W912DW20Q0025 Amendment 0001.pdf

DEPARTMENT OF THE ARMY

US ARMY CORPS OF ENGINEERS

SEATTLE DISTRICT, SPECIAL PROJECTS BRANCH

PO BOX 610

DUPONT, WASHINGTON 98327-0610

March 3, 2020

Contracting Division Special Projects Branch

SUBJECT: Amendment 0001 to the Combined Synopsis/Solicitation for Janitorial Services for Government Facilities Located at 3160 South 6th Street, Klamath Falls, Oregon 97603.

To Whom It May Concern:

Amendment 0001 to the Combined Synopsis/Solicitation for Janitorial Services for Government Facilities Located at 3160 South 6th Street, Klamath Falls, Oregon 97603 is being issued to incorporate the following:

Revised Performance Work Statement (PWS) dated 2 March 2020

W912DW20Q0025 - Industry Questions and Government Responses

The quotation due date and time remain the same. Thus, the quotation and all supporting documentation are to be submitted no later than 12:00 PM on 11 March 2020.

All other terms and conditions under this combined synopsis/solicitation remain unchanged.

The point of contact for this amendment is Casandra Hutchins at (253) 966-4389 or by email at casandra.a.hutchins@usace.army.mil.

Sincerely, Jeffrey A. Ross Contracting Officer

Enclosure(s) Revised PWS, dated 2 March 2020 W912DW20Q0025 - Industry Questions and Government Responses

PERFORMANCE WORK STATEMENT (PWS)

For Janitorial Services at Government Facilities

1. GENERAL: This is a non-personal services contract to provide Janitorial Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform janitorial services in a manner that will maintain a clean, neat and professional appearance as defined in this performance work statement (PWS), except for those items specified in Section 3 as Government-furnished property and services. The Contractor shall perform to the standards in this contract.

1.2. Background: It is the Army Corps of Engineers responsibility to lease and maintain offices and other government facilities within our district boundaries. As part of lease maintenance, janitorial is required in offices and other government facilities to maintain a professional appearance for public visitation.

Name of Office Location Square Footage

Armed Services Recruiting Offices and other Government

Facilities

3160 South 6th Street, Klamath Falls, Oregon

97603

Total Area = 2418 sf

Carpet Area = 2312 sf

Vinyl/Tile Area = 106 sf

1.3. Objectives:

1.3.1 All janitorial services are performed in a manner that will maintain a clean, neat and professional appearance as defined in this performance work statement (PWS).

1.3.2 The janitorial services shall maintain the facilities in a manner that maximizes facility use by staff during normal duty hours.

1.3.3 Allow the Government to perform its duty to provide a safe work environment to its personnel, which includes their safety, well-being, health, and welfare.

1.4. Scope: Janitorial service applies to all designated spaces including, but not limited to, halls, restrooms, offices, work areas, entranceways, lobbies, common areas, test room areas and storage areas. The Contractor shall provide janitorial services to include, but not be limited to, floor cleaning, toilet room cleaning, light fixture cleaning, wall cleaning, glass cleaning, venetian blind cleaning, and removing trash from containers. In addition, duties include sweeping/vacuuming/mopping/spray buffing floors and dusting mats. Contractor shall replenish janitorial supplies as needed.

1.5. Period of Performance: The period of performance shall be for one (1) 12-month base period with four (4) 12-month option periods. See schedule below for period of performance(s).

Base Period of Performance: 1 April 2020 – 31 March 2021 1st Option Period of Performance: 1 April 2021 – 31 March 2022 2nd Option Period of Performance: 1 April 2022 – 31 March 2023 3rd Option Period of Performance: 1 April 2023 – 31 March 2024 4th Option Period of Performance: 1 April 2024 – 31 March 2025

1.6. General Information:

1.6.1. Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which they assure their work complies with the requirements of the contract. After acceptance of the quality control plan, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his/ her QC system.

