Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 10, 2008 FBO #2449
SOLICITATION NOTICE

S -- Galley Mess Attendant Services San Juan , PR

Notice Date

8/8/2008
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

561720 — Janitorial Services
 

Contracting Office

Department of Homeland Security, United States Coast Guard (USCG), Commanding Officer (fp), USCG Integrated Support Command Miami, 909 SE First Avenue, Room 512, Miami, Florida, 33131-3050
 

ZIP Code

33131-3050
 

Solicitation Number

HSCG28-09-2897W1032
 

Archive Date

9/19/2008
 

Point of Contact

Tuesday Fearn,, Phone: 787-729-2311, Juan Mendez,, Phone: 787-729-2322
 

E-Mail Address

tuesday.d.fearn@uscg.mil, juan.mendez@uscg.mil
 

Small Business Set-Aside

Total Small Business
 

Description

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a separate written solicitation will not be issued. The request for quotation (RFQ) number is HSCG28-09-2897W1032. The synopsis/solicitation constitutes a request for quotation (RFQ) and incorporates provisions and clauses in effect through Federal Acquisition Circular 01-27. This requirement is being solicited under full and open competition to provide Galley Mess Attendant Services. The NAICS code is 561720 with a small business size standard of 15.0 million. The contract will be awarded using simplified acquisition procedures in accordance with FAR 13. This requirement is for a fixed priced contract. Refer questions to FSC Tuesday Fearn (787) 729-231, tuesday.d.fearn@uscg.mil or F&S Juan Mendez, juan.mendez@uscg.mil. Closing date and time of receipt of quote is September 04, 2008, at 3:00pm (EST). Quotes sent To: Commanding Officer, USCG ISC MIami (fp) Room 512, 909 SE 1st Ave., Miami, FL 33131-3050 Attn: Evelyn Rawls;e-mail address: evelyn.p.rawls@uscg.mil. FAXED Quotations will be accepted at (305)415-7092. Telephone requests will not be accepted, a formal notice of changes (if applicable) will be issued in FEDBIZOPS (www.eps.gov). PERFORMANCE WORK STATEMENT (PWS) MESS ATTENDANT SERVICESAT THE U. S. COAST GUARD SECTOR SAN JUAN, PUERTO RICO, #5 Calle La Puntilla, San Juan, PR 00901-1800. 1. INTRODUCTION 1.1. The purpose of this Performance Work Statement (PWS) is to describe the needs and outcome anticipated by the U.S. Coast Guard (USCG) for the full and complete deliverance of the required services at the specified location to ensure consistent performance and are result-oriented. The results anticipated by the USCG, as described in the subsequent sections, is the full and complete provision of MESS ATTENDANT SERVICES AS REQUIRED BY THE USCG SECTOR SAN JUAN, PUERTO RICO (PR) to be performed at Sector San Juan, PR.. 1.2. The contractor shall ensure that these services are performed in a manner that ensures the health and safety of federal employees and members of the public; and, both the sanitary conditions and esthetic appearance of federal property as required by various federal, environmental, safety and health regulations. The services shall be furnished in a manner that provides superior customer service and well-maintained facilities that present a healthy, clean, neat and professional appearance in accordance with all the terms and conditions of the contract. The Contractor shall use the PWS, as well as any approved plans, to accomplish the tasks generated for this effort and to achieve the desired quality of service. 2. BACKGROUND 2.1. Mission. The USCG Sector San Juan, Supply Office is procuring these services to ensure the success of Sector San Juan’s primary mission. Base San Juan is the operating location for the USCG Sector San Juan whose responsibilities include all Coast Guard Mission requirements in the eastern Caribbean. The base is home to the Sector Organization as well as a number of units which operate under or alongside the Sector. Sector San Juan does not have the capability to support such work effort. Without these services, Sector San Juan would not be able to provide adequate facilities in terms of quality and acceptable living standards, to civilian and military members and their families; thus, affecting the overall mission and effectiveness of the entire organization. Hence, the need for a service contract is imperative. 2.2. Hours of Operation. All work shall be performed during the Government's regular working hours of 0700 (7:00 am) to 1530 (3:30 pm), Monday through Friday. No work shall be performed on Federal holidays or Saturdays and Sundays unless authorized by the Contracting Officer. 2.3. Location of Work. Base Galley San Juan is located at 5 Calle La Puntilla, San Juan, PR, 00901. The work shall be performed within the boundary lines of Base San Juan site as shown on the respective property line survey drawings. 2.4. Contractor Access to Government-Owned Facilities, Equipment and Services 2.4.1. The contractor will have access to certain Government owned facilities, equipment, materials and services for use only in connection with this contract. a. The use of Government owned property and services for other purposes is prohibited. All such facilities, equipment, materials and services will be provided in “as is” condition. The Contractor shall not modify or alter Government-owned property without the written approval of the Contacting Officer. b. The Contractor shall restore the Government-owned property to the condition in which received, at no cost to the Government, except for reasonable wear and tear, at the completion of this contract performance or termination, except as otherwise approved by the Contracting Officer. c. The government will have the authority to use any of the Government-owned property for appropriate functions with 48-hour notice. d. The Government will provide reasonable amounts of water and electricity at existing outlets for work to be performed under this contract at no cost to the Contractor. 