Attach 1 - PWS.pdf

Performance Work Statement (PWS)

BARRACKS MANAGEMENT SERVICES

United States Coast Guard Training Center (TRACEN)

Yorktown, VA

PERFORMANCE WORK STATEMENT (PWS) FOR

AT USCG TRAINING CENTER YORKTOWN, VA

1.0 GENERAL

This requirement for Barracks Management Services includes Barracks Monitoring/Hotel Type Front

Desk Operations, Janitorial Services, and Linen Services. The United States Coast Guard (USCG)

Training Center (TRACEN) Yorktown operates four barracks buildings on base year-round. The facilities house USCG students, members and authorized patrons.

1.1. BACKGROUND

TRACEN Yorktown’s mission is to train USCG Active Duty, Reservists, and Auxiliarists in the latest techniques and applications of the Coast Guard. TRACEN Yorktown also offers basic and advanced courses to personnel from other armed services, State and Federal agencies, and allied nations throughout the world. TRACEN Yorktown occupies a site of approximately 154 acres on the York River, located two miles east of Yorktown, Virginia (VA). TRACEN Yorktown is on a peninsula, bounded on the northwest by the Yorktown battlefield area, Colonial National Historical Park and on the southwest by the United

States (U.S.) Navy Fuel Facility, Yorktown Branch. The shores of this peninsula face the York River on the north and Wormley Creek on the south.

1.2. SCOPE

The Contractor shall provide all services, management, execution, administration, planning, programming, supervision, personnel, labor, materials, supplies, parts, tools, vehicles, transportation, and equipment (except those items specified as Government-furnished) to perform the Barracks Management

Services. These services include Barracks Monitoring/Hotel Type Front Desk Operations, Custodial/Janitorial Services, and Linen Services at TRACEN Yorktown as specified in this Performance

Work Statement (PWS); and, in accordance with Technical Exhibits (TEs) 1 through 5H. For the purpose of this PWS, Hotel Type operation is prompt, courteous, and professional service, with customer service being the primary focus in the performance of duties within the requirements of this PWS.

1.2.1 Administration and Management. The Contractor shall perform contract administration services, to include the following: building management; supply and warehousing; quality control; the Government work order operation; financial control; maintenance of accurate and complete records; files and libraries of documents to include Federal, State and local regulations, codes, laws, technical manuals and manufacturers’ instructions; and recommendations related to the functions of this PWS. The Contractor shall provide related services such as preparing and providing required reports, compiling historical data, performing administrative work and submitting necessary information as specified. The Contractor shall perform Barracks Management tasks in conformance with the standards specified in this PWS.

Interactions with the barracks occupants, callers, Government personnel, and the public shall be courteous and in a professional manner at all times. The Contractor shall provide all expendable supplies (i.e., office and operating, etc.), employee uniforms and special type clothing, and all costs associated with installation, maintenance and monthly fees for telephone and Internet service for the Contractor’s on-site use.

1.2.2 Tasks. The Contractor shall perform all tasks in accordance with the following: all terms, conditions; general and specific provisions; drawings; technical exhibits contained herein or incorporated by reference; applicable national codes, industry standards and best management standards; relevant technical manuals and publications; and, manufacturer’s recommendations. In addition, the Contractor shall comply with all Federal, State and local laws and regulations and pertinent U.S. Department of

Homeland Security (DHS), USCG, and TRACEN Yorktown instructions, regulations, policies and practices. Requirements stated as advisory or permissive in referenced publications are mandatory for the purposes of this contract, except for the requirements that are commercially impractical, or where the

Contracting Officer, at his/her discretion, determines that such requirements will serve no useful purpose.

The Contractor shall not construe any language about supervision in referenced publications as authorizing personal services.

1.3 OBJECTIVE

The Contractor shall perform Barracks Management Services to include Barracks Monitoring/Hotel Type

Front Desk Operations, Custodial/Janitorial Services, and Linen Services for the health, safety, and comfort of USCG students, members, and authorized patrons; and shall maintain both the sanitary conditions and aesthetic appearance of the barracks/linens. The Contractor shall provide superior customer service and well-maintained barracks/linens that present a clean, neat, and professional appearance in accordance with all terms and conditions of the contract.

1.3.1 Two-Star Accommodations. The quality of services provided in accordance with this contract shall be consistent with industry standards for Two-Star accommodations. For the purpose of this PWS, Two-

Star Accommodations is defined as follows: basic and clean accommodations, with some business services (typically without meeting rooms); maid service; and some fitness and recreation facilities. Small to medium size properties are the norm, with convenient proximity to medium-priced attractions. Rooms have comfortable accommodations and typically include televisions, and a few other basic amenities.

Room service and baggage service are not included. Guests evaluate the overall state of the hotel’s rooms, lobby, and common areas of the hotel, with an emphasis on the rooms themselves. It is important that the facilities are clean and maintain a well-cared for appearance. Basic cleanliness of individual rooms shall include a clean, odor-free smell, with no visible mold, mildew, dust or dirt and fresh, clean linens.

1.3.2 Customer Service. Customer service is the key separator in distinguishing a good hotel from a bad hotel. For the purposes of this PWS, Customer Service is all guests greeted in a polite, respectful, and welcoming manner by personnel operating the front desk. Without prompting from the guest, front desk personnel shall provide basic information regarding room location, amenities, check out times, and other useful information to the guest at check in. Guests are encouraged to contact the front desk if any problems with the room occur. The Contractor shall promptly and proactively deal with any guest problems or elevate to those with the level of authority to deal with these problems. The Contractor’s front desk personnel shall never make Guests feel that they are an imposition; nor, shall the Contractor personnel ignore Guests’ problems due to shift change or administrative report requirements.