1.6.1.1. In compliance with the contract clause 52.246-4 - Inspection of Services -- Fixed-Price, the Contractor must provide a quality control plan that contains, at a minimum, the items listed in the paragraphs below to the contracting officer for acceptance not later than the post award conference. The Contactor must make the appropriate modifications and obtain acceptance of the plan by the contracting officer within 30 days of the contract start date. The Contractor will maintain the quality control program throughout the contract performance; and, at any time upon verbal or written request, shall provide a copy to the Government for review.

1.6.1.2. The quality control program shall include as a minimum the following:

1.6.1.2.1. An inspection system covering all work tasks stated in the contract to include supplies. Said inspection system shall include a check-off sheet (Technical Exhibit 4) for cleaning personnel to fill out each time a space is cleaned and posted in a conspicuous place where visible to government personnel on site. It shall specify areas to be cleaned and inspected on a “per cleaning basis,” and satisfaction of compliance by government personnel on site. In addition to the checklist submitted by the cleaning personnel, the government personnel shall also submit a checklist confirming janitorial services performed. All checklists, at a minimum, need to have signatures from both parties. If cleaning personnel find the premises inaccessible, please reference 1.6.11.1.d (Notification of Non-accessibility).

1.6.1.2.2. The Contractor shall maintain adequate records of all inspections made on cleaning personnel to indicate, at a minimum, the nature (when, where, what) and number of inspections they made; the name of the inspector; the number, location, type of deficiencies found, and the corrective action taken for deficiencies with cleaning personnel.

1.6.1.2.3. A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. The Contractor shall use process control procedures and quality data analysis techniques.

1.6.1.2.4. Corrective action procedures for deficiencies and measures to prevent recurrence. The corrective actions will address the deficiency and an action to prevent future deficiencies. Additional inspection (s) is not considered a corrective action. The Quality Control Plan shall be evaluated for adequacy and changed or updated by the Contractor as a part of all corrective actions by the Contractor.

1.6.2. 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).

1.6.3. Recognized Holidays: Janitorial Services are not required during the following holidays if the facility is not open.

New Year’s Day 1 January Martin Luther King Jr. Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Third Thursday in November Christmas Day 25 December

1.6.4. Hours of Operation: The Contractor is responsible for conducting business, between the hours of 0900 – 1200, Monday thru Friday except Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. Later times may be permitted for carpet cleaning. In those cases, and only upon notification by the Contracting Officer/ Government Representative, where work needs to be performed after regular working hours (i.e. professional carpet cleaning to allow minimal foot traffic and drying times), the Contractor shall be responsible to provide an adequate staff to assure fully adequate and timely completion of these services. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5. Place of Performance: The work to be performed under this contract will be performed at various government leased and/or owned facilities within the geographic area described below.

1.6.6. Type of Contract: The Government will award a Firm-Fixed Price Contract.

1.6.7. Security Requirements: Contractor personnel performing work under this contract must have a background security investigation and an identification card.

a. Local Background Checks: Most, if not all Police agencies can provide an individual a document, commonly called a “Letter of Good Conduct,” that indicates whether they have a criminal record in a particular jurisdiction. An individual could go to the Police department in the town/county where they reside and simply request the document.

b. Other Background Checks: There is any number of private companies that conduct pre-employment criminal background checks for employers. This type of check requires the full name of the applicant and address. In some locations a signed release is also required from the applicant.

c. 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. All contractor personnel shall wear badges at all times.

d. The Contractor will be required to provide identification cards to their employees who will provide services to the government facilities. These identification cards should include as a minimum, the name of the company, a clear legible employee photograph at least 1 by 1 ¼ inches, the employees typed name, signature, date of birth, eye color, sex, height, weight and the typed name and signature, date and phone number of the company representative issuing the card. The identification card should be made tamper proof by laminating it in plastic. The employee will maintain the card on their person and present it to the government officials when requested.

e. Also many counties and states through their Department of Motor Vehicles office offer to issue permanent I.D.s for identification in addition to issuing driver’s licenses.

