PWS-Gym_Cleaning.pdf

South Dakota Air National Guard 114th Fighter Wing

Gym Cleaning Services

Performance Work Statement (PWS)

1. DESCRIPTION OF SERVICES

1.1 Scope of Work. The contractor shall provide all management, personnel, transportation and other items and services necessary, except as specified herein as Government Furnished, and will manage and perform full custodial services in a manner that will present a neat, clean and professional working environment at all times.

1.2 Contractor Personnel. The contractor shall provide a contract manager and at least one alternate. The contract manager and alternates shall have full authority to act in behalf of the contractor in all contractual matters. The contract manager and alternates shall be able to read, write and speak English.

1.3 Basic Cleaning Standards. The Contractor shall schedule and perform all cleaning tasks to meet the quality and frequency requirements of this PWS and/or its Technical Exhibits. The standards defined in this PWS and/or Technical Exhibits are the minimum standards that shall be maintained. The minimum cleaning standards/frequency for the Base Gym, Bldg 63, is established in Technical Exhibit 1 - BLDG 63, Base Gym Cleaning Standards/Frequency; and Technical Exhibit 2 - Surveillance Activity Checklist. In accordance with AFI 48-117, Public Facility Sanitation.

1.3.1 Entrance and Vestibule. Floor surfaces shall be maintained according to best trade practices. Floor surfaces shall be free of trash, debris, dirt, marks, or foreign matter. The floor surface shall normally have a uniform appearance without unsightly buildup. All surfaces shall be slip resistant. Floor mats shall be removed and cleaned as needed. Dust, dirt, cobwebs and other matter shall be removed from all metal, glass, walls and floors.

1.3.2 Rubber Tile Floors in the Gym. Floor surfaces shall be maintained according to best trade practices. Floor surfaces shall be free of trash, debris, dirt, marks, or foreign matter. The floor surface shall normally have a uniform appearance without unsightly buildup. All surfaces shall be slip resistant. Floor mats shall be removed and cleaned as needed. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, free weights and any miscellaneous items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

1.3.3 Interior Glass and Mirrors. Surfaces shall be cleaned on both sides of all interior glass, glass entrances, and vestibule doors. Window sashes, sills, woodwork/metalwork and other glass surroundings shall be wiped free of drippings and marks. All glass surfaces and mirrors shall be maintained clean, free of dirt, dust, smudges, soil substances and water spots.

1.3.4 Metal Surfaces. All surfaces to be maintained to ensure they are free of smears, smudges, stains, or other soil substances and present a uniform luster.

1.3.5 Drinking Fountain and Utility Sink. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surface on fountain. Drinking fountains shall be free of streaks, stains, spots, smudges, scale and other obvious soil. The Contractor shall remove any spills or splashes on floors or adjacent walls and shall leave surfaces clean. The plumbing fixtures shall be clean, disinfected, and bright with no obvious dust, stains, streaks, soil substances, rust, mold, or encrustation.

1.3.6 Stairwells and Landings. Surfaces shall be free of dust, dirt, spillage, and other removable soil substances.

Carpeted surfaces shall be free of obvious dirt, dust, spots, and spillage.

1.3.7 Trash/Debris Collection. All trash receptacles inside the building shall be emptied into the nearest outside trash collection container and the can liner replaced in the receptacle. The contractor shall cooperate with the 114th Air National Guard Base recycling program to include cardboard. Cardboard will be broken down and placed in the “recycling only” trash receptacle. Trash receptacles shall be left clean, free of foreign matter and free of odors. Any obviously soiled or torn can liners will be replaced. After completion of emptying and cleaning trash receptacles, there shall be no dirt, debris, spilled liquids, or foreign substance inside or outside of receptacles. The Contractor shall police and pick up any trash that may fall in or around the facility or grounds during the removal of collected trash. The Contractor shall comply with OSHA 29 CFR 1910-occupational safety and health standards, as applicable.

1.3.8 Floor Mats. Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.3.9 General Spot Cleaning. Spot cleaning includes, but is not limited to, cleaning smudges, fingerprints, mark, streaks, spills, etc., from washable surfaces on all walls, baseboards, vents, doors, door guards, door handles, push-bars, kick-plates, railing, ledges, window sills, window coverings, light switches, temperature, controls and fixtures. After spot cleaning, the surfaces shall have a clean, uniform appearance, free of streaks, spots and other evidence of soil.

