Custodial Bin Recycling and Snow Removal Services
Department of State, Office of Logistics Management | Published February 23, 2009 - Deadline March 20, 2009
The Name(s) and addresses of the companies for whom the proposed Project Manager and Supervisors worked for the past 5 years, along with the name(s) and telephone number(s) of his or her immediate supervisors.
D. TRAINING AND DOCUMENTATION FOR CONTRACTOR PERSONNEL:
1. Personnel employed by the Contractor shall be fully conversant in English and United States citizens. The following training shall be conducted, documented in writing, and signed by each employee, and made available to the Government (if requested) within 30 days after Contract Award.
a. Custodial services each custodial person is assigned to perform, i.e. type of cleaning, recycling, etc.
b. Building fire alarm/emergency systems and procedures to follow in the event of a fire, natural disaster, or any other emergency.
c. A tour of the facility, as well as areas that may require special cleaning.
d. Training in blood borne pathogens (OSHA 1910.1030), Hazard Communications (OSHA 1910.1200), and Personal Protective Equipment (OSHA 1910 Subpart I).
e. Client relations training that stresses the importance of conflict avoidance, problem resolution, grooming, proper attire and the importance of professionalism and courtesy on day-to-day contacts with building occupants and visitors.
f. Snow/ Ice removal control standards and operations training for Contractor employees.
E. If requested, Contract employees shall be required to attend an orientation conducted by Government personnel. The orientation will include a brief explanation of the occupant agency�s function, a tour of the building/ facility, areas of the building/ facility requiring special attention, and/or emergency response procedures to take in case of a disaster.
2-6 - SUB CONTRACTS:
Within fifteen (15) calendar days after performance start date and/or within 15 days of a change to a Sub contractor, the Contractor shall submit the service, name, telephone, and POC�s of the Sub Contractors (and associated Sub Contracts) providing the services under this contract. Examples may be window washing, snow removal, etc.
2-7. SCHEDULING WORK:
The Contractor shall submit with their proposal a Cleaning Plan, geared towards each individual facility in this Contract. The Cleaning Plan shall incorporate methods/plans for staffing and scheduling personnel to include daily and periodic general office, floor care and restroom cleaning, and client sensitivity such as special cleaning needs in secure areas, etc. The plan shall be re-submitted for approval when changes are made.
2.8- CONTRACTOR PHASE IN
The Contractor shall submit a Phase-In Plan, with their technical proposal, that details the procedures that shall be taken to ensure uninterruptible custodial services for each facility contained within this Contract. The Contractor shall include their tentative schedule for phase-in services, from date of Contract Award thru 30 days after Contract Start, to include whom shall be responsible for Phase-In services, material and equipment delivery dates of custodial and snow removal supplies, if applicable. Within 2 days after contact award, the Contractor shall be allowed to bring its employees to the various sites to become familiar with the buildings. The purpose of this phase-in period is to allow the Contractor the opportunity to make necessary preparations to ensure uninterrupted performance at the start of this contract. Payment for both Phase-In and Phase-out services shall be included in the Basic Service CLIN Items, under �1. Pricing�. No Additional payment will be made to the Contractor for Phase In or Phase Out services.
2.9 - CONTRACTOR PHASE OUT
A Phase- Out Period shall be executed to ensure an orderly and smooth transition without disruption when ending service. The Contractor shall submit a Phase- Out Plan with their Technical Proposal and within 90 days of Contract expiration. The Phase-Out Plan shall describe procedures the Contractor shall use to ensure no interruption in services, schedule of events, departure of custodial personnel, the coordination requirements with successor Contractor, and final removal dates of materials and equipment from the facilities. The Contractor shall begin Phase-Out Services no later than 60 days prior to the Contract expiration date. (if it is necessary to extend the Contract, the Phase-Out Service shall begin no later than 60 days prior to the extension date). Any additional costs to provide Phase-Out services shall be included in the Contractor�s Cost Proposal - �1. Pricing �, within Basic Custodial Service CLIN Items 1thru 7. The Contracting Officer has the option of shortening the Phase-Out period if doing so would benefit the Government. If the Contractor does not cooperate and/or follow the approved Phase-Out Plan, the CO has the option of acquiring these Phase-Out services from other sources, and billing the Contractor accordingly.
2.10 - SUPPLIES, MATERIAL, EQUIPMENT AND UTILITIES:
1. FURNISHED BY THE GOVERNMENT:
The Contractor shall be required to reimburse the Government for items that are misplaced, damaged, neglected, and/or stolen.
a. Space: If available, space in the building for materials, supplies, equipment (janitor�s closets where available) and a supervisor�s office. Areas shall be kept clean and not be used to store hazardous nor flammable materials. Janitor closets shall not be used to store materials, supplies, nor equipment. The Government is not responsible for lost, stolen, nor damaged supplies, equipment, or space.
b. Utilities: Heating, air conditioning, water, plumbing, and electricity will be furnished where available.
c. Telephone: Where readily available, the Contractor may use installed telephone jacks and telephones.
d. The Government shall provide keys to perform the operational requirements of this contract. The Contractor shall ensure that all keys furnished to the Contractor are not lost or used by unauthorized persons. No keys furnished to the Contractor shall be duplicated unless written approval is provided. The Contractor shall be required to reimburse the Government for the replacement of locks or keys, damaged or lost, as a result of Contractor negligence. The Contractor shall report lost keys immediately to Government personnel, to include Facilities Management and Diplomatic Security.
e. The Government will furnish recycling boxes to be distributed by Contractor employees in areas throughout the facilities.