1.3.3 Labor Mix. The full and part time equivalents (FTEs) shall include an on-site project manager

(PM), alternate project manager (APM), on-site janitorial supervisor, barracks monitors/desk clerks, and cleaning staff.

1.3.3.1 This is a Firm-Fixed Price (FFP) contract; therefore, the Contractor may choose to add additional labor at any time, at no additional cost to the Government, to accomplish the required tasking.

1.3.3.2 During the term of the contract, the USCG will continuously monitor its needs to ensure the proper number of positions and mix of skills are being provided. In the event that the USCG requires additional personnel due to new requirements or a change to the labor mix is required, the Contracting

Officer will notify the Contractor and negotiate the changes.

1.3.4 Transition Plan

1.3.4.1 Phase-in

During the phase-in period, the Contractor shall take all actions necessary for a smooth transition of the contracted operations. The Government will make all facilities accessible to the Contractor. The

Contractor shall recruit and hire necessary personnel, obtain required certifications and clearances, attend post-award conference, and accomplish any necessary training to support the requirements of the contract.

The Contractor shall submit a phase-in plan within ten (10) business days of being notified of the award.

At a minimum, phase-in plan shall include:

a. Detailed explanation of anything that will prevent the timely transition to full operational capability.

b. IAW FAR 52.222-17, information on efforts made to fill positions with qualified employees employed under the predecessor contract whose employment will be terminated as a result of award of the contract or the expiration of the contract under which the employees were hired.

c. Replacement resumes for key personnel that were submitted with the quotation for evaluation but will no longer be accepting the position. A statement on why the employee is no longer available for employment under the contract must also be submitted.

1.3.4.2 Phase-out

Thirty days prior to the completion of this contract (to include option periods); an observation period may occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. This will allow for the orderly turnover of facilities, equipment, and records and will help to ensure the continuity of service. The incumbent Contractor shall not defer any requirements for the purpose of avoiding responsibility or transferring such responsibility to the succeeding Contractor. The incumbent contractor shall fully cooperate with the succeeding Contractor and the Government.

a. The incumbent Contractor shall establish and when directed by the Contracting Officer, implement a plan for the smooth and orderly transfer of contract responsibility to the successor

Contractor. The incumbent Contractor’s phase-out procedures shall not disrupt or adversely affect the day-to-day Government operations. The Contractor shall also provide the following information:

i) Not less than thirty (30) calendar days before the completion of the contract period of performance, the Contractor shall furnish the Contracting Officer with a list of the names of all service employees working under the contract and any subcontract at the time the list is submitted.

ii) Not less than ten (10) business days before the completion of the contract period of performance, the Contractor shall furnish the Contracting Officer with a certified list of the names of all service employees employed within the last month of contract performance.

b. All automated data files in the possession of the contractor are the property of the Government and shall be turned over to the Contracting Officer or the COR at the completion or termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the

Government.

1.4 APPLICABLE DOCUMENTS

Documents and publications applicable to this PWS are listed below. The Government, upon request by the Contractor, will provide all publications listed. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes in publications which result in a decrease or no change in the contract price with notification to the

Contracting Officer. Changes requiring an increase in the contract price shall be brought to the attention of the Contracting Officer and shall not be implemented until the Contracting Officer approves the change. The Government will also provide any form listed and needed for daily operations. Upon completion of the contract, the Contractor shall return to the Government all issued publications and unused forms.

1.4.1 COMPLIANCE DOCUMENTS. The Contractor shall obtain, without additional cost to the

Government, all appointments, licenses, and permits required for the performance of the work and for complying with all applicable Federal, State and local laws. The Contractor shall submit copies of permits and licenses in accordance with the PWS Section 9.0 Deliverables.

1.4.2 REFERENCE DOCUMENTS. The Contractor shall adhere to the following publications in performance of the work described in this document:

Publication Number Title of Publication Date

COMDTINST M4500.5D(series) Property Management Manual 2024

COMDTINST M5100.47B(series) Safety and Environmental Health Manual 2016

COMDTINST 11000.11B(series) Civil Engineering Manual 2014

COMDTINST 16478.1(series) Hazardous Waste Manual 1997

COMDTINST 11000.7(series) Civil Engineering Facility Energy Manual 1999

TRACEN YORKTOWNINST

3121.1B(series)

TRACEN Yorktown Hurricane Preparedness Plan Current

TRACEN YORKTOWNINST

3072.2D(series)

Key Control Current

TRACEN YORKTOWNINST

5560.1H(series)

Motor Vehicle and Parking Regulations Current

TRACEN YORKTOWNINST

5720-1A(series)

Privacy Act and Freedom of Information

Act Requests

Current

TRACEN YORKTOWNINST

5890.1A(series)

Handling of Personal Claims Current

TRACEN YORKTOWNINST

11103.1K(series)

Berthing Facility Regulation Current

1.5 PERFORMANCE REQUIREMENTS SUMMARY.

This contract includes a Performance Requirements Summary (PRS) as referenced in PWS Section 10.0.