2.4.2. The Contractor will have access to the following supplies, material, equipment, facilities, utilities and services: a. All utility services required in the performance of this contract including normal amounts of electricity, water and heat for spaces assigned by the Government for use by the Contractor. Electrical power is provided at existing outlets for the Contractor to operate equipment necessary in the performance of work. Hot and cold water is provided at existing sinks and outlets limited to the normal water capacity of the building. 2.4.3. Government services shall not be used in any manner for any personal advantage, business gain or other personal endeavor by the contractor or the contractor’s employees and shall not be used for any reason other than matters related to the performance of the contract. Contractor personnel shall not enter any spaces not specifically identified in the PWS; The Contractor shall prohibit his employees from using Government telephones except in matters related to the performance of this contract. 2.5. Energy & Resource Conservation: Efforts shall be made to ensure conservation of energy and water resources when used by the contractor. 2.6. Lost & Found: Any item of personal value found while in the execution of this contract not belonging to the contractor personnel shall be return to the COTR immediately. This includes all government or private property left behind accidentally or disposed of properly in disposal containers. 2.7. Base San Juan Storage Area: Availability of storage will be based on prior approval by the COTR. 2.9. CGES Use: The Contractor is not granted access to patronize the Coast Guard Exchange System at Base San Juan. This is a privilege authorized for military and federal government personnel only. Soda and Snack Vending Machines are available throughout the Facilities. 2.10. Galley Use: The Contractor is granted access to patronize the Galley at Base San Juan. 3. SCOPE OF WORK The Contractor shall provide all labor, supervision and any other items necessary to perform the services required. The contractor shall provide the supervised labor to perform Mess Attendant Services to include Food Servicing, Cleaning, and Dishwashing, for the Dining Facility and its related spaces at the quality standards and frequencies stated herein and the agreed to Quality Control Plan. 4. APPLICABLE DOCUMENTS 4.1. The Contractor shall comply with all applicable federal, state, local and municipal laws, regulations and requirements; all industry standards/references; and, all Government and Coast Guard Regulations, attachments and exhibits identified herein and/or listed in the table below applicable to the performance of the contract and to contractor personnel. Prior to starting work under this contract, the contractor shall obtain and provide the required insurance, and certifications/permits/licenses and shall maintain such documents throughout the term of this contract. Contractor shall provide a copy of the “Fondo Del Seguro del Estado” (workers state insurance). PUBLICATIONTITLEDATEPROVIDED COMDTINST M5530.1CPhysical Security and Force Protection ProgramLatest edition Upon Request COMDTINST M5100.29Safety and Occupational Health ManualLatest edition Upon Request COMDTINST 16478.1BHazardous Waste ManagementLatest edition Upon Request COMDTINST M6000.1AMedical Manual, Chapter 7Latest edition Upon Request COMDTINST M6240.4AFood Services Sanitation ManualLatest edition Upon Request COMDTINST P4061.4Food Service Practical HandbookLatest edition Upon Request 4.2. The Government will provide publications listed upon request. The Government may issue supplements or amendments to the publications from any organizational level during the life of the contract. The Contractor shall keep all publications up-to-date and shall immediately implement those changes that result in a decrease or no change in the contract price. Before implementing any change that will result in an increase in contract price, the Contractor shall submit to the Contracting Officer a price proposal for approval within 30 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. 4. TECHNICAL REQUIREMENTS FOR MESS ATTENDANT SERVICES. 4.3. TECHNICAL REQUIREMENTS FOR MESS ATTENDANT SERVICES 4.2.1. General Tasks: The Contractor shall provide necessary labor to provide Mess Attendant Services to include Food Servicing, Cleaning, and Dishwashing, for the Dining Facility and its related spaces at the quality standards and frequencies stated in the agreed to Quality Control Plan. The tasks to be performed include a significant amount of the duties, which are typical, but not all inclusive, as identified below. 4.2.2. Patronage: The Coast Guard Base San Juan Dining Facility (Galley) provides dining area for all Officers, Enlisted Personnel, CG Civilian Employees, DOD and DHS patrons, authorized guests and Government Contractors. 4.2.3. Hours of Operation: a. The Galley operates at the following hours: Weekdays: 0530 to 1800 (5:30am – 6:00pm) Weekends/Holidays: 0600 to 1800 (6:00am – 6:00pm) b. The Galley Mess Attendant Services work hours are Weekdays from 0530-1400 (5:30am-2:00pm). Note: Mess Attendant Services shall only be required during the core operation hours of the galley, which is breakfast to lunch from 0530 to 1400 (5:30am-2:00pm). These core hours are when the galley has the most clientele in attendance. As a result, Mess Attendant Services are not required on the weekends and on the dinner meal because of the low clientele attendance.. 