2. FURNISHED BY THE CONTRACTOR:
a. Management, Supervision, Administration, Supplies, materials, equipment, labor, employee training, etc necessary for the performance of all services. Training shall include applicable OSHA and other related standards.
b. MSDS sheets shall be submitted, to include Hazardous Material Inventory Listing. A hazardous material is any material that, because of its quantity, concentration, physical characteristics, or chemical characteristics, poses a significant present or potential hazard to human health and safety or to the environment if released. Materials to report in a chemical inventory include, but are not limited to:
Laboratory chemicals: acids, bases, solvents, mercury, metallic salts, halogenated compounds, toxic substances such as lead compounds and acrylamide, mixtures of hazardous chemicals
Compressed gas: toxic gases, pressurized gas cylinders of pure gases or mixtures of gases
Liquids under pressure: liquid nitrogen, liquid oxygen, propane, aerosols, chlorofluorocarbon refrigerants (liquid/gas phases)
Paints and inks: both water- and oil-based paints, spray paints, printing inks or pastes
Solvents and spirits: degreasers, kerosene, paint thinners
Lubricants: pump oil, hydraulic oil, motor oil, brake fluid, greases
Finishes: varnishes, shellacs, floor waxes, lacquers
Fuels: gasoline, camping fuel, diesel fuel
Maintenance/structural materials: asphalt-containing roofing, adhesives, and bonding agents
Grounds/landscape materials: fertilizers, plant food supplements, soda ash
Pesticides: insecticides, rodenticides, acaricides, fungicides, defoliants, herbicides
Photographic materials: developers, reducers, stabilizers, activators, fixers, stop bath
Custodial materials: cleaning agents, bleaches, floor strippers, soaps and detergents, disinfectants, corrosive products, ammonia
c. The Contractor shall use recycled paper products, ie. Seat covers, towels, and toilet tissue, with a 50%post consumer content, and environmentally friendly materials
d. No material shall be used which is determined to be unsuitable for the purpose or harmful to the surfaces to which applied. Costs for correcting damage caused by misused materials will be borne by the Contractor.
d. Equipment: The Contractor shall furnish all equipment needed for the performance of work for this Contract. All equipment must be properly guarded and meet all applicable OSHA standards. If a piece of equipment needs repair and is determined to be unsafe, the Contractor shall immediately stop using the equipment. If repair and/or replacement of damaged equipment is not made within 48hours, the Government may replace the equipment at the Contractors� expense.
e. Communication Equipment: The Contractor shall furnish the Project manager and each Supervisor a cellphone. The Contractor shall provide the Government the name and cellphone numbers for the project manager and supervisors, as well as the facility # that the supervisor is located.
f. Uniforms: The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing with the Contractor�s name for ready identification.
2.11 - AFFIRMATIVE PROCUREMENT PROGRAM (APP) FOR ENVIRONMENTAL PROTECTION AGENCY(EPA) DESIGNATED RECYCLED CONTENT PRODUCTS:
A. �BUYING GREEN� POLICY: The Department has adopted a "Buying Green" policy that advocates the use of environmentally friendly products used in custodial contracts. More information about this program may be found at Office of the Procurement Executive�s Internet web site, http://www.statebuy.gov by clicking on "Buying Green," which provides links to other "green" web sites, including GSA Advantage�s "green" products.
1. The goal of the program is to ensure that cleaning products and supplies exhibit the following characteristics:
Reduced skin, eye, and respiratory irritability
No unnecessary dye or fragrances
Recycled content/recovered materials
2. The Contractor shall operate under the most current FAR Regulations; FAR 52.211-5; Material Requirements, FAR 52.204-4; Printed or Copied Double-Sided on Recycled Paper, and FAR 52.223-10; Waste Reduction Program.
B. POLICY SPECIFICS: Information on environmentally preferable products (EPP) is available on the Internet at http://www.epa.gov/opptintr/epp.htm.
1. All non-chemical products (paper, plastic, etc.) should conform to the Environmental Protection Agency (EPA) Comprehensive Procurement Guide (CPG) if the products are CPG-designated items. CPG information is available on the Internet at http://www.epa.gov/cpg.
C. �BUY GREEN� REQUIREMENTS: The Contractor shall submit to the Government, within ten (10) calendar days after performance start date, their proposed list of chemical and non-chemical products. (See paragraph D. and E., below). The Contractor may submit the name of more than one product within a product category and/or propose a product or products addressing more than one product category. After the list of preferable chemical cleaning-products and non-chemical products have been approved by the Contracting Officer, the Contractor is responsible for using only those approved products within the buildings listed under this Contract. If for some reason the product is later found to be ineffective, or the Contractor would like to propose an alternative product, or the Contracting Officer would like to propose a more environmentally-preferable product, either the Contractor or Contracting Officer may propose for consideration an "equal" product. If the parties agree to the replacement product, the contract shall be modified. The Contractor shall be required to monitor their procurement activities, to include products utilized by their Sub Contractors performing work under this Contract. The Contractor shall keep certification documents of all recycled content products that are being utilized during the course of this contract, and they shall be made available to the Government, as requested.