1.3.10 Low Dusting in Base Gym. Window sills, base boards, doors (to include frames and handles) shall be wet cleaned. All smudges, stains and other discolorations shall be removed from glass surfaces and light switches. All other furniture shall be dusted.

1.3.11 High Dusting in the Base Gym. The contractor shall perform high dusting to remove dust and litter from all surfaces higher than 10’0” above the floor surfaces once per quarter. High dusting will include light fixtures, TV’s and TV apparatus, stereos, pipes, ledges, railing, vents, and ceiling fans.

1.3.12 Exercise Equipment in the Base Gym. The Contractor shall clean and disinfect all cardiovascular, aerobic exercise and weight training equipment. After cleaning, equipment shall be free of dust dirt, sweat, stains, scuffs, and odor. Cleaning materials to be used on gym equipment will be provided by the 114th Fighter Wing. Contractor shall notify COR when additional materials need to be ordered.

2. SERVICE DELIVERY SUMMARY

2.1 Performance Requirements and Standards.

Performance Requirement Performance Standard Satisfy facility manager/COR and guests in reference to meeting the basic cleaning standards.

No uncorrected discrepancies/deficiencies per month.

Satisfy facility manager/COR and guests in reference to the timeliness of service and courteousness of employees.

No uncorrected discrepancies/deficiencies per month.

Satisfy facility manager/COR and guests in reference to the overall cleanliness of service.

No uncorrected discrepancies/deficiencies per month.

2.2 Quality Control. The contractor shall develop and maintain a quality program to ensure custodial services are performed in accordance with established commercial standards. The contractor shall develop and implement procedures to identify, prevent and ensure non- recurrence of defective services.

2.3 Quality Assurance. The Contractor’s performance will be evaluated based on occupant satisfaction, Contractor or COR inspections, Contractor or Government surveys. In addition to the preceding methods, the Contractor’s performance in the Base Gym, Bldg 63, will be evaluated using the Surveillance Activity Checklist, which will be accomplished at least monthly, or more frequently as deemed necessary by the COR.

See Technical Exhibit 2.

2.4 Performance Deficiencies. The COR shall inform the contractor’s contract manger immediately of deficient cleaning services or cleaning services which are not performed, and request immediate re-performance/performance of services.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The government shall provide the facilities, fixtures, equipment, materials and services listed below:

3.1 Utilities. The government will provide water, electricity, and outside trash collection service during the performance of the agreement, at no cost to the contractor.

3.2 Conservation of Utilities. The Contractor shall be responsible for instructing employees in utility conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include but not be limited to:

3.2.1 Mechanical equipment controls for heating, vitalization and air conditioning systems shall not be adjusted by the contractor’s employees.

3.2.2 Water faucets or valves shall be turned off after the required usage has been accomplished.

3.2.3 All lights and fans will be left on during operational hours as posted in fitness center.

3.2.4 Report lights out, hazardous conditions, and any items in need of repair verbally to the COR.

3.2.5 Building finishes or property soiled or damage due to the contractor’s operation will be cleaned, repaired, replaced, or restored to condition not less than that existing immediately prior to damage and without cost to the Government.

3.3 Materials. The Government shall furnish all expendable supplies necessary for the performance of the contract, which includes but is not limited to the following: mops, buckets, brooms, cleaning cloths, sponges, brushes, trash bags, and all detergents, soaps, sanitizer, waxes, polishes, and rinse additives.

4. GENERAL INFORMATION

4.1 Contractor Work Schedule. The contractor shall establish a work schedule which accommodates all required tasks for each area to be cleaned. Due to scheduled classes and activities in the Base Gym, the contractor shall coordinate a cleaning schedule for the Base Gym with the COR. Any changes made to the agreed-upon schedule must be coordinated and announced at least five workdays prior to the effective date of the change.

4.2 Security Requirements. All personnel employed by contractor in the performance of this contract, and any representative of the contractor entering the government installation shall abide by all Department of Defense, Air Force, and installation security regulations.

4.3 Base Access. Contractor shall provide the information requested on the 114th FW Form 48 "SDANG Contractor’s Consent for Background Check" for each employee accessing Joe Foss Field. As part of this form a criminal background check will be conducted by 114th Security Forces or authorized personnel. The form should be submitted no later than 2 weeks prior to the date of performance/access to the installation. Contractor personnel shall have valid state issued picture identification in their possession at all times while on the installation. All vehicles are subject to search while on Joe Foss Field.