The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s

Representative (COR). The COR will conduct the evaluation of the Contractor’s overall performance in accordance with the performance standards set forth in the PRS. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the

Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Room Condition Monitoring/Oversight

The Contractor shall monitor room conditions daily (Cain) and check out cleaning (Lafayette) for room functionality. As a minimum, the Contractor shall maintain the room fully functioning (e.g., operating blinds, lights, bathroom fixtures). For identified deficiencies outside the scope of this contract, the

Contractor shall submit base maintenance work orders via the TRACEN work order system no later than the next working day. The Contractor shall work with the base maintenance contractor to get rooms back to habitability as soon as possible. The Contracting Officer and COR may require weekly meetings to discuss room problems.

2.2 TASK TWO. Room Assignments/Check-In and Check-Out

The Contractor shall determine the type of accommodations available and authorized for eligible patrons;

assign and terminate 1045room use; determine and maintain the projected availability of rooms; and accept reservations for authorized individuals or groups, including the Cain Hall guest quarters, in accordance with TRACEN YORKTOWNINST 11103.1K(series), Berthing Facility Regulation. The

Contractor shall prepare a weekly Patron Arrival Report for use by the CMAA staff, which shall be due to the COR by no later than 1600 each Friday per the PWS Section 9.0 Deliverables.

2.2.1 Check-In and Check-Out. The Contractor shall check in and check out all patrons during the period listed herein. The Contractor shall verify identity of patron by review of travel orders and

Government-issued identification (ID) cards.

2.2.2 Occupancy Status. The Contractor shall maintain current occupancy projections for all barracks based on the fiscal year Training Schedule, all updates and revisions to the Training Schedule, and reservations or requests made by authorized patrons. In the event that projections indicate that berthing is not available for an authorized patron, the Contractor shall notify the COR immediately.

2.2.3 Key Requirements. The Contractor shall issue, safeguard, and control room keys to authorized patrons in accordance with PWS Section 2.7 titled “KEY CONTROL” and TRACEN YORKTOWNINST

3072.2D(series), Key Control.

2.3 TASK THREE. Reservations for Guest Quarters

The Government has designated telephone number (757) 856-2378 for the Contractor’s use in accepting berthing reservations and requests. The Contractor shall accept reservations and requests Monday - Friday during the hours of 8:00am to 4:30pm EST with the exception of Federal Holidays. The Contractor shall not take reservations outside of these hours. The Contractor shall not use this line for private or non-

Government use.

2.3.1 Contractor Responsibilities. The Contractor shall take reservations. The Contractor shall not use recording devices in taking reservations under any circumstances. The Contractor shall notify any potential patrons of canceled reservations. The Contractor shall accept reservations made in person during the hours listed above. The Contractor shall determine availability at the time of the request and respond immediately to all requests except those made via e-mail. For reservations requested by e-mail, the

Contractor shall respond within one (1) hour of Contractor's receipt of request.

2.3.2 Pre-Registration/Special Requests. The Contractor shall pre-register all inbound patrons prior to

2:00 PM EST each Friday for the following week. The Contractor shall assign all rooms at check-in by the barracks reservation system except for special request room assignments. The Contractor shall make special request room assignments when the individuals are pre-registered.

2.3.3 Cain Hall Guest Quarters – Reservations and Payment. The MWR Section controls six (6) guest rooms ($50.00 per night) and two (2)-VIP guest rooms (Command consent required;

$50.00 per night) for a total of eight (8) of the 89 rooms in Cain Hall. These rooms are rented out to patrons who meet the eligibility requirements of TRACEN YORKTOWNINST 11103.1K(series). The

Contractor shall utilize the following procedures in reserving rooms, reviewing payment, assigning rooms, and providing room keys:

2.3.3.1 Patrons requesting MWR rooms shall contact the Contractor on the reservation line 757- 856-2378 to request room reservations between the hours of 8:00AM-4:30PM (EST), Monday through Friday, except Federal holidays (reservations will not be taken on weekends (Saturday and Sunday) and on

Federal Holidays). The Contractor shall tentatively reserve MWR room(s) in the TABS system after verifying the patron’s eligibility. The Contractor is responsible for informing the patron of the following:

a. Payment in advance is required to secure reservations.

b. PayPal is the preferred payment method and is available at the website www.cainhall.com.

c. Payment for reserved room(s) shall be submitted before 8:30am of the next day for rooms reserved Monday through Thursday. For rooms reserved on a Friday, payment shall be received before 4:30pm that same day.

d. For walk-in room payments, Cash may be used for walk-in room payment at the MWR’s Ticket

Sales window located in the Gym/Pool Complex (Building No. 53), Monday through Friday from

8:30am through 4:00pm, or weekends, at the Auto Hobby Shop (AHS) 9:00am to 5:00pm (0900-

1700).

2.3.3.2 VIP Rooms. There are two rooms in Cain Hall reserved for VIP guests. The Contractor shall control reservations for these rooms (757-856-2378). The Contractor shall direct VIP paying guests to the payment website www.cainhall.com for payment; and the Contractor’s Project Manager or his/her staff will verify e-mail payment receipt and save reservation in TABS prior to morning audit.

2.3.3.3 Payments. Payment is required prior to checking in and before the Contractor shall run the TABS audit the morning of the next business day. The Contractor shall hold the patron’s reservation in TABS until the daily audit is run the next morning (Monday-Friday 8:30am). The Contractor and their staff shall perform e-mail collection of receipts prior to the morning audit. A patron’s reservation cancels automatically within TABS when the audit is run if a patron has not paid within the required timeframe.