D. LIST OF ENVIRONMENTALLY PREFERABLE CHEMICAL CLEANING PRODUCTS: The Contractor shall use only environmentally preferable chemical cleaning-products. The Contractor shall identify products by brand name for each of the following product types:
PRODUCT TYPE PRODUCT NAME
(1) All-purpose cleaner ___________________
(2) General degreaser ___________________
(3) General disinfectant ___________________
(4) Graffiti remover ___________________
(5) Chrome and brass cleaner/polish ___________________
(6) Glass cleaner ___________________
(7) Furniture polish ___________________
(8) Floor stripper ___________________
(9) Floor finisher ___________________
(10) Carpet cleaner ___________________
(11) Solvent spotter ___________________
(l2) Gum remover ___________________
(13) Wood floor finish ___________________
(14) Bathroom hand cleaner/soap ___________________
(15) Bathroom disinfectant ___________________
(16) Bathroom cleaner ___________________
(17) Bathroom deodorizers ___________________
(18) Urinal deodorizers ___________________
(19) Lime and scale remover ___________________
(20) Chemicals for snow/ ice removal ___________________
E. LIST OF ENVIRONMENTALLY PREFERABLE NON-CHEMICAL PRODUCTS: In addition, the Contractor shall provide the following non-chemical product brand names they intend to use, containing the maximum feasible amount of recovered materials:
- Bathroom tissue - The bathroom tissue must contain at least 100% recovered materials and 20% post-consumer content. __________________________
- Toilet Seat Covers - Toilet seat covers must contain at least 100% recovered materials and 40% post-consumer content. __________________________
- Paper Towels - The paper towels must contain at least 100% recovered materials and 40% post-consumer content. ___________________________
- General Purpose industrial wipes - The general purpose industrial wipes must contain at least 100% recovered materials and 40% post-consumer content. ___________________________
- Plastic trash bags - Plastic trash bags must contain at least 25% post-consumer content.
2.12- MATERIAL RECYCLING:
A. Types of recyclable material: Materials designated as recyclable shall include, though are not limited to, office paper, newspaper, cardboard, used beverage cans (UBC), used glass containers (UGC) and metals. The Contractor shall use the Government furnished containers, bailers, and/or other equipment that is provided for the collection and storage of the recyclable material.
B. Work processes required for recycled materials: Recyclable materials shall be transported from offices or other areas on a weekly basis, with the exception of kitchen, food, and bathroom waste which will already be separated and placed in dark-colored, opaque plastic bags.� The recyclable items shall be kept separate from trash, garbage, and debris, and taken to a recyclable materials holding room, designated by the Government. The following items are considered recyclable materials, and they shall be processed in the following manner:
C. Cardboard boxes and corrugated material shall be broken down and baled. When a baler is not provided at a facility, cardboard boxes and corrugated material shall be bundled and stacked on a pallet. Dedicated containers, furnished by the Government, for corrugated materials and cardboard shall be used to deposit these items.
D. UGCs (used glass containers) shall be color sorted into clear, brown and green glass and stored in separate containers. UBC�s (used beverage containers) shall be sorted. Containers to be used will be furnished by the Government.
E. Recyclable paper shall be stored by grade in separate containers (such as carts, gaylords, etc, and as furnished by the Government) until removed by the secondary use materials contractor.
F. The Contactor shall be required to pick up telephone directories twice a year (currently, pick up occurs from November through the second week of December, and throughout the month of May.) The DOS will notify the Contractor, in advance, when and if those dates change. The directories shall be placed on Government furnished pallets, securely bundled.
G. Miscellaneous recycling requirements:
- The Contractor shall exercise care when handling containers. The Contractor shall replace containers that are found being handled by Contract personnel in a negligent manner. The Government will replace containers after they have become unserviceable due to excessive use by the Government.
- The Contractor shall leave the office areas and recyclable drop off areas in a clean and orderly manner.
1. RECYCLABLE PAPER MATERIAL:
Paper or paper products identified in the following definitions as being recyclable under area recycling laws.
2. PAPER GRADES:
Grade 1: High Grade Paper: Consists of computer print out, sorted white ledger, hard white shavings, and manila tabulating cards, or any combination thereof.
Grade 2: Mixed paper: Various grades of paper, including miscellaneous ledger, file stock, wet strength, heavy books, magazines, slick coat paper, ground wood printing and copier paper, and contaminated Grade 1 paper, or any combination thereof.
Grade 3: News: Consists of newspapers containing less than 10% of other papers.
Grade 4: Corrugated Containers: Bailed, bundled, or containerized corrugated containers having liners of either test liners, jute, or kraft. Commonly known as cardboard.
Grade 5: Sorted Office Paper: Paper typically generated by offices. Consist primarily of white and colored groundwood-free paper, free of unbleached fiber. May include a small percentage of groundwood computer printout and facsimile paper. No more than ten percent total outthrows or prohibitive materials by weight.
Grade 6: Telephone Directories: Consists of clean, dry telephone directories printed for or by telephone directory publishers. No more than ten percent total outthrows or prohibitive materials by weight.
3. OUTTHROWS FOR RECYCLABLE PAPER MATERIAL:
Outthrows for recyclable paper material are all paper products that are so manufactured, treated, or formulated so as to be unsuitable for consumption as grade specified.
4. PROHIBITIVE MATERIALS: any materials, which by their presence in packing of the recyclable paper material in excess of the amount allowed, will make the packing unusable as the grade specified.
any materials that may be damaging to equipment.
5. COATED PAPER:
Any paper or paperboard that has been coated, usually, with a clay or starch coating.
