security

16 Prework Conference

17 Contractor Submittals

18 Billing

No. TITLE

EXHIBITS

1 Quality Assurance Report

2 Specifications for Contractor-Furnished Materials and Supplies

3 Performance Requirements Table

4 Invoice Format

Appendix Title

APPENDICES

A Janitorial Work - Project Office

TABLE A

Table Title A Inventory of Facilities

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

2. DEFINITIONS.

2.1. Contracting Officer Representative (COR). A Government employee designated by the Contracting Officer as their representative in administering this contract.

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

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

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

2.5. 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.

2.6. Project. The term "project" as used herein means all

Government property and easements at Fort Supply Lake.

2.7. Quality. Conformance with the contract specification.

2.8. Quality Assurance (QA). The procedure by which the

Government determines CQC is functioning effectively.

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

2.10. 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.

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

4.2.3. The contractor shall notify the 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 COR shall complete Part V of the QA Report and furnish the contractor a copy.

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 his absence, shall be designated in writing.

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

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

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 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 4, the contractor shall furnish the following:

Carpet Shampoo Cleaning compounds Disinfectants Glass Cleaner Brooms, etc.

Wax & stripping agents for vinyl tile floors Spot Remover for carpets & upholstered chairs

7.2. Government Furnished. The Government will furnish potable water, mop and bucket, electric vacuum sweeper, and refuse dumpster.

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 re-performance.

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.

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 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.

11.2. 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 request of the COR.

11.4. Accident Reports.

11.4.1. The contractor shall immediately notify the 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 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 to the COR in writing monthly by the 2nd workday of the following month.

12. CONTRACTOR'S FACILITIES. The contractor shall be responsible for storage of materials, supplies, and equipment to maintain the services required by this contract.

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

16. PREWORK CONFERENCE. The 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 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 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 COR. If the COR determines 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 his 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 2nd workday of each month) (subparagraph 11.5.).

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

18. BILLING.

18.1. The contractor shall submit monthly 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 Lake Manager, Canton Lake Office, 64600 N. 2466 Rd., Canton, OK 73724.

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 and submission of training verification.

Training materials and verification forms will be provided by the COR upon written request.

EXHIBIT 1

QUALITY ASSURANCE REPORT

EXHIBIT 2

SPECIFICATIONS FOR CONTRACTOR-FURNISHED MATERIALS AND SUPPLIES

SHEETS PER ROLL, 100% POST CONSUMER WASTE RECYCLED MATERIALS, #100, FORT HOWARD CO. OR EQUAL.

EXHIBIT 3

PERFORMANCE REQUIREMENTS

PERFORMANCE REQUIREMENTS

Wax Vinyl Tile Floors

floors clean. Lavatories, commodes, & floors sanitary.

Soap, towels, & toilet tissue adequate until next cleaning day.

sidewalks free of refuse & debris.

EXHIBIT 4

INVOICE FORMAT

BILLING FOR

SMALL BUSINESS

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)

Monthly Man Hours________

APPENDIX A

JANITORIAL WORK - PROJECT OFFICE AND MAINTENANCE OFFICE

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

2. FREQUENCIES AND TIMES OF SERVICES. Services required shall be performed on Wednesday. All work shall be accomplished between 8:00 a.m. and 4:00 p.m., or as directed by the Contracting Officer. Services required on a semiannual basis shall be performed in April and September on any weekday at the times specified above. Services required on an annual basis shall be performed in July on a Saturday or Sunday. If a Federal holiday falls on the contractors scheduled workday, arrangements will be made with the Contracting Officer to clean either the day before or the day after the Federal holiday.

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

3.1. Interior Heated Areas (Excluding Restrooms).

3.1.1. Each cleaning day. Empty trash receptacles and install new liners. Check and fill paper towel dispenser in kitchen area. Clean exterior of refrigerator. Clean sinks, counter tops, and drinking fountain with a disinfectant.

Vacuum carpeted floors; clean tile floors (wet mop if needed). Spot remover shall be used to remove new spills from carpeted floors. Dust office furniture (desks, tables, file cabinets, windowsills, etc.). Uncovered electronic equipment, computers, typewriters, radio, copy machine, etc. shall be lightly dusted with a “Swiffer” type duster.

3.1.2. Monthly. Clean venetian blinds, walls, baseboards, and pictures. The glass on entry doors, pictures, and adjacent glass enclosures shall be cleaned.

3.1.3. Semiannually. Wax vinyl floors, they shall be stripped prior to every other time they are waxed. Tile floors shall be buffed. Windows, including storm windows, shall be cleaned inside and outside.

3.1.4. Annually. Shampoo carpeted floors, spot remover shall be used to remove soiled spots.

3.2.1 Restrooms

3.2.1. Each cleaning day. Clean mirrors and plumbing fixtures. A disinfectant shall be used to eliminate odor and minimize health hazards. 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.

3.2.2. Monthly. Clean walls and baseboards.

3.2.3. Semiannually. Wax vinyl tile floors, they shall be stripped prior to every other time they are waxed. Tile floors shall be buffed. Windows, including storm windows, shall be cleaned inside and outside.

3.3. Exterior Areas. Each cleaning day. Check and remove spider webs, insect nests, etc., from areas around security lights, under eaves of Project Office, and by front entrance to maintenance building.

3.4. Refuse Disposal. The contractor shall dispose of all refuse collected at the project office in the dumpster provided by others.

5. 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.

5.1. 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.

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

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

TABLE A

INVENTORY OF FACILITIES

AREA SIZE

PROJECT OFFICE

Interior Heated Areas with Carpeted Floors 960 SF Interior Heated Areas with Vinyl Tile Floors 165 SF Restrooms 65 SF

MAINTENANCE OFFICE

Interior Heated Areas with Vinyl Tile Floors 190 SF Restrooms 40 SF