Each patron is required to provide the Contractor’s barracks monitor with a proof-of-payment receipt before the Contractor shall issue a room key. (NOTE: The receipt will NOT contain any credit card information.) Pending reservation payments (credit cards or PayPal account) may be made via the PayPal website at: www.Cainhall.com. MWR patrons may also pay with cash at the MWR's Ticket Sales window located at the Gym, Monday through Friday from 8:30am to 4:00pm (0830-1600). On weekends, MWR customers may pay at the Auto Hobby Shop (AHS) 9:00am to 500pm (0900- 1700). Only these locations accept cash. MWR (or AHS) will issue a hard copy receipt for cash payments. The Contractor shall not issue refunds on any payments. The Contractor shall refer patrons seeking refunds to the MWR office.

http://www.cainhall.com/ http://www.cainhall.com/ http://www.cainhall.com/

The Contractor shall refer customers to the MWR Ticket Office during regular working hours. If the website becomes inoperable, the Contractor shall instruct the customer to pay at the MWR Ticket Office on the next normal business day.

2.3.3.4 Documentation. Once payment is made, PayPal will send an e-mail payment receipt notification to the Contractor’s Project Manager and the Lead Janitor at Cain Hall, as well as the Chief, MWR

Section, the OOD’s Pass Down Log, and MWR ticket sales office automation assistant. Once cash payment is made, MWR staff will send an e-mail payment receipt notification to the customer, to the Contractor’s Project Manager and Lead Janitor at Cain Hall, as well as the Chief, MWR, the OOD’s Pass Down Log, and the alternate MWR ticket sales staff. The MWR

Administration Office will have access to PayPal for history and read-only access to the payment receipt notifications purposes only.

2.3.3.5 Training. The Government will provide training on the Cain Hall website.

2.3.3.6 The Contractor shall notify the MWR Office Automation Assistant (X2130) or the MWR director

(X2222) if there are any issues involving the MWR rooms that cannot be resolved by Contractor personnel. After normal business hours and during weekends and Federal holidays, the Contractor shall refer these issues to the OOD for resolution.

2.3.3.7 The Contractor shall post a tasteful sign reading “MWR ROOMS – NO VACANCY” when MWR rooms are all booked for that night.

2.3.3.8 Accessible Room. In Cain Hall, one room is ADA accessible. The Contractor shall assign this room as a student room in accordance with guidance herein. However, if a guest quarters’ patron requiring ADA accessible room calls for a reservation, the room may be used during that stay as a guest quarters room for which those provisions will apply.

2.4 TASK FOUR. Occupancy Status.

Using the TABS system, the Contractor shall continuously update and maintain an occupancy status for each room of each barracks. The Contractor shall keep the status in each barracks current. The Contractor shall prepare a Daily Occupancy Report for the CMAA staff and barracks monitors by no later than

8:00am (0800) daily per the PWS Section 9.0 Deliverables.

2.5 TASK FIVE. Barracks Monitor.

2.5.1 The Contractor shall provide the following minimum personnel during the specified hours for the purpose of performing the barracks monitor function:

Location Hours Minimum Number of

Personnel

Lafayette Hall Monday - Friday 7:00 AM - 9:00 PM * 1

Saturday 8:00 AM - 9:00 PM ** 1

Sunday 8:00 AM - 12:00 Midnight *** 1

Cain Hall Monday - Friday 7:00 AM – 6:00 PM * 1

Saturday 8:00 AM -6:00 PM ** 1

Sunday.12:00 Noon – 12:00 Midnight *** 1

*(except Federal Holidays and December 24th)

** (except December 24th, Christmas, Thanksgiving and New Year’s Day)

***(except December 24th, Christmas, Thanksgiving and New Year’s Day)

Duty Master at Arms (DMAA) will relieve contractor personnel outside of regularly scheduled hours.

2.5.2 Barracks Monitor Availability. Unless otherwise directed by the ACO/KO or the designated representative (COR during normal work hours or the CDO/OOD after hours), the Contractor's Barracks

Monitor shall remain at the Barracks Monitor station in each barracks until relieved by the oncoming

USCG duty Barracks Monitor watch stander. The Contractor’s Barracks Monitors shall not be absent from the station for more than 15 minutes in any sixty minute period and shall not be absent during the hours of 11:30am to 1:00pm (1130-1300) Monday through Friday.

2.5.3 Barracks Monitor Functions. At a minimum, barracks monitors shall address the following with each patron upon checking into the barracks:

a. Linen Call. The linen locker (Room 156 in Lafayette Hall) is open every Monday (except Federal holidays), between the hours of 11:30am to 1:00pm (1130-1300) and 4:00pm to 5:00pm (1600-

1700). When Monday is a Federal holiday, the Contractor shall open the locker on the next day

(Tuesday) between the hours of 11:30am to 1:00pm (1130-1300) and 4:00pm to 5:00pm (1600-

1700).

b. Check out procedures. The class advisor will arrange the checkout time for each class with the

CMAA staff. A member of the MAA staff who will collect the patron’s keycard will then inspect the room. The patron shall then turn in folded linens and check out sheet to the Barracks Monitor front desk person to complete checkout.

c. Work Order QR Codes (located in the lobby near the front desk of each barracks). When submitting work orders for room problems, the Contractor shall use the Share Point Site, or QR

Code.

d. Cleaning supplies. “A” school patrons will obtain cleaning supplies from the class MAA via the

Contractor. “C” school patrons will obtain cleaning supplies from the Barracks Monitor front desk along with irons, ironing board, toilet paper, hand soap, and paper towels.

e. CMAA and MAA Staff. The offices of the CMAA and staff are located in Lafayette Hall, rooms

150, 151 and 154.

f. OOD and DMAA Staff. After hours, the OOD’s office is located in Lafayette Hall, Room 107.