6. COMPUTER PRINTOUT:
Consists of white sulfite or sulfate papers manufactured for use in data processing machines. This grade may contain colored stripes or bars, as well as impact or non-impact (e.g., laser) printing. The packing may contain not more than ten percent groundwood. All stock must be untreated and uncoated.
7. FILE STOCK:
Consists of discarded correspondence files and record files without limitations as to prohibitive materials, including some carbon paper.
A substance found in paper materials that has been processed by a minimum of 10% mechanical pulping. Groundwood contains virtually the whole, unbleached wood, including lignin.
9. HARD WHITE SHAVINGS:
Consists of shavings or sheets of all untreated white bond ledger or writing papers. Must be free from printing and groundwood.
10. HEAVY BOOKS:
Consists of dry, clean, used and overused books; stitches stock; quire waste; and similar printed matter. This category grade may contain bleached sulfite and sulfate books adulterated with fine groundwood.
The brown, insoluble polymer which binds the cellulose fibers of woody plants.
Coated periodicals and catalogs containing print, as well as black-and-white and/ or colored photographs.
13. MANILA TABULATING CARDS:
Consists of manila-colored cards, predominantly sulfite or sulfate, which has been manufactured for use in tabulating machines. This grade may contain manila-colored tabulating cards with tinted margins.
14. MISCELLANEOUS LEDGER:
Consist of printed or unprinted sheets, shavings and cuttings of colored or white sulfite or sulfate ledger, bond, writing, or other papers which have similar fiber and filler content. This grade must be free of treated, coated, or padded or heavily printed stock.
15. VENETIAN BLINDS:
Blind slats only, with no cords attached.
2.13- A - SNOW AND ICE REMOVAL; General
1. The Contractor shall furnish the necessary tools, supplies and equipment, including heavy equipment, snow shovels, and other items the Contractor determines to be needed for snow and ice removal from the facilities that require snow and ice removal; SA-1, SA-26 and SA-33.
2. The Contractor shall remove snow and ice from all building entrances, steps and landings, sidewalks (including from property line to property line at SA-33), vehicular courts, parking areas and approaches.
a. Chemicals and/or sand shall be used to reduce safety hazards due to ice and snow, and they shall be listed on material safety data sheets. Contaminated snow and ice (containing salt compounds, etc.), shall not be placed on bushes or grass. No snow is to be dumped on or near trees, shrubbery, ground over, grass, or flowerbed areas. Chemicals and/or sand used shall not injure, damage, or destroy Government property. Contractor shall be responsible for damage to any landscaping materials damaged due to snow dumped in or near plants, bushes, trees, etc.
b. Pretreatment - walkways, driveways, ramps and entrance areas must be sanded and treated with Urea or similar melting compounds, as soon as snow, sleet, etc., starts to fall to preclude buildup in these areas.
c. Snow Removal -Snow removal shall start as soon as possible after snowfall occurs, and in no case later than the point when snow cover reaches one inch, regardless of the time of occurrence.
d. Ice Conditions -Ice shall be treated as soon as it starts to form.
e. The Contractor shall ensure the following snow/ ice removal operations are performed:
(1). ENTRANCE ROADS, PARKING AREAS, AND FRONT AND REAR ENTRANCES FROM ROADS � Ensure no build-up or accumulation occurs in entrance ways, parking areas, and from front and rear entranceways, to include to and from roads and parking areas. Parked cars shall not be blocked while snow and ice removal operations are being performed.
(2). AREA STORM DRAINS � check area storm drains to ensure they are clear and draining well.
(3). PARKING AREAS -Clear snow and ice from the parking areas to ensure no build-up occurs. Check storm drains to ensure they are clear and draining well. Parked cars shall not be blocked.
(4). LOADING RAMP �Clear snow and ice from loading ramps to ensure no build-up occurs. Check all drains to ensure they are clear and draining well.
(5). SIDEWALKS AND OTHER WALKWAYS TO FRONT ENTRANCE FROM THE ROAD AND PARKING AREAS �Clear sidewalks and other walkways to front and rear entrances and be sure they are clear and draining well.
(6). CHILD CARE FACILITY - Clear snow and ice from the child care area, approx. 4664 square feet, to ensure no build-up occurs. Due to the rubber-material installed in the play area grounds, the Contractor shall not use chemicals, metal snow shovels, or any other means of ice and snow removal that could damage this material. Any damage incurred to the child care equipment and/or grounds by the Contractor, during the snow and ice removal process, shall be repaired by the Contractor.�
2.13-B - SNOW AND ICE REMOVAL PLAN
Initially, within 15 days after Contract Award, the Contractor shall provide a detailed Snow and Ice Removal Plan for Government approval. Any changes to the Plan, after the first initial submitted Plan, shall be submitted to the Government for approval. In addition; on an annual basis no later than (NLT) October 15; the Contractor shall submit certification that their current Snow and Ice Removal Plan shall remain in effect during the upcoming Snow and Ice Removal Season. ANY changes to the Plan must be submitted to the Government, for approval, at that time.
To ensure proper snow and ice removal throughout the following facilities covered under this contract; SA-1, SA-26 and SA-33; the Contractor shall submit a Snow and Ice Removal Plan, listing those items in the following paragraphs, and the procedures, manpower, materials, and/or equipment that shall be utilized:
a. The Snow and Ice Removal Plan shall include a list of names and telephone numbers that will allow the Government to reach the Contractor 24 hours per day, 7 days per week for emergency snow removal. This list shall distinguish between those employees that work directly for the Contractor and those employees that are Sub Contract personnel, as well as the designated snow and ice removal work task they shall be performing.
b. List the tools, supplies and equipment, including heavy equipment, snow shovels, and
other items that shall be needed for the snow and ice removal.
c. List the types of chemicals and/or sand that shall be used to reduce safety hazards due to
ice and snow. All chemicals used shall be in accordance with Federal specifications,
�Buying Green� in accordance with paragraph 2. 11(D), and listed on material safety data
sheets to be submitted to the Government.