These photo type I.D.s are tamper resistant and are available for nominal fees.

Sample:

Photo

Company Name:___________________ Employee Name:___________________ DOB: Signature:

HT WT SEX Eye Clr

Issued By:___________________________ Date:_____________ Telephone:_________________Signature:______________

1.6.7.1. Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2. Key Control: No office keys will be issued to the Contractor(s).

1.6.7.3. AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

1.6.7.4. Access and General Protection/Security Policy and Procedures: 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 government representative). The Contractor shall also provide all information required for background checks to meet installation 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 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 individual facility or installation change, the Government may require changes in Contractor security matters or processes.

1.6.7.5. iWATCH and/or CorpsWatch Training: The Contractor and all associated sub‐contractors shall brief all employees on the local iWATCH, Corps Watch, or See Something, Say Something program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT five (5) calendar days after contract award.

1.6.7.6. OPSEC Training: All new contractor employees will complete Level I OPSEC training within 30 calendar days of their reporting for duty. Additionally, all contractor employees must complete annual OPSEC awareness training.

1.6.7.7. Pre‐screen candidates using E‐Verify Program: The Contractor must pre‐ screen Candidates using the E‐verify Program (http://www.dhs.gov/E‐Verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two (2) valid forms of government issued identification prior 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 three (3) business days after the initial contract award.

1.6.8. Special Qualifications: The Contractor shall obtain all necessary licenses and/or permits required to perform this work. He/She shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/She shall be responsible for any injury to himself/herself, his/her employee, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence.

1.6.9. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5 within seven (7) days of contract award. The contracting officer, Contracting Officers Representative (COR), and other government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance, and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

https://atlevel1.dtic.mil/at

1.6.10. 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; coordinates availability of government furnished property, and provides 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.

1.6.11. Key Personnel: The personnel specified below are considered to be essential to the work being performed under this contract.

1.6.11.1. Contract Manager: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the Contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate must have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager shall maintain an adequate workforce to complete work in accordance with the time and quality standards contained here under.

a. Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to ensure material, labor, supplies and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and reports on the status of service call shall be provided when requested by the Contracting Officer /Government Representative.

b. Work Schedule. The Contractor's initial work schedule shall indicate the hours of the day that two (2) times weekly services will be performed and the day of the week that weekly or less frequent services will be performed. The schedule shall list the type of work to be performed, the areas to be worked, and the estimated time to complete the work in each area. When scheduled services performed twice (2) weekly or less frequently falls on a holiday, the next scheduled cleaning dates shall be specified. The initial work schedule shall be submitted to the Contracting Officer /Government Representative on site for approval within seven

(7) business days after award. Once approved, all work shall be performed in strict compliance with the work schedule to facilitate the Government's inspection of the work. Changes to the work schedule shall be submitted for the Contracting Officer's / Government or Government Representative on site, approval at least three (3) working days prior to performance. In preparing the work schedule, the Contractor shall comply with all general requirements.

c. Interference with government business. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference, inconvenience, customer discomfort, etc.

d. Notification of Non-Accessibility. In the event the Contractor is unable access the building to perform janitorial services, the Contractor shall submit the Non- Accessibility Form (Technical Exhibit 3). The form provides the date, site address, time, and incident description to provide steps taken to gain building access. The form MUST be submitted to the Contracting Officer within 24 hours via email.

e. Invoicing. Each period of performance consists of twelve (12) months. At the end of each month (approximately 30 day intervals from the contract start date), the Contactor shall submit an invoice for the appropriate quantity and corresponding rates stated in the contract. Invoices for any given month shall include all of the Specific Tasks as outlined in Section 5 of this document, providing twice-weekly services, including all general area cleaning and may also include quarterly tasks, semi-annual tasks, and/or services provided on an as needed basis, as applicable. Pro-rated invoices will not be accepted as all invoices should reflect only those services that were actually provided.