4.2.4. Historical Workload: The Galley’s average workload in meal numbers is as follows: BreakfastLunchDinnerBoxed Meals Weekdays25651510 Weekends/Holidays1525105 4.2.5. Work Location: The location of services includes approximately 3,700 square feet made up of the Dining Facility, Kitchen, and Scullery. 4.2.6. Definitions: a. Work Period: The work period is from 0530 to 1400 Monday – Friday. The Government reserves the right to adjust meal-serving hours (hours designated by the Government when the Dining Facility is open for service) as necessary: b. Food Servicing: Food servicing will be utilized as needed during the meal times on weekdays from 0615 to 0700 (breakfast) and from 1130 to 1230 (lunch) and will entail: i. Display salad bars ii. Display dessert bar iii. Replenish beverages (milk, juice, water, etc.)/prepare coffee iv. Replenish condiments (salt, pepper, ketchup, etc…) v. Replenish napkin dispensers c. Cleaning of the Facility and Equipment: Cleaning services will be utilized daily on the weekdays immediately after the mealtime is over and dishwashing is completed and will entail: i. Cleaning Dining Facilities ii. Cleaning Kitchen Area Equipment iii. Waste Collection/Removal iv. Floor Maintenance v. Spot cleaning d. Dishwashing (Scullery): Dishwashing services will be utilized daily on the weekdays throughout the duration of breakfast and lunch, unless meal serving is required. In the event meal serving is required, dishwashing shall be as soon as breakfast and lunch is over, or while customer flow slows down. Dishwashing services will entail: i. Operate dishwashing machine ii. Wash plates, cups, pots, pans, and silverware iii. Replenish food line dispenser iv. General cleaning of kitchen equipment 4.2.7. Compliance: The Contractor shall comply with all federal, state, and local environmental laws and regulations. The Contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all in compliance with the Environmental Protection Agency (EPA) and the Occupational and Safety Hazard Administration (OSHA). 4.2.8. Contractor Furnished Items: The Contractor shall provide services to perform the requirements of this contract. Such equipment and the use of that equipment shall be subject to the inspection and approval of the KO. 4.2.9. Repairs and Maintenance: The Contractor shall not perform any repairs to, or maintenance of, Government owned facilities or equipment except for the required cleaning of such facilities and equipment. Government owned facilities or equipment found by the Contractor to be in need or repair will be reported to the Contracting Officer's Technical Representative or, in his absence, the Government employee in charge of the dining facility. 4.2.10. Clean-up and Disposal of Debris: All garbage and trash incident to the Food services provided in the contract shall be disposed of in compliance with all Federal, State and Local laws and regulations. Debris shall not accumulate in open spaces. The Contractor may use the Government compactors, dumpsters and containers for disposal of janitorial trash. Food waste shall be placed only in the containers marked for food waster. All or material shall be placed in the proper container. No hazardous materials shall be disposed of in the Government containers. 4.2.11. Specific Tasks Clarification 4.2.11.1. Food Servicing a. Includes pre service setup and re-supply of serving lines, salad bar, dessert bar; carry food, bulk milk and beverages from storage to dispensers; provide "line servers" to serve food, serve food and remove left over foods from the serving lines. b. Transport all food from production or storage areas to serving lines in accordance with procedures established by the Dining Facility Manager or COTR. c. Provide sufficient continuity of the serving lines, beverage dispensers, salad bars and dining table items (napkins, salt, pepper, condiments, etc) at a rate sufficient to ensure availability to all patrons without waiting. d. Keep serving line areas clean and free of spilled foods. Police the dining areas and access routes to tray deposit areas immediately cleaning away accidental spillage of trash or food, including table tops, chairs, and floors. Clear, clean, and sanitize dining room tables, chairs, at a rate sufficient to ensure availability to customers. 4.2.11.2. Cleaning of the Dining Facilities, Kitchen Area and Equipment The contractor shall furnish the following tasks in the Dining Facility, Kitchen Area, and Equipment shall be completed within two hours after each meal and no later than 30 minutes prior to the start of the next scheduled meal. The contractor shall cleanup those areas that immediately affect customer service to include the appearance of the dining hall, kitchen, storage areas and dishwashing area. a. General: i. Any removable item, such as furniture, equipment and glassware shall be moved so that a thorough job may be accomplished for all operations required. Upon completion of work, all removable items moved shall be returned to their original position. No chairs, wastepaper baskets or other similar items shall be stacked on tables or windowsills. ii. Baseboards, walls, wall base, floor finish, furniture and equipment shall not be splashed, disfigured, damaged or marred during these operations. iii. All