2.14 - ADDITIONAL/ MISCELLANEOUS REQUIREMENTS
MISCELLANEOUS CUSTODIAL SERVICES (REIMBURSABLE) � The Contractor may be requested, by the COR, to perform Custodial services outside of the Contractor�s core working hours. Upon this request, the Contractor shall submit to the COR a cost proposal for the performance of this work to perform this work, to include labor, materials, supplies, equipment, and any other direct/ indirect expenses, prior to performing this work. The Contractor shall use the loaded hourly rate x 1.5 (for non-core work hours) that was provided in their original estimate; Cost Proposal Volume II.
Preference is given to those concentrated cleaning chemicals that use ecologically sound packaging, are phosphate-free, non-corrosive, non-flammable and fully biodegradable.
SPECIAL CLEANING REQUIREMENTS/ BUILDIING SPECIFIC: The Contractor is responsible for all services stated throughout this Contract. The following building specific areas are identified as areas that require special cleaning:
ICC � Penthouse Area (Top Floor) 7254 Sq Ft
SA-1 � Child Care Center ( ATTACHMENT 9 - Child Care Center Cleaning Standards Checklists and Requirements)
a. Turn off unnecessary lights. Mechanical equipment controls for building systems (HVAC, electrical, plumbing, fire alarm, etc.) will not be adjusted by custodial personnel.
b. Water faucets or valves shall be turned off after the required usage has been accomplished.
c. Windows shall be closed when not in use.
d. Report fires, hazardous conditions and items in need of repair to the Government.
e. Lock rooms in security areas after cleaning and return keys to designated office.
f. Turn in lost and found articles to the Government.
g. Notify the Building Manager�s Office when an unauthorized or suspicious person is seen on the premises.
h. When requested, during inclement weather, lay out floor mats provided by the government in entrances and lobbies. Clean, remove, and store mats when no longer required.
i. Consumption of paper products and hand soaps may increase on occasion due to visitor traffic. The locker rooms, physical fitness areas and/or restrooms require additional policing and servicing by the Contractor to meet these needs.
2.15- QUALITY PERFORMANCE:
A. QUALITY CONTROL PROGRAM (Contractor Performance)
General: The Contractor shall ensure that all of the requirements of the contract are addressed in a Quality Control Plan (QCP). The Contractor shall submit a QCP with their proposal, and the Government will review and approve the QCP. A QPC that is rejected shall be updated and re-submitted to the Government. The QCP shall include the following:
Inspection System � tailored to each specific building being cleaned, addressing ALL services required by the Contract, ie daily and periodic services, and the inspection of those services. The Contractor shall devise a checklist for use during inspections and provide the name of each individual who will conduct the inspections. The checklist inspection sheet shall be signed and dated by the inspector at the time the inspection is completed. Personnel performing the work shall not inspect and accept the work.
Methods the Contractor shall use to identify and correct deficiencies in the quality of service before the level of performance becomes unacceptable.
On-site file of all inspections conducted and corrective action taken. The Government may compare inspections performed by the Contractor�s inspectors against the actual conditions which existed at the time of inspection.
B. QUALITY ASSURANCE SURVEILLANCE PLAN (Government Inspection and Acceptance)
The Quality Assurance Surveillance Plan (QASP) is the Government�s plan to ensure that the Contractor provides the required services and adheres to the quality standards as specified. (ATTACHMENT 2). A clean and well- maintained building is the primary goal of this contract. During the life of the Contract, several procedures will be enforced, such as inspections, documentation and retention of records, performance reports, etc.
2.16- INSPECTION AND ACCEPTANCE
PERFORMANCE STANDARDS/ MEASURES
1. The Contractor shall ensure that required services meet the custodial service standards found in ATTACHMENT 1. All work performed shall be of the highest quality, consistent with the best industry practices, to assure timely provision of services, optimum tenant satisfaction and adequate protection of Government assets.
2. Performance Measures
a. The rating(s) the Contractor receives on inspections and evaluations, formal Contract Compliance Reviews, and Customer Feedback Surveys that are conducted by the DoS will be reflected in past performance reports. These reports will affect the exercise of options, whether the contractor is awarded future Department of State (DOS) contracts and whether the contract is terminated for non-performance.
b. Excessive tenant complaints, non-performance, or unsatisfactory timeliness of performance and deliverable submission may result in any of the actions noted in 2.16; paragraph 2.a. When the Contractor�s non-performance results in the use of independent means to provide the service, the Contractor may be charged when additional costs are incurred.
c. The Contractor may be charged for non-performance on a task by task basis in accordance with the
Negative Incentive Table. (ATTACHMENT 3). Charges may occur for services not performed, or performed unsatisfactory, with the cost deducted from the Contractor�s monthly payment. The Government has the option for unsatisfactory service to be accomplished by another Contractor. In the event services are not provided due to the Government being closed or totally shut down, deductions in the contract price will be computed as follows:
3. Deductions will not be assessed for cleaning requirements on those days in which services are not required by the Government because the building (s) is closed due to unanticipated holidays declared by the President, provided, that payment to employees for such holidays is required in accordance with the wage determination applicable to this contract. SA-33 is an exception.