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CLEAN. “Clean" shall be defined as free of dirt, dust, spots, streaks, stains, smudges, litter, debris and other residue.

2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.3. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7. DISINFECT. Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

2.1.8. FACILITY. An establishment, structure, military recruiting office, government facility, or assembly of units of equipment designated for a specific function.

2.1.9. FREQUENCY OF SERVICE. An establishment, structure, military recruiting office, government facility, or assembly of units of equipment designated for a specific function.

2.1.9.1. ANNNUAL (A). An establishment, structure, military recruiting office, government facility, or assembly of units of equipment designated for a specific function.

2.1.9.2. SEMI-ANNUAL (SA). Services performed twice during each 12-month period of the contract, specifically during the months of May and November.

2.1.9.3. QUARTERLY (Q). Services performed 4 times during each 12-month period of the contract, specifically during the months of March, June, September and December.

2.1.9.4. MONTHLY (M). Services performed 12 times during each 12-month period of the contract, specifically during the last week of the month.

2.1.9.5. TWO TIMES A WEEK (2W). Services performed two (2) times a week, specifically the days of Tuesday and Thursday.

2.1.10. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.11. PHYSICAL SECURITY. Actions that prevent the loss or damage of government property.

2.1.12. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.13. QUALITY ASSURANCE EVALUATOR (QAE). The Government employee designated to evaluate the quality of services produced.

2.1.14. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.15. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.16. REGULAR WORKING HOURS FOR CLEANING. The Government's regular (normal) working hours for cleaning are from 0800 hrs to 1200 hrs Monday through Friday, except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer. Later times may be permitted for carpet cleaning. No office keys will be issued to Contractor.

2.1.17. RELAMPING. A procedure by which the Contractor periodically inspects each designated space included in this contract in order to systematically replace burned out and/or blinking fluorescent tubes and incandescent bulbs, ballasts or starters as may be required for proper operation of lights and exit signs.

2.1.18. SPACE. A space is an area to receive janitorial services, which may or may not be considered a room by common definition. Examples of spaces are definable sections of halls, restrooms, work areas, common areas, test room areas, storage areas, lobbies, offices, and entranceways.

2.1.19. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.20. WASTE COTAINERS. Waste containers are defined as trash receptacles, wastebaskets, trashcans, wastepaper baskets, ashtrays, or any container holding trash, paper or refuse of any type.

2.1.21. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.22. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

A Annual ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer M Monthly OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement Q Quarterly QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QCP Quality Control Program SA Semi-Annual TE Technical Exhibit

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Government Services: No Government Services will be provided.

3.2. Government Furnished Facilities: The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

3.3. Utilities: The Government will furnish the following utility services if applicable, at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, steam heat, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the Contracting Officer or Government Representative on site. The Contractor shall provide and maintain, at his/her expense, the necessary service lines/ extension cords from existing Government outlets to the site of work.

The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4. Equipment: The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools and equipment required for the performance of this contract.

3.5. Materials: The Government will not provide any materials.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all consumable products (i.e., toilet paper, paper towels, hand soap, trashcan liners, etc.) cleaning supplies (i.e., furniture polish, glass cleaner, soaps, surface cleaning sprays and/or disinfectants, floor cleaner, etc.), operational equipment (i.e., vacuum(s), broom(s), mop(s) or mopping apparatus, toilet and/or urinal scrubbing apparatus, feather dusters, sponges, rags, etc.), facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials: All materials will be provided by the Contractor.

4.3. Equipment: All equipment shall be of commercial quality and shall be in operable condition and meet local requirements. This equipment must operate on the existing electrical current available in government buildings. It shall be the responsibility of the Contractor to prevent the operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of the circuits available in government buildings.