4.3.1 Physical Security. The contractor shall be responsible for safeguarding all government property provided for contractor use. The contractor shall secure all government facilities, equipment and materials at the end of each work shift.

4.3.2 Additional Requirements. In accordance with government security and safety regulations, stereo/radio headphones shall not be worn while on the installation.

4.3.3 Vehicle Operators. Operators of personal or contractor vehicles shall possess a valid driver’s license for the category of vehicle operated. Vehicle operators are subject to all State of South Dakota laws and installation rules and regulations while driving on the installation. Installation speed limit is 20 mph unless otherwise posted.

4.3.4 Removal of Employees. All contractor employees performing work on the installation shall abide by all installation security policies. The government reserves the right to direct removal of an employee for misconduct or violation of security policies. Use of alcoholic beverages or illegal substances by contractor employees is strictly forbidden. The contractor shall remove any employee who is under the influence of alcohol or other illegal substance. Any contractor personnel found to be under the influence of, or in possession of, illegal narcotics, paraphernalia, or weapons will be immediately referred to base Security personnel and detained for possible arrest and prosecution. Removal of an employee for any reason stated above does not relieve the contractor from total performance of the contract tasks.

4.4 Contractor Furnished Items and Services. With the exception of items and services specifically designated as government-furnished, the contractor is responsible for providing all services and materials required to perform all tasks under this contract.

4.5 Uniform Requirement. All contractor personnel, including the supervisor, shall wear Contractor-furnished uniforms/smocks (desired color: blue) at all times while performing services under this contract.

Uniform shall consist of matching or color-coordinated shirts, slacks, hats or other appropriate hair restraints, and shoes appropriate for traversing oily and wet surfaces. Hair nets and closed-toe shoes are required. The Contract Manager, Contracting Officer and FSO/M will jointly approve all styles and colors of uniforms, as well as standards of dress, appearance and safety.

4.6 Safety. Contractor personnel shall conform to all installation safety rules and regulations applicable to the building and facilities, and shall take other precautions reasonably necessary to assure accident free performance of contract tasks. All accidents occurring during the performance of contract services which result in personal injury or property damage shall be reported, in writing, to the Contracting Officer and COR within 24 hours after the accident occurs. The accident report shall include full details of the accident, including statements by witnesses. The contractor shall report to the Contracting Officer, in writing, any claim made by a third party against the contractor in conjunction with an accident which occurs during performance of this contract. Cleaning agents used in the dining facility may be found on the environmentally hazardous materials listing. The government shall provide the proper equipment for handling hazardous materials, as well as instruction on their use and disposal. Material Safety Data Sheets (MSDS) for hazardous materials are available on-site.

4.7 Acts of Nature. The contractor shall use reasonable diligence to provide regular and uninterrupted service, but shall not be liable for damages to the government for failure, suspension, or other variations of service due to causes beyond the control of the contractor. These causes may include, but are not limited to, fire, flood, tornado, or other acts of nature; acts of the public enemy; strikes; failure or breakdown of government equipment or facilities.

5. ANTITERRORISM / OPERATIONS SECURITY / INFORMATION PROTECTION

REQUIREMENTS.

5.1 Access and General Protection/Security Policy and Procedures - The Contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Government designated COR. The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The Contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in Contractor security matters or processes.

5.2 For Contractors that do not require Common Access Card (CAC) issuance, but require access to a DoD Facility and/or Installation - 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) (AFI 31‐101 and AFI 10‐245), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

5.3 Contractor shall provide the information requested on the "Consent for Background Checks" form for each employee accessing Joe Foss Field. For the purposes of this offering, it is implied that, any and all parties agree to a Criminal History Background Check once entered into any contract/task order. Any documents that are provided and found fraudulent to include, but not limited to driver’s licenses, contracting licenses, etc., will result in an arrest and potential termination for default from the contract. All Contractors are subject to search in order to obtain entry onto the installation and while working on the installation. Any refusal to submit to a search of their person or vehicle will be deemed as a violent act of aggression against the installation and will be cause for dismissal from the installation and revocation of future privileges and installation access.