4. In the event services are provided for portions of days, appropriate adjustments will be made by the Contracting Officer to assure the Contractor is compensated accordingly.
5. Deductions will be taken when deliverables are not submitted. See Attachment 3.
6. Performance of work will be inspected by the Government or their designated representative. When work requires to be re-inspected, due to previous Unsatisfactory performance, the Contractor shall be required to re-perform the work, and the Contractor will de deducted for re-inspection costs. Attachment 3 � NEGATIVE INCENTIVE TABLE
a. Reduction and Addition of Space
In the event any space becomes unoccupied, a reduction in the contract price will be calculated based on the cost per square foot in �1.Pricing� for that Base and/or respective Option Year. In the event any space is added to the Contract, an addition in the contract price will be calculated based on the cost per square foot in �1.Pricing� for that Base and/or respective Option year.
b. Suspension of Work
In the event services are not provided or required by the Government because the building(s) are closed due to inclement weather, or any total shutdown for other reasons, reduction in the contract price will be computed as follows:
A. The reduction rate in dollars per day will be equal to the per month contract price for the building(s), divided by 21 days per month.
B. The reduction rate in dollars per day multiplied by the number of days services were not provided or required.
In the even services are provided for portions of days, appropriate adjustments will be made by the Contracting Officer to assure the contractor is compensated for services provided.
NOTE: Reductions will be assessed for cleaning requirements on those days in which services are not required by the government because the building(s) is closed due to unanticipated holidays, declared by the President, provided, that payment to employees for such holidays is required in accordance with the wage determination applicable to this contract.
2.17 - DELIVERABLES
1. DELIVERABLES TO BE SUBMITTED WITH TECHNICAL PROPOSAL
Resumes for Project Managers and Supervisors
Material Inventory List
Cleaning Plan for Each individual facility
Phase In and Phase Out Plan
Snow Removal Plan
Quality Control Plan and Sample Inspection Sheets
Safety and Environmental Program Plan
2- DELIVERABLES TO BE SUBMITTED THROUGHOUT LIFE OF CONTRACT
* The Contractor will be deducted $25 for each day that a deliverable is not submitted within
the required due date.
When minor changes are made to deliverables, i.e. telephone # changes, those changes shall be
Submitted to the Government within 10 days after the Change is made. Any major changes (i.e.
Replacement of the Project Manager) shall be requested by the Contractor and approved, by the
Government, prior to the Change being made.
DELIVERABLES DUE DATE OF SUBMISSION
Resumes for Project Managers and Supervisors Within 10 days after Contract Award,
prior to a change being made to the
Project Manager and/or Supervisor(s)
List of Names and Telephone #�s of Project manager, Within 10 days after Contract Award
Supervisors, and custodial personnel Prior to a change being made to the
Project Manager and Supervisors
Training Plan Within 10 days after Contract Award
Employee Certification of Training Within 30 days after Contract Award
Material Inventory List/MSDS Sheets/ Within 10 days after Contract Award
Hazardous Materials designated Prior to a change being made
Phase In Plan Within 10 days after Contract Award
Phase Out Plan Within 90 days of contract expiration
Cleaning Plan Prior to a change being made
Snow Removal Plan Within 15 days after Contract Award
Prior to a change being made
Sub Contractor List and associated service Within 10 days after Contract Award
Prior to a change being made
Quality Control (QC) Plan Within 10 days after Contract Award
Prior to a change being made
Completed QC Inspection Sheets Upon request
Completed Sign In/ Out Sheets Upon request
Strike Contingency Plan Within 10 days after Contract Award
Prior to a change being made
Documents showing the Monthly Site Visits Within the first 10 days, of the following
Performed by the Project Manager month, after site visit is performed
2.18 - SPECIAL CONTRACT REQUIREMENTS
TOP SECRET FACILITY CLEARANCE REQUIREMENT:
A. SA-26 (Beltsville Information Management Center)
ALL CUSTODIAL PERSONNEL PROVIDING SERVICES IN THESE FACILITIES SHALL HOLD INDIVIDUAL TOP SECRET CLEARANCES. AS A RESULT, THE CONTRACTORS SUBMITTING PROPOSALS SHALL HAVE A TOP SECRET COMPANY FACILITY CLEARANCE WITH THE DEPARTMENT OF STATE ON THE DAY AND TIME PROPOSALS ARE TO BE SUBMITTED.
B. SA-1 (Columbia Plaza). ALL CUSTODIAL PERSONNEL PROVIDING SERVICES IN THIS FACILITY SHALL HOLD INDIVIDUAL SECRET CLEARANCES.
SECURITY REQUIREMENTS (09/99)
ALL CONTRACTORS SUBMITTING A PROPOSAL SHALL HAVE A TOP SECRET FACILITY CLEARANCE ON THE DAY AND TIME OF THE ORIGINAL CLOSING DATE FOR PROPOSALS.
(a) The Offeror shall have a Current Company Facility Clearance, at the Top Secret (TS) Level, cleared by the Defense Security Service (DSS).
(b) Since it shall be necessary for some Contractor personnel to have access to classified material and/or to enter into areas requiring a security clearance, each Contractor employee requiring such access must have an individual security clearance commensurate with the required level of access prior to contract performance. Individual clearances shall be maintained for the duration of employment under this contract, or until access requirements change.