4.4. Wet Floor Caution Signs: The Contractor shall display caution signs when cleaning floors in an area in which people other than contracting personnel are or will be present until the floors are dry.

5. SPECIFIC TASKS:

5.1. General Area Cleaning: The specific tasks in paragraph 5.1 are considered “general cleaning” and are performed two (2) times per week for the duration of the contract. The Contractor shall provide services for:

a. Floors: All floors, including floor mats, accessible to floor machines shall receive floor maintenance. After receiving floor maintenance, the entire floor shall have a uniform coating of nonskid floor finish, have a uniform, glossy appearance, and be free of scuff marks, heel marks, and other stains and discoloration. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, corners, wall abutments, baseboards and areas behind radiators and pipes etc. The techniques used depend upon the materials, equipment, and personnel used to do the job. The Contractor needs to apply the appropriate technique only to the portion of the floor needing work to bring the entire floor up to the standard. The Contractor shall keep all floor areas, carpeting and rugs, free of all visible dirt, litter, dust, spots, and soil. All tears, burns, and raveling shall be brought to the attention of the Government.

b. Trash: All receptacles shall be emptied of trash, cleaned as needed, returned to their original location, and rubbish removed from the premises. Boxes, cans, paper placed near a trash receptacle and marked “TRASH” shall be removed. Items within recycling receptacles shall be disposed of in the appropriate recycling receptacle.

c. Furniture and surfaces: All surfaces, such as window sills, window blinds, hand rails, wood strips, door frames, exposed piping, light fixtures, furniture, covers and diffusers, ceiling and walls within six (6) feet from the finished floor shall be free of lint, dust, dirt, cobwebs, marks, finger prints, smudges, and other accumulated soils/ residues. Desktop items, such as papers, are not to be disturbed. Anything moved while performing basic services shall be returned to its original position.

d. Drinking fountains: Clean and disinfect all porcelain and polished metal surfaces, including the cabinet, percolator orifices, and drains. After cleaning, the entire drinking fountain shall be free from streaks, stains, spots, smudges, scale and other obvious soil.

e. Restrooms: Restrooms shall be cleaned, sanitized, and all finishes are clean, streak, and smudge free. De-scaling shall be performed as required, but at least monthly. After de-scaling, the entire surface shall be free from streaks, stains, scale, scum, urine deposits, mineral deposits, and rust stains.

f. Restroom Supplies: Restrooms shall be stocked for a week’s use with all supplies including toilet paper, paper towels, soap, and other items. Factory rejected paper products shall not be used. Contractor shall ensure restrooms are stocked so that supplies (paper towels, toilet paper, and soap) do not run out and that dispensers are in working order. If supplies run out prior to the next service date, the Contractor shall refill within one (1) day of notification or next scheduled cleaning appointment, whichever is sooner, at no additional cost to the Government.

5.2. Quarterly Tasks: In addition to routine cleaning, periodic tasks shall be performed quarterly (once every three (3) months). Schedules shall be coordinated with Government.

The exact date the task is to be started and completed must be specified and approved by the Government. The Contracting Officer must approve any changes to the Contractor’s schedule in advance.

a. Light fixtures, fans, vents, molding, and blinds: Light fixtures, fans vents, molding, and blinds are free from visible dust, streaks, cobwebs, smudges, spots, and other obvious soil. High cleaning shall be performed quarterly and includes cleaning all surfaces above six (6) feet from the finished floor including all exposed overhead piping and ceiling areas.

b. Window Cleaning: Windows shall be cleaned per manufacturer specifications, streak free, and free from obvious soil. Includes all exterior glass surfaces, window frames, sills and sashes. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. Special care instructions for any “fragment retention film” are as follows: the interior surfaces of exterior windows are laminated with a protective fragment retention film.