5.4 There will be areas on base which will require additional security measures. In these areas Cellular telephones, pagers, two-way radios, disguised USB devices or other portable wireless/personal electronic devices (laptops, iPod, iPad, etc.) are not allowed. Anyone found in possession of the camera phone within Air Force CLASSFIIED areas or exiting these CLASSIFIED areas will have the camera phone confiscated and delivered to Security Forces for disposition. These areas will be identified upon the initiation of the project.

5.5 Free Zone Program - The work required will occur within a restricted/controlled area. Free Zones (zones containing no protection level resources) are areas established within restricted or controlled areas when construction projects and similar activities make it inappropriate or impractical to apply normal circulation controls. In such cases, a free zone corridor will be established between restricted area boundary and the work project. (See Attachment)

6. ENVIRONMENTAL REQUIREMENTS.

Contractor shall comply with all requirements of SDANG Environmental Management Program (See Attachment).

7. PROJECT SAFETY.

Contractors are required to use the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1 to access the manual use the following link:

http://www.usace.army.mil/SafetyandOccupationalHealth/SafetyandHealthRequirementsManual.aspx

7.1 Accident/Incident Reporting and Investigation. The Contractor shall record and report all available facts relating to each instance of injury to either Contractor or Government personnel to the Base Safety Office unless otherwise stated in the PWS. The Contractor shall secure the scene of any accident and wreckage until released by the accident investigative authority through the Base Safety Office. If the Government elects to conduct an investigation of the incident, the Contractor shall cooperate fully and assist Government personnel until completion of the investigation.

7.2 Permits. The Contractor shall be responsible for coordination and securing of all necessary permits required.

7.3 Cell Phone Use. Per Air Force policy Contractor employees are prohibited from dialing, talking or texting on cellular devices or similar equipment while walking or driving on base.

8. COORDINATION WITH GOVERNMENT ACTIVITIES.

If it becomes necessary to interrupt work activities in buildings and/or areas for work purposes, permission to do so shall be requested in writing to the COR no less than two (2) working days prior to commencing work on the planned interruption.

9. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

Government purchased water and electrical utilities will be furnished to the Contractor without charge only at existing water spigots and electrical outlets where they are readily available. The Contractor will make no modifications or alterations to these existing spigots and outlets without written permission of the Contracting Officer. No other utilities or services will be available to the Contractor. The Contractor shall pay all charges (hook-up fees, metering, monthly usage, etc.) for utility usage for these projects in addition to those described above from date installation begins through 100% acceptance of the project. The offerors will take this into consideration when computing its offer and shall not be used or distributed by the Contractor without specific permission.

10. WARRANTY – Not Applicable

11. INSURANCE REQUIREMENTS

Reference Contract Clause titled “Insurance – Work on a Government Installation (FAR 52.228-5). Kinds and minimum amounts are as follows:

KIND AMOUNTS (FAR 28.307-2)

Workmen’s Compensation $100,000 (1) Comprehensive General Liability $500,000 per occurrence for bodily injury Comprehensive Automobile Liability $200,000 per person;

$500,000 occurrence for bodily injury;

$20,000 for property damage

11.1 Except in states with exclusive or monopolistic funds that do not permit Worker’s Compensation to be written by private carriers.

11.2 Before commencing work under this contract, the Contractor shall certify to the Contracting Officer, in writing, that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government’s interest shall not be effective (1) for such period as the laws of the state in which this contract is to be performed prescribe or (2) until 30 days after the Insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer. The Contractor shall maintain a copy of all subcontractors’ proofs in required insurance and shall make copies available to the Contracting Officer upon request.

12. CLEAN-UP AND DISPOSAL OF CLEAN-UP OF DEBRIS AND MATERIALS

The Contractor shall clean up the work area and ensure that all trash and debris resulting from the operations are removed from the work area. Unless directed otherwise, by the COR or Contracting Officer, disposal of debris shall be made at the Contractor’s expense and shall be delivered to a State approved disposal site located off Base. Debris shall not be left in such a manner that wind or other weather conditions can cause the debris to be scattered outside the work area.

13. INSPECTION AND ACCEPTANCE

Certification by the Government of satisfactory supplies and services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the referenced contract. The Government COR will record and forward to the Contracting Officer no less than monthly all pertinent surveillance observations and documentation. The COR may submit a Surveillance Report at any time and as often as necessary to document quality levels. When an observation indicates performance requirements are not being met, the government COR will notify the Contractor. The Contractor will take steps to rectify the situation and notify the Government upon completion. Government reserves the right to require re-performance at no additional cost. Surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the Contracting Officer as a result of surveillance will be in accordance with the terms of this contract.