equipment and supplies shall be stored properly and in designated spaces. iv. Weather, traffic or other conditions, as well as during cleaning operations, may demand additional cleaning by the Contractor to ensure that the facilities and equipment are clean, neat and sanitary. Proper precautions shall be taken to advise customers of wet/slippery floor conditions. This applies during inclement weather as well as during cleaning operations. v. Contractor shall promptly report to the COTR any fires, hazardous conditions and items in need of repair, including dead lights, leaky faucets, toilet stoppages and malfunctioning dispensers, etc. vi. Contractor shall close windows and turn off lights when not in use. Turn in all lost and found articles to the COTR. b. Dining Facilities: i. Remove all foods from serving lines and salad bar(s) and return all items to be refrigerated to the refrigerator storage areas. ii. Remove soiled trays, dishes, and utensils from the tray rack to the dishwashing area. iii. Clean tables, counters, kitchen and service equipment; wash glasses, dishes, flatware, cooking utensils and cooking vessels; clean refrigerators and frozen food cabinets as directed; food serving and preparation surfaces shall be free of dust, finger marks and smears. 4.2.11.3. Kitchen: a. Clean food preparation area and equipment including mixer, grill, griddle, meat-slicer, deep fat fryer, steam jacketed kettle, and other appliances, such as the exteriors of "reach in" and walk-in refrigerators and freezers and defrost as necessary to prevent excess ice accumulation. NOTE: The Dining Facility cooks will clean the broiler and grills as needed during the cooking operation; however, the contractor shall provide deep cleaning of this equipment after each meal. b. “Cooling down" of ranges and ovens shall be ensured. At these times, the Contractor shall thoroughly clean interiors, including shelves and racks. All ventilating hoods, grease filters and grease traps shall be cleaned as agreed upon. Traps shall be skimmed as agreed before water is flushed through the sinks. c. Clean exteriors of salt, pepper, sugar and condiment containers (bottles containing ketchup, meat sauce, or chili sauce) and refill as required. Clean tableware dispensers/holders. Care and cleaning of special equipment procedures shall be in accordance with manufacture's instruction and standards as provided. 4.2.11.4. Equipment: The contractor shall maintain and sanitize, as applicable, dishes, pots, pans, kitchen and dining areas surfaces, by making them free of any foreign matter, dust, dust streaks, lint, cobwebs, dirt, oils, spots, smudges, streaks, grime, excessive moisture, cloudiness and other materials in order to provide a polished appearance from walls, waste receptacles, glass, all mirrors, counter tops, shelving, dispensers, chromium fixtures, piping, and other specified surfaces. 4.2.11.5. Dishwashing (Scullery): a. The contractor shall furnish the following tasks in the Dining Facility, Kitchen Area, and Dishwashing and shall be completed within two hours after each meal and no later than 30 minutes prior to the start of the next scheduled meal. b. The Contractor shall operate, clean and maintain dishwashing machine(s) in accordance with manufacturer's instruction. c. The Contractor shall operate dishwashing equipment during and after meal hours. d. The Contractor personnel shall immediately notify the Food Service Officer any time the water temperature falls below the prescribed minimum temperatures, or in the event of mechanical malfunction. e. The Contractor shall store and transport cleaned equipment, utensils, dishes, glasses, and vessels to the point-of- use or storage. 4.2.11.6. Waste (trash/garbage) Collection, Removal and Disposal: a. Contractor shall remove garbage and trash from all areas in the dining facility, transport to the designated disposal areas and placed in appropriate receptacles. Trash and garbage area of the dining facility shall be maintained in sanitary orderly condition at all times, and the deck area shall be cleaned. b. Contractor shall maintain all waste, trash, and paper receptacles free of refuse, debris, rubbish, trash and garbage, etc.; and, their contents shall be collected and removed from the dining facility to the main disposal areas/dumpsters outside of the building. c. Garbage containers and covers shall be thoroughly scrubbed clean each time they are emptied before returning to point of use. d. Wooden crates and boxes, cardboard and cartons shall be crushed and flattened and placed in appropriate receptacles. 4.2.11.7. Floor Maintenance: a. Contractor shall maintain all exposed floor areas; carpeted and non-carpeted, to include one step poured cement floor; floor mats and runners; baseboards; entrances (to include the exterior main entrance walkway to the galley) and all storage space floor areas. b. The Contractor shall maintain these areas in accordance with commercially acceptable, industry standards/methods and any applicable documents identified in Section 4, Applicable Documents. These areas shall present a uniform, clean appearance free of debris, dirt, dirt streaks, dust, trash, litter, mildew, soap stains, rust, water deposits, soiled water film, streaks, marks, excess water, all foreign matter, soil, wads of gum, tar and similar substances. There shall be no dirt, trash or foreign matter left under tables, chairs, furniture, equipment and in corners. c. One step poured cement floor shall be cleaned in accordance with manufacturer’s approved ceramic tile cleaner. Cleaned surfaces shall have a uniform appearance when dry and shall be free of soil and cleaning solution or solution film. Any new soiling of bases shall be immediately removed and not allowed to accumulate. d. All resilient floor areas especially heavy-traffic floor areas (entrances and lobbies); shall be maintained for maximum gloss and uniform sheen. 