5.3. Semi-annual Tasks: The following periodic task cleaning shall be performed semiannually (every six (6) months). Schedules shall be coordinated with Government. The exact date the task is to be started and completed must be specified and approved by the Government. The contracting officer must approve any changes to the Contractor’s schedule in advance.

a. Stripping and Waxing: All hard-surfaced floors will be stripped, scrubbed, coated, and sealed to a uniform glossy appearance. A non-skid wax is required.

b. Carpets: All carpets and rugs shall be shampooed to a uniform appearance and free from stains or discoloration. A professional carpet cleaning system should be utilized for semi-annual tasks. Chairs, trash receptacles, and easily movable items shall be moved to clean carpets underneath, and returned to their original location. No heavy desks, file cabinets or other large furniture will be moved for carpet cleaning.

5.4. Services as Needed: The following cleaning tasks shall be performed as needed or required by the Government. Services provided on an as needed basis can include one or more of the tasks stated above in sections 5.1., 5.2. and 5.3. of this PWS. Only the contracting office can request and/or authorize the execution of these services. As permitted by the contracting office, the schedule(s) for the performance of these tasks shall be coordinated between the Contractor and Government personnel. The exact date and time the task(s) are to be started and completed must be specified through the coordination process and reported back to the contracting office. The Contracting Officer must approve any changes to the Contractor’s schedule in advance. These services shall be priced and will be invoiced per occurrence. Thus, the unit of measure will be “each” for each occurrence.

The price, per occurrence, should include mobilization, supplies, materials, and labor required to execute the services being requested and authorized by the contracting office.

The duration of each occurrence may vary but will not exceed an eight (8) hour workday.

Please be advised that these services are not routinely required and may not be requested and/or authorized during a given period of performance. Accordingly, the prices will be incorporated into the award document as estimated contract line items and will be de-obligated if they are not utilized during the corresponding period of performance.

a. Emergency Cleaning. Emergency cleaning shall be done on an as needed basis as required by the Government and in conformance with the terms and conditions outlined in the contract award documentation. Emergency cleaning services can include one or more of the tasks stated above in sections 5.1., 5.2. and 5.3. of this PWS. Upon receiving notification of authorization to take subsequent action from the contracting office, the Contractor shall perform emergency cleaning in any building, area, or room covered under this contract. The Contractor shall begin emergency work, as determined by the contracting office, within six (6) hours of notification, which may be verbal and regardless of time of day or day of week. The completion schedule shall be determined for each emergency cleaning service performed. Emergency cleaning will be 100% inspected at the time that services are rendered.

b. Special Event Cleaning. Special events may require extra effort on the part of the Contractor. These events include, but are not limited to, VIP visits, Inspector General Team visits, and other special events that may occur at this service location. Special event cleaning services can include one or more of the tasks stated above in sections 5.1., 5.2. and 5.3. of this PWS. The contracting office will notify the Contractor during normal business hours, as soon as the requirement is known, but no less than 24 hours prior to the event. If notice is given less than 24 hours in advance, then the cleaning will fall under emergency cleaning as discussed above. Notification may be verbal communication from the contracting office, followed by a written authorization submitted via email from the contracting office. If the notification is written, the Contractor shall date and initial the notification upon receipt, and if required, provide the Government a plan for completion of the special event cleaning within one (1) workday. Special event cleaning will be 100% inspected at the time of service.

5.5. CONTRACTOR MANPOWER REPORTING (CMR): 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://www.ecmra.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.

6. Attachments List:

6.1. Attachment 1 – Performance Requirements Summary

6.2. Attachment 2 – Notification of Non-accessibility

6.3. Attachment 3 – Janitorial Checklist

6.4. Attachment 4 – Klamath Falls Janitorial Schedule Tuesdays & Thursdays

Industry Questions and Government Responses Solicitation Number: W912DW20Q0025 - Klamath Falls

Janitorial Solicitation

Question 1.) Is this a new or existing requirement?

Response 1.) This is an existing requirement.

Question 2.) Can you provide the current contract number, incumbent’s name, and total contract value?