13.1 The Contracting Officer will assume a quality performance rating of “satisfactory” on all measured deliverables unless otherwise notified by the COR.

13.2 At the end of the contract period of performance, the COR will submit to the Contracting Officer, a Final Inspection and Acceptance Letter to document the Contractors performance rating for the entire performance period. The Contractor will be notified of any unsatisfactory rating, either in the individual element or in the overall rating. Prior to completing the evaluation, the Contractor may comment on the rating and all Contractor comments will be made a part of the official record. Performance evaluation reports will be available to all DOD Contracting Officers for their future use.

14. CONTRACTOR MANPOWER REPORTING.

The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of Army Contractor Manpower Reporting Application (CMRA) via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at http://www.ecmra.mil/.

15. INVOICING AND PAYMENTS

Invoices must be submitted electronically utilizing Wide Area Workflow In Accordance With DFARS 252.232- 7006 and attached instructions for WAWF invoicing.

16. ATTACHMENTS. The following are available upon request or will be provided at time of award:

Attachment 1 – Consent for Background Check.

Attachment 2a– SDANG Environmental Management Program.

Attachment 2b – Contractor Hazardous Materials Approval Form Attachment 2c – Contractor Hazardous Materials Tracking Form Attachment 3 – Fire Plan Review Checklist for Contractors.

Attachment 4 – Contractor Anti-Terrorism Awareness Pamphlet.

Attachment 5 – OPSEC Contractor Brochure.

Attachment 6 – Contractor Tool and FOD Control Brochure.

Attachment 7 – Safety Guide for Civilian Contractors.

Attachment 8 – Free Zone Program.

//END//

TECHNICAL EXHIBIT 1

BLDG 63, BASE GYM CLEANING STANDARDS/FREQUENCY

• Clean Entrance and Vestibules Semiweekly

• Clean Rubber tile Gym Floors Semiweekly

• Clean Interior Glass and Mirrors Semiweekly

• Clean Metal Surfaces Semiweekly

• Clean Drinking Fountain and Utility Sink Semiweekly

• Clean Stairwells and Landings Semiweekly

• Collect Debris and Empty/clean trash cans Semiweekly

• Clean Floor Mats Semiweekly

• Perform General Spot Cleaning Semiweekly

• Perform Low Dusting Semiweekly

• Perform High Dusting Quarterly

• Clean Exercise Equipment Semiweekly

TECHNICAL EXHIBIT 2

SURVEILLANCE ACTIVITY CHECKLIST

SURVEILLANCE ACTIVITY CHECKLIST (To be completed by SDANG personnel)

CONTRACT REQUIREMENTS CONTRACT

PARAGRAPH

NO.

FREQUENCY OF

SURVEILLANCE

TASK ACCOMPLISHED

IAW CONTRACT

COMMENTS:

1 Entrance and Vestibules 1.3.1 Check monthly

2 Rubber Tile Floors in the Gym 1.3.2 Check monthly

3 Interior Glass and Mirrors 1.3.3 Check monthly

4 Metal Surfaces 1.3.4 Check monthly

5 Drinking Fountain and Utility Sink 1.3.5 Check monthly

6 Stairwells and Landings 1.3.6 Check monthly

7 Trash/Debris Collection 1.3.7 Check monthly

8 Floor Mats 1.3.8 Check monthly

9 General Spot Cleaning 1.3.9 Check monthly

10 Low Dusting in the Gym 1.3.10 Check monthly

11 High Dusting in the Gym 1.3.11 Check monthly

12 Exercise Equipment in the Gym 1.3.12 Check monthly

13 Conservation of Utilities 3.2.1-5 Random sample

14 Contract Manager is Present or Accessible as Needed

1-2, 2-4 Random sample

15 Staffing is Adequate to meet Performance Requirements

1-3, 2-1, 4-1 Random sample

16 Contract Employee Attire 4.5 Random sample

17 Safety Compliance 4.6 Random sample

18 Other:

Additional Remarks:

I hereby certify that the Contractor has accomplished tasks as noted above for MUTA dates: ____________________________________.

(Signature of Authorized SDANG personnel)

TECHNICAL EXHIBIT 3

MAP OF BLDG 63 – FLOOR PLAN FOR BASE GYM

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