The duty MAA (DMAA) is located in each building.

g. On-Base Emergency Number. The Contractor shall use extension 2911 for on-base emergencies.

2.5.4 Addressing Patron Complaints. The Contractor shall handle with patron complaints and shall institute procedures for documenting, processing, responding to, and resolving all berthing management, custodial/janitorial, linen service and cleaning gear issue complaints originated by barracks patrons.

Copies of all complaints shall be documented by the Contractor and forwarded to the COR on a daily basis. The Contractor shall utilize a Customer Comment/Complaint Form. The Contractor shall promptly refer all complaints to the COR that cannot be resolved by the Contractor. Contractor personnel shall present a courteous, professional manner at all times during the complaint process.

2.5.5 Night Orders. The Contractor shall prepare written night orders for the oncoming duty USCG Duty

Master at Arms (DMAA) personnel. These shall include any specific instructions regarding room assignments of incoming personnel and any other pertinent information necessary for the DMAA to perform their duties.

2.5.6 Enforcement of Barracks Regulations. The Contractor shall immediately report violations of the barracks regulations to the Government. During the hours of 7:00am to 4:30pm (0700- 1630), the

Contractor shall report these violations to the COR. At all other times, the Contractor shall report these violations to the DMAA.

2.5.7 Receiving and Processing Telephone Messages for Barracks Patrons. The Contractor shall not accept telephone messages for barracks patrons.

2.5.8 Linen Issue. The Contractor's Barracks Monitor shall distribute Government-owned linen and shall be the patron's primary point of contact in order to obtain linen.

2.5.9 Cleaning Gear Issue. The Contractor's Barracks Monitor shall distribute Government- owned cleaning gear and Contractor-supplied cleaning materials and shall be the patron's primary point of contact in order to obtain cleaning gear. The Contractor shall collect and store appropriately any gear left in the rooms. The Contractor shall include in the monthly report to the COR a written inventory of the quantity and type of cleaning supplies issued to patrons during the previous month.

2.5.10 Provide Room Access. The Contractor's Barracks monitor shall provide access to berthing rooms to authorized maintenance personnel and to verified occupants of individual rooms.

2.6 TASK SIX. Room Inspections.

2.6.1 Monthly Inspections by the Contractor. The Contractor at least monthly shall inspect all spaces and rooms regardless of occupancy. The purpose of these inspections is to monitor cleanliness, to document room conditions and to initiate maintenance and repairs (the facilities maintenance Contractor shall perform maintenance and repairs) on rooms, furnishings and equipment. The Contractor shall submit a written report documenting all discrepancies in all rooms/all barracks no later than the fifth of each month per the PWS Section 9.0 Deliverables. Contractor employees shall knock on doors and announce themselves prior to opening any berthing room door. Conditions that render the room uninhabitable shall be reported to the COR within 24 hours of inspection or notification by patron.

2.6.2 Work Order QR Code. The Contractor shall utilize the work order QR Code located in the lobby of each barracks to electronically prepare and submit facilities maintenance work requests. The

Contractor shall also advise patrons on the purpose and use of the work order QR Code.

2.6.3 Notification. The Contractor shall immediately notify the COR of any rooms that fail to meet basic room cleanliness requirements, or of any violations of the barracks regulations noted during these inspections.

2.6.4 Random Inspections by the Government. The Government will conduct random room and common area inspections. The rooms designated for inspection will be selected by the COR or QAE.

Upon verbal notification by the COR or the QAE, the Contractor shall accompany the COR on any inspections held during normal work hours Monday through Friday 7:00am to 5:00pm (0700-1700) except Federal holidays.

2.7 TASK SEVEN. Key Control

The Contractor shall comply with TRACEN YORKTOWNINST 3072.2D(series), Key Control. The

Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the

Government are not lost, misplaced, stolen, or used by unauthorized persons. The Contractor shall not duplicate keys issued by the Government to the Contractor unless specifically authorized by the

KO/ACO. The Contractor's key control procedures shall be included in the Quality Control Plan (See

PWS Section 4.11) and per the PWS Section 9.0 Deliverables.

2.7.1 Lost Keys. If the Contractor loses any key(s), the Contractor shall replace the key(s) at no additional cost to the Government. The Contractor shall obtain replacement key(s) from the Facilities

Engineering Contractor located on base. In the event a master key or sub-master key is lost, or duplicated without authorization, all locks and keys (4 each) for that system shall be replaced by the Contractor at no additional cost to the Government.

2.7.2 Lost Key Notifications. The Contractor shall report the occurrence of a lost master, sub- master or other keys immediately to the COR or if after TRACEN normal working hours, to the Officer-of-the-Day.

The Contractor shall record lost keys to patron rooms by a lost key report and make it available to the

Government on a quarterly basis. No immediate notification of the COR is required.

2.7.3 Improper Use of Keys. The Contractor shall prohibit the use of keys to Government facilities, vehicles or equipment by any persons other than the Contractor's authorized employees or authorized

Government personnel. The Contractor shall not open barracks rooms or other secured/locked area to permit the entrance of unauthorized occupants for each room.

2.8 TASK EIGHT. Janitorial Services

Custodial and janitorial services apply to all spaces within those facilities designated herein including halls, restrooms, office spaces, berthing rooms, recreation rooms, lounges, vending rooms, laundry rooms, common areas, work areas, locker rooms, entranceways, lobbies, storage areas, elevators, and stairways.