(c.) The Contractor shall obtain a Department of State building pass for all employees performing under this contract who require frequent and continuing access to Department of State facilities in accordance with DOSAR 652.237-71 �IDENTIFICATION/BUILDING PASS.�
(d). Performance of this contract shall be in accordance with the attached DD Form 254 Department of Defense Contract Security Classification Specification; and FAR 52.204-2 "SECURITY REQUIREMENTS," DOSAR 652.204-70 "SECURITY REQUIREMENTS," and DOSAR 652.204-71 "SECURITY REQUIREMENTS--PERSONNEL," as applicable. (ATTACHMENT 6)
(e). Classified material received or generated in the performance of this contract shall be safeguarded and disposed of in accordance with the National Industrial Security Program Operating Manual (DOD 5220.22-M).
EMPLOYEE IDENTIFICATION/BUILDING PASSES/ SIGN IN AND SIGN OUT LOG
The Contractor shall ensure each contractor employee has a Department of State/ Contract identification/ building pass before the employee begins work. These badges are furnished by the DoS, with the contractor returning all passes to the Government as employees are dismissed or when the contract terminates. Passes shall be displayed by Contractor employees.
The Contractor shall ensure that each person working for the Contractor signs in and signs out of the facility in a designated log, provided by the Contractor, and placed in an area for all personnel to sign.
The DOS Bureau of Diplomatic Security retains jurisdiction over this facility. An accident, fire, bomb threat, unusual incident or unlawful act must be reported immediately to the 24 hour Central Alarm Station (CAS) on-site, on telephone number (202) 647-1814. The CAS will provide emergency assistance as necessitated by the type of incident and/or prepare a DS Event Report.
3. 0 - CONTRACT ADMINISTRATION DATA
Period of Performance
The term of this contract shall be for a base year and three (3) one-year options. The contract may be extended by the exercise of an option pursuant to FAR 52.217-9, Option to Extend the term of the Contract and FAR 52.217-8, Option to Extend Services.
BASE YEAR: May 1, 2009 through April 30, 2010
OPTION YEAR 1: May 1, 2010 through April 30, 2011
OPTION YEAR 2: May 1, 2011 through April 30, 2012
OPTION YEAR 3: May 1, 2012 through April 30, 2013
Place of Performance
SA-1 - Columbia Plaza, Wash., DC
SA-07A, SA-07B, SA-07C, - Springfield, VA
SA-21 � Springfield, VA
SA-26 � Beltsville, MD
SA-31- Sterling, VA
SA-33- Federal Bldg, Wash. DC
SR-1 � Washington, DC
In no event shall any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this contract between the Contractor and a person other than a Contracting Officer (CO) be effective or binding upon the Government. The CO is the only person authorized to make or approve any changes in any of the requirements of this contract and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the CO. In the event the Contractor makes any changes at the discretion of any person other than the CO, the change will be considered to have been made without the authority and no adjustment will be made in the contract price to cover any increase in the costs incurred as a result thereof.
Contracting Officer: Ms. Rosalind M. Hicks
Telephone #: 703-875-6038
Contract Administrator: Ms. Rosalind Hicks
U.S. Department of State
Office of Acquisition Management
P.O. Box 9115, Rosslyn Station
Arlington, Virginia 22219
Fax #: 703-875-6085
Contracting Officers Representative (Government): Identified at Time of Award
Government Technical Monitor (GTM): BIMC (Beltsville Informational Management Center)
Identified at Time of Award
DoS Annex Facilities; SA-1, SA-7ABC, SA-21, SR-1, SA-31
Identified at Time of Award
ICC( International Chancery Center)
Identified at Time of Award
(a) Performance of the work hereunder shall be subject to technical instructions, whether oral or written, issued by the Contracting Officer's Representative of this contract. As used herein, technical instructions are defined to include the following:
(1) Directions to the Contractor which suggest pursuit of certain lines of inquiry, change work emphasis, fill in details or otherwise serve to assist in the Contractor's accomplishment of the Statement of Work.
(2) Guidance to the Contractor which assists in the interpretation of drawings, specifications or technical portions of work description.
(b) Technical instructions must be within the general scope of work stated in the contract. Technical instructions may not be used to: (1) assign additional work under the contract; (2) direct a change as defined in the "Changes" clause of this contract; (3) increase or decrease the contract price or estimated contract amount (including fee), as applicable, the level of effort, or the time required for contract performance; or (4) change any of the terms, conditions or specifications of the contract.
(c) If, in the opinion of the Contractor, any technical instruction calls for effort outside the scope of the contract or is inconsistent with this requirement, the Contractor shall notify the Contracting Officer in writing within ten working days after the receipt of any such instruction. The Contractor shall not proceed with the work affected by the technical instruction unless and until the Contracting Officer that the technical instruction is within the scope of this contract notifies the Contractor.
(d) Nothing in the foregoing paragraph shall be construed to excuse the Contractor from performing that portion of the contractual work statement, which is not affected by the disputed technical instruction.
Instructions for invoice payment:
Invoice submission is only via the Financial Operations fax server 866-483-3436 unless otherwise indicated. It is important that each invoice be transmitted separately.
Invoices shall list the item delivered by reference to the appropriate submittal, item number, price, and actual delivery date. It is imperative that the Contractor submit their invoice accordingly. It is highly recommended that the Contractor consult with the Contracting Officer and/or COR prior to their first invoice submittal. Invoices shall reflect those Schedules and Order for Supplies generated during the Award of the Contract.