4.2.11.8. Spot Cleaning: Clean up food debris and beverages spills on floors, counter or elsewhere in the serving dining areas within 5 minutes from the time of the spill or immediately if food services would be disrupted. 5. DELIVERABLES The Contractor shall submit the following deliverables in accordance with the table below. Two (2) copies of each deliverable shall be provided – one for the Contracting Officer and one for the COTR – unless otherwise noted. Electronic submissions are acceptable provided the format is compatible with MS Word 7.0. DeliverableFrequencySubmittal Schedule Quality Control Plan As revisedWith Quote Resume and contact information for the designated on-site working supervisorAs neededWith Quote Staffing Plan (to include staffing & list of personnel with assignments and schedules) As revisedWith Quote Medical Reports (Mess Attendant Services)Annually (from date of employment)For applicable employees prior to starting work. Workers State InsuranceWith Quote City Work Permit With Quote Material Safety Data Sheet (MSDS)As neededWith Quote Certificate of Insurance as Required by FAR 52.228-5Annually With Quote; and, on anniversary of policy renewal. (See NOTE below) Invoices ledger (including all line items)MonthlyWith every monthly invoice Job Completion Report Form (will be provided to the Contractor at time of award)Upon completion of each jobWithin 3 days (Note: submit to COTR only) Contract Discrepancy Report FormAs neededWithin 5 days of receipt NOTE: It is acceptable to submit a letter from the Insurance Company stating a Certificate of Insurance will be provided upon contract award. A letter from the Contractor will not be acceptable. 7. PERSONNEL REQUIREMENTS/QUALIFICATIONS 7.1. On-Site Working Supervisor: The Contractor shall provide a qualified full-time On-Site Working Supervisor to manage Contractor personnel at the work site. a. This person (and their substitute) shall have full authority to act for the Contractor on all matters relating to the daily performance of the contract work at the worksite(s) and to accept and sign for notice of deductions, inspections reports and all other correspondence on behalf of the Contractor. b. The individual shall be the central point of contact with the Government; and, SHALL EFFECTIVELY COMMUNICATE IN BOTH ENGLISH AND SPANISH. c. The resume of the On-Site Working Supervisor shall be submitted WITH the Contractor’s QUOTE as specified in Section 6, Deliverables, of the PWS. d. The On-Site Working Supervisor shall have a minimum of THREE YEARS of experience as a Janitorial Services Supervisor and shall remain at the site at all times during normal working hours, except for short absences for other contract related activities (i.e. repairing equipment, purchasing equipment). e. When the On-Site Working Supervisor is absent for an extended period (more than 4 hours), the COTR shall be notified and the Contractor shall appoint a qualified substitute. Supervisor must provide the COTR a cellular phone number where it could be reached at all times during the working hours. 7.2. Appearance/Uniforms: Contractor employee personnel shall present a neat appearance and shall be easily recognized via contractor-furnished uniforms. Supervisory personnel are also required to wear uniforms and shall present a neat, professional appearance. Contractor personnel shall wear nametags furnished by the Contractor containing, at a minimum, the employee’s last name and the company name. Uniforms (pants and shirts) may be any color, with prior approval of the COTR, except blue and shall be kept clean and in good condition. Uniforms shall have the Contractor's name, readily identifiable, affixed thereon in a permanent or semi-permanent manner such as a badge or monogram. Contractor personnel shall wear their security ID card at all times when working in any of the areas. 7.3. Removal from Duty: The Government may require the Contractor to immediately remove any employee(s) from the worksite(s) should it be determined that they have been disqualified for security reasons or are found to be unfit for performing their duties. The Contracting Officer or COTR will make all determinations regarding the removal of any employee(s) from the worksite(s). In the event of a dispute, the Contracting Officer will make the final decision. Specific reasons for removal of employees will be provided in writing to the Contractor. For clarification, a determination of “unfit for duty” may be made from, but not limited to, incidents involving most regularly identified types of misconduct or delinquency set forth as follows: disorderly conduct (which includes using offensive/abusive language, quarreling, fighting, intimidation by words or actions or actions that disrupt Government operations); thefts, vandalism, immoral conduct, or any other criminal activity; selling, consuming, or being under the influence of intoxicants, drugs, or substances that produce similar effects; improper use of authority or credentials; unauthorized use of Government equipment or property; violation of Government security procedures or regulations. 