The Contractor shall schedule in the Annual Work Plan and perform janitorial requirements as identified in TE-5 to the standards specified in the PWS Section 1.3 Objective herein. All areas shall present a clean, professional, uniform appearance and finish. All supplies used as well as the handling, and storage of cleaning agents, solvents, cleaners, etc., shall be in compliance with Federal, State, and applicable product instructions. All cleaning equipment and cleaning agents used shall comply with applicable standards for safety and noise abatement. All cleaning supplies issued to patrons shall be in retail size packaging only.

2.8.1 Floor Cleaning. The entire floor surface including corners, behind doors, on stairways, landings, stoops, abutments, stair structures (stringers) and on surfaces beneath off-the-floor furniture and equipment shall be free of litter, dust, debris and foreign matter. The Contractor shall tilt or move chairs, waste receptacles and other movable items in order to clean underneath. The Contractor shall return to their original position all items moved during floor cleaning. The Contractor shall not disfigure or damage furniture, equipment, wall baseboards, carpets/rugs and floor finish by the floor cleaning operations. The

Contractor shall clean floor surfaces flush against walls, doors, furniture or other stationary objects; and, in accordance with the manufacturer’s recommendations based on the type of floor surface.

2.8.1.1 Carpet cleaning. All carpets, area rugs and entry mats shall be vacuumed free of all loose dirt, dust, soil, debris and foreign matter. The Contractor shall clean all carpets in accordance with the manufacturer’s recommendations for the type of fiber and backing. Carpets and rugs shall be cleaned free of stains, streaks, and spots to have a bright uniform color.

2.8.1.2 Shampooing. The Contractor shall shampoo carpets using a steam cleaning process only.

Shampooed carpets shall be free of all embedded dirt, spots, spills, dust, grit, stains, deposits and cleaning marks.

2.8.1.3 Sweeping/dust mopping. Non-carpeted (e.g., concrete, VCT, slate, ceramic tile, porcelain tile) floors, stairways, elevators and landings shall be swept and/or mopped so as to remove all dirt, dust, grit, lint, and debris. The Contractor shall use a sweeping compound to reduce airborne dust when sweeping and mopping. A properly swept floor is free of all dirt, dust, grit, lint, and debris except embedded dirt and grit.

NOTE: Cleaner-treated sweeping mops are referred to as Dust Mops in the recommended frequency schedule in TE-5.

2.8.2 Mopping/Scrubbing. Mopped or scrubbed floor surfaces shall present a uniform, clean appearance free of debris, embedded dirt, dust, soiled water or cleaning solution, films, streaks, swirl marks, stains and standing water. The Contractor shall apply and remove mopping or scrubbing solutions in accordance with manufacturer's recommendations. The Contractor shall not apply free water, sufficient to stand on the floors or to seep into the flooring joints. There shall be no splash marks or mop streaks on furniture, adjacent carpeted areas, wastebaskets, walls or baseboards. The Contractor shall not mop carpeted floors.

The Contractor shall mop wood floors in accordance with manufacturer's recommendations. All lavatory, shower, and restroom floors shall be damp mopped utilizing an FDA approved germicidal solution.

2.8.2.1 Damp Mopping. All non-carpeted floors, stairways and landings shall be damp mopped using a cleaning detergent or stain removal agent to remove dirt or stains remaining on the floor surfaces.

2.8.2.2 Wet Mopping or Scrubbing. All non-carpeted floors, stairways and landings shall be wet mopped and scrubbed to remove soil and debris remaining on the floor surfaces. Floor scrubbing shall be accomplished using a deck brush, cylindrical or disc-type machine, or automatic scrubber, utilizing steel wool or synthetic pads using as little water and detergent solution as possible, followed immediately by a clean-water rinse and dry-wrung mop or vacuum pick-up.

2.8.3 Waxing/Buffing. The application of wax shall be sufficient to provide a continuous, durable, protective coating. The Contractor shall wax floor surfaces in accordance with manufacturer’s recommendations for the specific surfaces. All waxes used shall have nonskid characteristics. The Contractor shall not allow wax to build up along walls or in corners. The Contractor shall not buff wax before it has completely dried. The Contractor shall remove any wax staining or residue on wall baseboards, thresholds, doors, walls, furniture and adjacent floors or carpeted areas. The

Contractor shall buff all waxed floors in accordance with manufacturer’s recommendations for the materials specific to the floor. The Contractor shall buff all waxed areas for maximum gloss and uniform sheen without leaving buffing marks. Baseboards and furniture shall not be marred or discolored by the buffing equipment or materials used.

2.8.3.1 Touch-Up Waxing. The Contractor shall apply one application (coat) of wax to floors and shall buff the floors to a uniform sheen.

2.8.3.2 Strip and Re-Wax. The Contractor shall remove all wax in accordance with manufacturer’s recommended instructions in areas where stripping and re-waxing operations are required.

Wax removal is accomplished when surfaces have all wax removed down to the flooring materials.

Stripped surfaces shall present a uniform, dry, clean appearance free of debris, embedded dirt, dust, deposits, soiled water or cleaning solutions, films, streaks, swirl marks, stains and standing water. The

Contractor shall seal the floor with an appropriate sealer and/or finish in accordance with the manufacturer’s recommendations and buff to achieve a uniform sheen. Wax applicator mops shall be free of soaps or detergents.