To constitute a proper invoice, the invoice must include the following information and/or attached documentation:
(1) Name and address of the contractor
(2) Date of invoice
(3) Unique Vendor Invoice Number
(4) Remittance Contact Information
(5) Shipping Terms, Ship to Address
(6) Payment Terms
(7) Total Quantity of items, Total Invoice Amount
(8) DOS Order CLIN
(9) Requisition Number, Contract number, Order Number; also modification number, if applicable for each line item
(10) Description of the services rendered for each line item
(11) Individual Line Item Quantity, Price, and Extended Amount
Additional correspondence should be addressed to:
Name: U.S. Department of State
Global Financial Operations (RM/GFS/F)
Office of Claims (F/C)
Charleston Financial Service Center
Post Office Box 150008
Mailing Address: Charleston, SC 29415-5008
Telephone Numbers: Voice 843/202-3761
Person to Contact: Michael Washington, Office of Claims
To request Payment Status on a Past Due Invoice contact
Office of Claims Customer Service
Phone: 877-704-9473 Toll Free
52-252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es):
52-212-4-CONTRACT TERMS AND CONDITIONS � COMMERCIAL ITEMS (OCT2008)
52.228-5-INSURANCE--WORK ON A GOVERNMENT INSTALLATION (JAN1997)
THE FOLLOWING CLAUSES ARE PROVIDED IN FULL TEXT
52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders�Commercial Items (OCT2008)
(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
(1) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).
(2) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78)
(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
[Contracting Officer check as appropriate.]
__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with
Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402).
__ (2) 52.219-3, Notice of Total HUBZone Set-Aside (Jan 1999) (15 U.S.C. 657a).
__ (3) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns
(JULY 2005) (if the offeror elects to waive the preference, it shall so indicate in its offer)
(15 U.S.C. 657a).
__ (4) [Reserved]
__ (5)(i) 52.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644).
__ (ii) Alternate I (Oct 1995) of 52.219-6.
__ (iii) Alternate II (Mar 2004) of 52.219-6.
__ (6)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644).
__ (ii) Alternate I (Oct 1995) of 52.219-7.
__ (iii) Alternate II (Mar 2004) of 52.219-7.
X (7) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)).
__ (8)(i) 52.219-9, Small Business Subcontracting Plan (Nov 2007) (15 U.S.C. 637(d)(4).
__ (ii) Alternate I (Oct 2001) of 52.219-9.
__ (iii) Alternate II (Oct 2001) of 52.219-9.
_X_ (9) 52.219-14, Limitations on Subcontracting (Dec 1996) (15 U.S.C. 637(a)(14)).
__ (10) 52.219-16, Liquidated Damages�Subcontracting Plan (Jan 1999)
(15 U.S.C. 637(d)(4)(F)(i)).
__ (11)(i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business
Concerns (SEPT 2005) (10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall
so indicate in its offer).
__ (ii) Alternate I (June 2003) of 52.219-23.
__2) 52.219-25, Small Disadvantaged Business Participation Program�Disadvantaged Status
and Reporting (Oct 1999) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323).
__ (13) 52.219-26, Small Disadvantaged Business Participation Program�Incentive
(Oct 2000) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323).
__ (14) 52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
(May 2004) (15 U.S.C. 657 f).
__ (15) 52.219-28, Post Award Small Business Program Rerepresentation (June 2007)
(15 U.S.C. 632(a)(2)).
X (16) 52.222-3, Convict Labor (June 2003) (E.O. 11755).
__ (17) 52.222-19, Child Labor�Cooperation with Authorities and Remedies (Feb 2008)
X (18) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).
X (19) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).
X (20) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam
Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212).
X (21) 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793).
X (22) 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the
Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212).
X_ (23) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or
Fees (Dec 2004) (E.O. 13201).
X 24)(i) 52.222-50, Combating Trafficking in Persons (Aug 2007) (Applies to all contracts).
__ (ii) Alternate I (Aug 2007) of 52.222-50.
__ (25)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-
Designated Products (Aug 2000) (42 U.S.C. 6962(c)(3)(A)(ii)).
__ (ii) Alternate I (Aug 2000) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)).
__ (26) 52.223-15, Energy Efficiency in Energy-Consuming Products (DEC 2007) (42 U.S.C. 8259b).
__ (27)(i) 52.223-16, IEEE 1680 Standard for the Environmental Assessment of Personal
Computer Products (DEC 2007) (E.O. 13423).
__ (ii) Alternate I (DEC 2007) of 52.223-16.
__ (28) 52.225-1, Buy American Act�Supplies (June 2003) (41 U.S.C. 10a-10d).
__ (29)(i) 52.225-3, Buy American Act�Free Trade Agreements�Israeli Trade Act
(Aug 2007) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, Pub.
L 108-77, 108-78, 108-286, 109-53 and 109-169).
__ (ii) Alternate I (Jan 2004) of 52.225-3.
__ (iii) Alternate II (Jan 2004) of 52.225-3.
__ (30) 52.225-5, Trade Agreements (NOV 2007) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).
__ (31) 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006) (E.o.s, proclamations,
and statutes administered by the Office of Foreign Assets Control of the Department of
__ (32) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (42 U.S.C. 5150).
__ (33) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area
(Nov 2007) (42 U.S.C. 5150).
__ (34) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002)
(41 U.S.C. 255(f), 10 U.S.C. 2307(f)).
__ (35) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C. 255(f),
10 U.S.C. 2307(f)).