7.4. Security at Base San Juan/Rio Bayamon Housing: The Contractor shall provide a LIST OF NAMES for all personnel working under this contract and obtain a Coast Guard Security Identification (ID) card for each of them from the respective Security Office. a. All personnel shall display the ID card while working under this contract. To obtain the ID card, contractor personnel shall provide a valid form of identification such as a passport, driver’s license, electoral card, birth certificate, etc. All personnel and company vehicles shall register with the Security Office. All Contractor vehicles shall be licensed to operate in the Commonwealth of Puerto Rico. b. All personnel will be subject to personnel background security check and ID system. Any personnel that does not meet this security requirement will be subject to removal from Sector San Juan and the project. Any personnel operating vehicles (personal or contractor) onboard the Sector San Juan shall have a current and valid license in their possession as applicable to vehicle type as determined by the commonwealth of Puerto Rico Highway Department of Transportation. License will be subject to inspection by the security officers and COTR at any given time. All contractor personnel shall obey all base rules and regulations, as stated in the Sector San Juan Security Manual, which is available for review at the security office. 7.5. Conservation of Utilities: The Contractor shall actively participate in Coast Guard energy conservation activities. The contractor shall comply with and enforce all local command policies and directives regarding energy management. Contract employees shall be instructed in utilities conservation practices, and shall be required to operate under conditions that prevent waste of Government-owned utilities. This may include, but not be limited to, the turning off of interior and exterior light fixtures when not in use or not needed, temperature adjustments on thermostats, securing running water, etc. 7.6. Medical Examinations a. The Contractor shall ensure that any Contractor employee designated for Mess Attendant Services duties shall undergo a medical examination. All medical certificates, exams, and treatments are at the expense of the Contractor. b. All Food Service Workers shall be in good health and have a physician's certification stating that they are free of any communicable disease prior to commencing work at this facility. c. All Food Service Workers shall have a physician's examination report containing the following information: Complete Blood Count (CBC); Purified Protein Derivative (PPD) (Tuberculosis (TB) Skin test); Ova & Parasite Lab Exam; and, Hepatitis A vaccinations. The medical examinations and reports shall comply with Section 4, Applicable Documents, herein. d. The Contractor shall submit the necessary medical documentation in accordance with Section 6, Deliverables, of the PWS; and, with the approved Contractor’s Quality Control Plan. Completed physician's forms shall be submitted prior to each employee commencing work and annually, thereafter, to the COTR for submission to the Medical Clinic for review. 8. CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS 8.1. General. The quality control program is the driver for service/product quality in this contract. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program. 8.2. Contractor Quality Control Plan (QCP): The Contractor shall establish, develop, submit and maintain and implement a complete QCP delineating the contractor’s Quality Control Program/Inspection System to monitor and control their performance of services, in accordance with Section 6, Deliverables, of the PWS to ensure that the requirements of the contract are performed and provided in accordance with the PWS, established standards and with commonly accepted commercial practices. The QCP shall include timely and effective corrective action for all deficiencies identified by the Government addressing the areas identified in the PWS; shall implement procedures to identify, prevent, and ensure non-recurrence of defective services; shall address inspection procedures; shall provide an action plan for correction of discrepancies; shall provide a strategy for retaining qualified personnel; and, shall explain management’s role in its commitment to quality performance. After initial approval, if the plan is updated or changed, it shall be re-submitted to the Contracting Officer and COTR for approval. 8.3. Quality Control (QC) Program/Inspection System. At a minimum, the Contractor shall develop procedures addressing the areas identified in the Service Delivery Summary of the Government Quality Assurance Requirements. The QC Program/Inspection System shall encompass all functions of the contract and shall establish and explain in detail how the Contractor shall sustain the quality of providing the required services. It must specify areas to be inspected on either a scheduled or unscheduled basis; and, list the title of the individual conducting the inspection. The QC Program/Inspection System shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made; the number and type of deficiencies found; and, the nature of corrective action taken as appropriate. 