2.8.4 Dusting. Dusted surfaces shall be free of dust, dust streaks, lint, cobwebs, dirt, and other foreign matter. The Contractor shall dust all furniture (including drawers), radiators, equipment, horizontal ledges, and sills.

2.8.4.1 Furniture. The Contractor shall dust beds, chairs, tables, bookcases, file cabinets, counters, desks, lockers and items normally considered furniture. The Contractor shall not dust desks cluttered with correspondence. The Contractor shall not dust computers, business machines, and office equipment of similar nature.

2.8.4.2 Low Dusting. Dust shall be removed from walls, windowsills, doors, door grilles, door frames, shelving, bulletin boards, pictures, frames, fixed wall phones, thermostats, baseboards, wainscoting, pipes, radiators and covers, conduit, equipment, fixtures, furniture other than in 2.8.4.1 above and other items less than six feet from the floor. The Contractor shall not dust electronic panels and fire alarm panels.

2.8.5 Lavatories, Showers, and Restrooms. The Contractor shall thoroughly clean all plumbing fixtures, wall surfaces, partitions, toilet accessories, etc., with a neutral soap, non-damaging solution, which includes an FDA approved germicidal agent. This work includes cleaning all exposed, underside and accessible surfaces. The cleaning shall be sufficient to remove deposits, stains, debris, streaks, spots, grease, food particles, film, mildew, and shall render spaces free of odors. The Contractor shall supply facial quality bar soap in Senior Student rooms (SS). The Contractor shall appropriately replenish all supply holders, including paper towel, toilet paper, and sanitary napkins so that there is always sufficient quantity available for use for all patrons at all times. All cleaning shall occur at the frequency required in

TE-5.

2.8.6 Furniture Cleaning. The Contractor shall clean all upholstered surfaces, wood, preformed plastic finish, metal surfaces and plastic, and plastic covered furniture in accordance with industry standards and the manufacturer’s recommendations.

2.8.7 Miscellaneous Cleaning. The Contractor shall clean and empty the following items in accordance with industry standards and manufacturer’s recommendations:

Items Additional Instructions

a. Drinking Fountains

b. Waste Receptacles The number of trashcans serviced may be adjusted by the Government as much as four (4) percent per year without contract cost increases or decreases.

c. Interior and Exterior Mats The Government will furnish replacements of the mats.

d. Aluminum

e. Stairwells and Landings

f. Interior and Exterior Glass and Mirror

Cleaning

g. Window Screens and Frames Shall be cleaned free of dirt and foreign matter on both the inside and outside facing surfaces.

h. Light Fixtures All light fixtures (installed and portable) and their components.

i. Metal Cleaning

j. Spot Cleaning The Contractor shall perform spot cleaning of carpets and upholstered materials.

k. Wall, Ceilings and Baseboards

l. Blinds

m. Telephones/Telephone Booths

n. Vending Machines

o. Microwave Ovens

p. Refrigerators

2.9 TASK NINE. Maid Services and Room Cleaning Services.

The following Maid Services and Room Cleaning Services shall be performed in accordance with the standards specified in Section 2.9 and TE-5. These services shall be equal to the industry standard hotel type services.

2.9.1 Maid Services. The Contractor shall perform maid services in individual berthing rooms located in both Cain Hall and Lafayette Hall. Maid service in Lafayette Hall is limited to only those rooms berthing patrons who were authorized berthing in Cain Hall but were berthed in Lafayette Hall due to non-availability of Cain Hall rooms (e.g., over flows; building renovations). The Contractor shall perform maid services in the duty rooms, including Cain Hall, Steuben Hall, the Officer of the Day (OOD) and the

DMAA rooms located in Lafayette Hall. Unless otherwise indicated, the Contractor shall perform maid service once per week.

2.9.2 Room Cleaning. The Contractor shall perform room cleaning in Lafayette Hall berthing rooms vacated during the week. The Contractor shall maintain a list of rooms vacated in order to render the appropriate room cleaning service. The Contractor shall clean all vacated rooms, to include bathroom area and shower area. All rooms shall be free of mold and mildew prior to occupancy. The Contractor shall clean these vacant rooms between any time after student check out Friday and 5:00 PM EST Saturday

(the following day) of any given week prior to occupancy by incoming students. If the Project Manager determines a need exists to clean rooms prior to the weekend to berth arriving patrons, he/she shall notify the COR for approval to proceed. The Contractor shall submit to the COR by 2:00pm (1400) EST each

Monday a list of all rooms cleaned in Lafayette Hall the previous weekend. The Contractor shall clean all duty rooms each day. The Contractor shall issue linen for incoming students from the Lafayette Hall front desk.

2.9.2.1 Lactation Rooms. Cain Hall Room 102 and Lafayette Hall Room 112 are the designated lactation rooms. The Contractor shall provide a sign-in sheet at the front desk of both Cain and Lafayette Halls for patrons using these rooms. The Contactor shall clean the rooms each day if used by patrons. The

Contractor shall charge the cleaning services for these rooms at the room cleaning rate.

2.9.2.2 Weekly Room Cleaning. The Contractor shall provide weekly room cleaning in Lafayette Hall berthing rooms occupied by “C” students. The Contractor shall conduct this cleaning to the same quality level as the room cleaning in PWS Section 2.9.3 The Contractor shall not conduct weekly room cleaning when room cleaning as defined by PWS 2.10.2 is due. The Contractor shall bill this service at the same rate as check out room cleaning.