Response 2.) Please refer to the solicitation for the Government’s current requirement(s). Information on the current contract may be available via the Freedom of Information Act (FOIA).

Question 3.) What was the previous price for this requirement?

Response 3.) Please refer to the solicitation for the Government’s current requirement(s). Information on the current contract may be available via the Freedom of Information Act (FOIA).

Question 4.) Has the Scope of Work, under the new solicitation remained the same, decreased or increased compared to the current contract?

Response 4.) Please refer to the solicitation for the Government’s current requirement(s). Information on the current contract may be available via the Freedom of Information Act (FOIA).

Question 5.) Is the contractor responsible for purchasing the consumable paper products used by the occupants, i.e., toilet tissue, paper towels etc.?

Response 5.) Please refer to Sections 1.1, 3.5, 4.1 and 4.2 of the Performance Work Statement.

Amendment 0001 addresses the revisions made to Section 4.1 of the Performance Work Statement.

Question 6.) Are special events and emergency cleanings paid separately when ordered or are contractors supposed to include them in their monthly rate pricing?

Response 6.) Please refer to Section 1.6.11.1 (e) and 5.4 of the Performance Work Statement. Yes, special events and emergency cleanings will be paid separately when ordered/authorized by the contracting office and inspected by the Government upon completion. If these services are not utilized throughout the course of the period of performance, the funding will be de-obligated and returned to the government.

Question 7.) How do we invoice for quarterly, semi-annual, and as needed services?

Response 7.) Please refer to Section 1.6.11.1(e) of the Performance Work Statement. The contractor is to submit an invoice on a monthly basis for all services provided during that month. This includes all general area cleaning, quarterly, semi-annual and/or as needed services that were authorized by the contracting office and provided by the contractor.

Question 8.) How many people occupy this service location?

Question 8.) The amount of people utilizing this facility may vary from day to day, but there are eight (8) to ten (10) people that routinely occupy and/or utilize the space at this service location.

Question 9.) With regard to the Contract Manpower Reporting contract line items, does anything need to be filled out to submit a quotation?

Response 9.) No. At this point, the only part that needs to be completed or filled out by a prospective offeror is the unit price and corresponding amount total for each contract line item. The offeror may elect not to price this item as stated on the Submission Requirements, Attachment 1 Price Schedule. If that is the case, the offeror must indicate this election by placing a zero (0) or NSP (not separately priced) under the “Unit Price” and “Amount” columns.

Question 10.) Can I visit the site?

Response 10.) We are not hosting any site visits, walkthroughs, or survey of sites with regard to this combined synopsis/solicitation. All of the details concerning this requirement are contained in the combined synopsis/solicitation documentation. Please review the combined synopsis/solicitation in its entirety.

Question 11.) Are there any pictures, floor plans, and/or diagrams available?

Response 11.) In an effort to remain compliant with Antiterrorism and Operational Security and Force Protection, the Government is unable to provide internal pictures, floor plans or diagrams of this location.

Question 12.) If we are registered with Beta.sam do we still send in the entire FAR 52.212-3?

Response 12.) As noted in paragraph 10 of the instructions to offerors, "Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items, with their offer."

Question 13.) Will there be a Standard Form 1449 issued for this solicitation?

Response 13.) As noted in paragraph 1 of the instructions to offerors, "This announcement constitutes the only solicitation; quotations are being requested at this time as a separate written solicitation will not be issued for this requirement."

Question 14.) Where is the pricing information entered for this request for quotation via Combined Synopsis/Solicitation?

Response 14.) As noted in paragraph 5 of the instructions to offerors, "Provide prices for both the Unit Price (each) and Amount (unit price x quantity) for each contract line item number (CLIN) and include the Total Price for all CLINs. See “Submission Requirements, Attachment 1” for Pricing Schedule.

Submission Requirements, Attachment 1 should be the last three pages of the Combined Synopsis/Solicitation announcement (pages 61-63).