8.4. Contents of the QC Program/Inspection System shall include, but are not limited to, the following: I. Introduction to the Quality Control System: A. Background and Rationale for the System B. Objectives in using Quality Control C. Successes with and updates for the System II. Quality Control Process for the Various Tasks: A. Steps and Flow Diagram - Includes checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations. B. Inspection Procedure - Includes checklists used by the contractor, identifying the items, frequency, conformance indicators and actions taken if nonconformance found covering all the service requirements of this contract. C. Means of Identifying and Resolving Problems - A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies. D. Roles and Responsibilities - The name(s) of the individual(s) who will perform the inspection. III. Specific Quality Control Functions: A. Supervision of Services covering all the service requirements of this contract (to include schedules for all necessary assignments by dates and areas for each area/building; submissions and completion reports, availability of supervisor/shift-leader and any substitutes/alternates with the flexibility to realign staff for certain events. B. Compliance with health and sanitary requirements. C. Sanitation and maintenance of the Facility (including employee areas). D. JANITORIAL Operations. E. MESS ATTENDANT Operations. F. A file of all inspections conducted by the contractor and the corrective action taken. G. Ordering, receipt, storage and retrieval of products, supplies, materials and equipment to be used. H. Labor practices (hiring, retention and rewards, and substitutions). I. Waste Management (including recycling). J. Security & Safety Compliance w/OSHA/EPA. K. Conducting and validating periodic customer surveys. IV. Contingencies: A. Special Event or Emergency Situations 1. Procedures to be used 2. Obtaining additional employees B. Hurricane and other natural disasters 9. GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS 9.1. Fundamental Government Responsibilities. The Contracting Officer Technical Representative (COTR) is responsible for representing the Contracting Officer in all facets of service quality. The COTR will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept on behalf of the Contracting Officer. The functions of the COTR are identified below. Government personnel, other than the Contracting Officer and the COTR, from time to time, may observe the contractor’s operations. However, these personnel may not interfere with contractor performance. 9.2. General Quality Assurance Functions. To facilitate the surveillance of the Contractor’s Quality Control (QC) Program by the Government, the COTR will verify contractor compliance with designated contract performance requirements through a series of random; announced/unannounced; and, impromptu/scheduled inspections. The COTR will review the critical requirements to assess their applicability and recommend the addition or deletion of requirements as conditions warrant. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the Contractor shall be subject to re-performance (at the company’s expense); and/or an inspection fee; and/or a reduction of the Contractor’s payment. With this intent, the COTR’s surveillance approach may not be one that stays the same throughout the duration of the contract. The COTR will periodically update the surveillance approach when the need arises. The COTR will inspect the contractor’s QC Plan regularly for compliance with the requirements herein. 9.3. Specific Quality Assurance Functions: The COTR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COTR will perform the following Qualitative and Evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP). a. Carry out periodic inspections using the Quality Checklists to evaluate contractor performance to ensure compliance and receipt of services. The COTR will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s QC Program and receipt of complaints from base personnel. The COTR may inspect each task as completed; increase the number of quality control inspections if deemed appropriate because of related failures discovered during quality control inspections or because of repeated customer complaints; or, decrease the number of quality control inspections if performance dictates. b. Report findings resulting from these inspections to the Contractor and the Contracting Officer. If discrepancies are discovered as a result of the periodic inspections, or any other means, the COTR will use a Contract Discrepancy Report (CDR) to communicate them to the contractor and follow up to ensure nonconformance’s are corrected. When a discrepancy exists, the contractor shall complete the applicable CDR blocks. The Contracting Officer will evaluate the contractor’s explanation and determine the next course of action. c. Perform monthly reviews of the contractor’s reports and records to ensure they adequately reflect the proper schedules. d. Review changes as well as initial and annual equipment inventories. e. The COTR will meet at least twice a week with the Contractor’s on-site working supervisor during the first month of the contract. Thereafter, meetings will be scheduled monthly by the COTR or as often as necessary. The COTR will prepare written minutes from these meetings that shall be signed by the Contractor’s on-site working supervisor and the COTR. Should the Contractor not concur with the minutes, the Contractor shall state any areas of non-concurrence in writing to the COTR within 5 calendar days of receipt of the signed minutes. Meeting minutes will be maintained in the COTR contract file. f. Take appropriate actions based on Health/Safety/Environmental/any other inspection results. g. Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein; and, follow up to ensure customer surveys conducted by the contractor are conducted properly and contractor responds fully to concerns. The COTR will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the COTR will make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). h. Perform Annual and Final Performance Evaluation on the Contractor. 9.4. Service Delivery Summary (SDS): The contract/PWS service requirements are summarized into the following Performance Objectives, whose thresholds are critical to mission success: Performance Objectives for Janitorial and Mess Attendant Services Performance Standard Ability of full-time On-Site Working Supervisor to manage Contractor personnel at the work site.100% of the time Perform all scheduled Janitorial Services Tasks in accordance with the established tasks/frequencies.100% of the time Perform all scheduled Mess Attendant Services Tasks in accordance with the established tasks/frequencies.100% of the time Provide sufficient labor to ensure there is no impact on operations during contingency operations and special events.100% of the time Provide all required plans/reports/schedules. 100% of the time Provide additional services under the Requirement Items as needed.100% of the time Maintain government-furnished storage and equipment, if provided. 100% of the time 9.5. This comprises the Government’s QASP, which has been developed to evaluate contractor actions while implementing this PWS; and, is designed to provide an effective surveillance method of monitoring contractor performance for each listed Performance Objective on the SDS. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the government desires to maintain a quality standard for this service contract. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved. COMMERCIAL SIMPLIFIED ACQUISITION ORDER PROVISIONS AND CLAUSES 1.FAR 52.212-1, Instructions to Offerors - Commercial Items (Jan 2005) As described in FAR 12.301(b)(1), this provision provides a single, streamlined set of instructions to be used when soliciting offers for commercial items and is incorporated in the solicitation by reference. The KO may tailor these instructions or provide additional instructions tailored to the specific acquisition in accordance with 12.302 (include by reference). 2.FAR 52.212-2, Evaluation - Commercial Items (Jan 1999) Pursuant to FAR 12.301(c), include this provision in full text including evaluation factors, if awarding a simplified acquisition using the “best value” technique. 3.FAR 52.212.3, Offeror Representations and Certifications- Commercial Items (May 2005) Pursuant to FAR 12.301(b)(2), include this provision in full text for all commercial simplified acquisitions. An offeror shall complete only paragraph (j) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov/ If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (i) of this provision.. 4.FAR 52.212.4,Contract Terms and Conditions –Commercial Items (Oct 2003) Pursuant to FAR 12.301(b)(3), include the clause by reference in all commercial simplified acquisition solicitations and resulting purchase orders. 5.FAR 52.212.5, Contract Terms and Conditions –Commercial Items (Jan 2005) Pursuant to FAR 12.301(b)(4), include this clause in full text in solicitations and resulting purchase orders for the acquisition of commercial items. The contracting officer must tailor this clause. This clause incorporates by reference only those clauses that are required to implement provisions of law or executive orders. The clauses listed below in bold face type are those that apply to simplified acquisition. (b) The Contractor agrees to comply with the following FAR clauses in this paragraph (b) which 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: 52.219-1, Small Business Program Representations (Apr 2002) 52.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644) 52.222-3, Convict Labor (June 2003) (E.O. 11755) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (June 2004) (E.O. 13126) 52.222-21, Prohibition of Segregated Facilities (Feb 1999)(use if 52.222-26 is applicable). 52.222-26, Equal Opportunity (Apr 2002) (E.O. 11246) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001) (38 U.S.C. 4212) 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793) 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001) (38 U.S.C. 4212) 52.225-1, Buy American Act-Supplies (June 2003) (41 U.S.C. 10a-10d) 52.225-3, Buy American Act-Free Trade Agreements-Israeli Trade Act (Jan 2004) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, Pub. L. 108-77, 108-78) 52.225-13, Restrictions on Certain Foreign Purchases (Dec 2003) (E.o.s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury) 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)). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332) 52.222-41, Service Contract Act of 1965, as Amended (May 1989) (41 U.S.C. 351, et seq.) 52.222-43, Fair Labor Standards Act and Service Contract Act-Price Adjustment. (Multiple Year and Option Contracts) (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.) HSAR 3052.242-72 – Contracting Officer's Technical Representative (Dec 2003) HSAR 3052.237-70 -Qualifications of contractor employees. Company quotes should include the solicitation number, the time specified in the solicitation for receipt or offers, the name address and telephone number of the offeror, a complete copy of the representations and certifications at FAR 52.212-3. Vendor must be registered in Central Contractor Registration @ www.ccr.gov as indicated in FAR 52.204-7.
 

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Record

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