2.9.2.3 Weekend Room Cleaning. The Contractor shall provide weekly, weekend room cleaning for 28 berthing rooms in Lafayette Hall designated and occupied by the Sentinel Transformation and Readiness

Training (START) course students. The Contractor shall conduct this cleaning to the same quality level as the room cleaning in PWS Section 2.9.3. The contractor shall clean the rooms between 1000 on Saturdays and be completed no later than 1200 on Sundays for new occupants arriving Sunday afternoons.

2.9.3 Maid Service Tasks. As a minimum, maid service shall consist of the following tasks:

2.9.3.1 Cleaning Rooms. The Contractor shall clean berthing rooms.

2.9.3.2 Making beds. The Contractor shall strip used linen from beds and make beds with clean linen.

The bed shall receive freshly laundered linen (two sheets and a pillowcase for each pillow) every time the bed is assigned to a new patron or once a week whichever occurs first.

a. VIP and Guest Quarters Rooms. The Contractor shall strip used linen from beds and make beds with clean linen every day the room is occupied. VIP and Guest Quarters rooms shall receive maid service each day occupied.

b. All other rooms authorized to receive maid service. The Contractor shall strip used linen from beds and make beds with clean linen every Friday (Saturday, if Friday is December 24th, Christmas or New Year’s Day). The Contractor is not required to make beds daily, except as required herein.

c. The Contractor shall change blankets and bedspreads with freshly laundered blankets and bedspreads at the following frequency:

1. All beds in Cain Hall. The Contractor shall launder each blanket and bedspread after use. The

Contractor shall not use TRACEN laundry equipment or facilities to launder linen.

2. Patrons authorized maid service but berthed in Lafayette Hall. Bedspreads and blankets shall be changed at the frequency specified herein.

3. Lafayette Hall “C” students not authorized daily maid service shall be issued their linens at the front desk of Lafayette Hall.

2.9.3.3 Re-supplying fresh towels. The Contractor shall supply rooms with freshly laundered towels upon check in and as requested by the occupant. Each patron shall receive one set: One washcloth, one hand towel, one bath towel (27” x 54“), and one bathmat. The VIP quarters and each guest room shall receive two washcloths, two hand towels, four bath towels (27’ x 54”) and two bath mats.

2.9.3.4 Toiletries. The Contractor shall furnish toiletries for the rooms that require maid service. The following items must be available for patrons at the front desk of Cain Hall; 1½-ounce bar of moisturizing soap, one two-ounce bottle of shampoo and one two-ounce bottle of conditioner.

2.9.3.5 Ice bucket, liner and cups. The Contractor shall provide one ice bucket per room, liners, and two

(2) sanitized covered 10-ounce plastic cup. The Contractor shall clean the ice bucket after each patron checks out.

2.9.3.6 Shower Curtains. The Contractor shall provide replacement shower curtains for the berthing rooms in Cain Hall. The Contractor shall install the new shower curtain when the Contractor can no longer effectively clean the existing shower curtain. The Government will replace shower curtain hooks and shower curtain rods.

2.9.4 Pricing.

2.9.4.1 Maid Service shall be unit priced by room, in accordance with the Schedule of Services/Supplies.

The janitorial tasks and the labor involved in making of beds and providing linen, towels, blankets and bedspreads shall be included in the unit price. Weekend maid service shall be priced at the rate offered in the Schedule of Services/Supplies.

2.9.4.2 Room cleaning service shall be unit priced by room, in accordance with Schedule of

Services/Supplies. The janitorial tasks and the labor involved in providing linen, blankets, and bedspreads shall be included in the unit price.

2.9.4.3 The laundering of the linen, towels, blankets and bedspreads for patrons receiving maid service shall be unit priced, in accordance with Schedule of Services/Supplies.

2.9.5 General. The Contractor shall plan, schedule and perform all janitorial services so as not to interfere with official Government business.

2.9.6 Frequency of Work. The Contractor shall perform janitorial services in accordance with the standards specified herein and at the frequencies set forth in TE-5 or as modified herein.

2.9.7 Common Areas and Offices. The Contractor shall perform janitorial service in common areas

Monday through Friday, except December 24th, Christmas, New Year’s and Thanksgiving. The

Contractor shall perform janitorial service in offices between the hours of 8:00am and 4:30pm (0800-

1630). The Contractor shall immediately notify the COR in the event all required daily services cannot be completed by 4:30pm (1630). This notification does not relieve the Contractor of the performance requirements for completing maid service.

2.10 TASK TEN. Linen Service

2.10.1 The Contractor shall develop and institute an Access and Control System to ensure accountability of all government-furnished linen items. The Contractor shall coordinate, direct, and control the receipt, collection, laundering, exchange and distribution of linen exchange items to and from authorized users.

Linen usage is unit priced as per the Schedule of Services/Supplies in the solicitation. The Contractor shall replace any property determined to be lost, stolen or damaged by the Contractor in the performance of this contract by the same or higher quality as listed in the table below. The Contractor shall not be responsible for damage or loss linen due to patron misuse. The Contractor shall notify the COR immediately by e-mail when the Contractor discovers that a patron has lost or damaged any Government-furnished linen item.

2.10.2 The linen items provided as government-furnished property herein meet the following standards:

Linen Item Linen Item Description Linen Item Standard - Equal to or

Better in Quality than the

National Stock Number (NSN), Model #, etc. listed below:

Pillow, Standard

White, 20” X 26”, slickened polyester fiberfill and a plain-weave, cotton/polyester cover.

NSN/Manufacturer (Mfr) Part

Number (PN) 7210-01-395-

7921…