Attachment A_PWS.pdf

6923G524Q0574

Attachment A

PERFORMANCE WORK STATEMENT

Great Lakes St. Lawrence Seaway Development Corporation

Janitorial Services

1.0 PURPOSE/INTRODUCTION

The Great Lakes St. Lawrence Seaway Development Corporation (GLS or Corporation) seeks a

Janitorial Services provider (the Contractor) to assist with janitorial services for the Seaway

Visitors Center and surrounding premises. The primary objective of the janitorial services at the

Seaway Visitor Center (and surrounding area) is to ensure the property is cleaned according to required standards. Duties will encompass regular cleaning of the Visitor Center and Security

Building.

2.0 BACKGROUND

The GLS, a wholly owned government corporation and an operating administration of the U.S.

Department of Transportation (USDOT), is responsible for the operations and maintenance of the

U.S. portion of the St. Lawrence Seaway between Montreal and Lake Erie. GLS, operating under the U.S. Department of Transportation, plays a pivotal role in managing and maintaining one of the most significant waterway systems in North America. This system not only serves as a vital commercial maritime passage, connecting the Great Lakes to the Atlantic Ocean, but also stands as a testament to engineering ingenuity and ecological responsibility. At the heart of the U.S.

portion of the system lies the Eisenhower Lock, a key feature of the Seaway, where the newly rebuilt Great Lakes Seaway Visitor Center is situated. The Visitor Center is poised to reopen, offering the public a unique opportunity to explore and understand the complexity and importance of the Seaway. The average number of visitors is estimated to be 300-500 per day.

3.0 SCOPE

The contractor shall be responsible for providing a sufficient number of qualified janitorial personnel to meet the continuous requirements of the Visitor Center. This includes managing, supervising, and providing all necessary administrative support to their personnel. The contractor must ensure that all janitorial staff are adequately trained in cleaning protocols specific to the Visitor Center. The contractor is also expected to implement a robust management system that ensures consistent and effective delivery of cleaning services, adherence to all relevant regulations, and swift resolution of any cleaning-related issues that arise. The contractor will provide on-call services for emergency janitorial services outside of the normal hours of operation. The janitorial staff will be given key control and authority to open and close the Visitor Center and Security Building as needed to perform services.

The requirement for dedicated janitorial services at the Seaway Visitor Center in Massena, New York, is driven by the need to maintain a significant federal asset. As a key public space that attracts a diverse range of visitors, the Visitor Center houses valuable exhibits and information about the Seaway's history and operations. The use of janitorial personnel is essential to ensure the cleanliness of the visitor center property. Given that the Visitor Center represents a critical point of interaction with the public, maintaining a clean environment is paramount. The janitorial staff will play a crucial role in providing a clean environment.

4.0 TASKS/SPECIFIC REQUIREMENTS

The Contractor shall provide all necessary labor, equipment, and approved furnishings required to provide continuous, responsive, uninterrupted cleaning services within the framework of this PWS. The

Contractor shall configure its resources such that there are no gaps in service. There is no Government

Furnished Property to be provided to the Contractor. The decision on increasing or downsizing services rests solely with the Government and cannot be directed by the contractor. The Contractor shall be responsible for the execution of increasing or downsizing at the direction of the Government.

The specific services required by the GLS within the scope of this contract are:

4.1 Janitorial Services: The Statement of Work (SOW) for janitorial services at a facility, such as a museum or similar institution, is designed to ensure a clean, sanitary, and welcoming environment for visitors and staff, with flexibility to accommodate additional janitorial services as required, including on-call services for outside of normal operating hours. The Contractor will be given key access control to access the Visitor Center and Visitor Center Security Building when necessary for performance of duties.

4.2 Management and Operational Expectations: In addition to on-ground janitorial services, the contractor is expected to provide comprehensive management of the janitorial personnel. This includes scheduling to ensure that adequate janitorial coverage is maintained at all times, especially during peak visitor hours and special events. The contractor must also ensure that all janitorial personnel are properly trained in cleaning and basic customer service skills, reflecting the dual nature of their role in both cleaning and visitor interaction. The contractor is also responsible for any administrative aspects, including but not limited to, maintaining records and reporting incidents, and tracking completed janitorial work. Effective communication within the janitorial personnel and COR is crucial for the smooth operation of services.

4.3 Special Events: As part of the janitorial services at the Great Lakes St. Lawrence Seaway

Development Corporation Visitor Center, the contractor must be prepared to accommodate up to three special events annually, which are integral to the Visitor Center's community engagement and educational programs. Each of these events are anticipated to require extended janitorial coverage for a duration of 8-10 hours. The contractor must plan for these events in advance, ensuring adequate staffing and resources to handle the janitorial responsibilities. The janitorial team must be flexible and efficient in adapting to the dynamic environment of these events, ensuring a visitor center and surrounding premises.

4.4 The Contractor shall provide trained and qualified cleaning services personnel trained to the standards outlined. The Contractor shall provide detailed training programs for all cleaning services personnel. This includes initial training upon hiring and ongoing training sessions at regular intervals.

Training content must cover current COVID protocols, emergency clean-up procedures, blood borne pathogens, and other cleaning related trainings. Trainings shall be updated and conveyed within five calendar days of completion.

5.0 KEY PERSONNEL

The contractor shall provide key personnel positions to support the execution of this contract.

The following qualifications and experience are required for each key personnel position:

• Program Manager o 5 years relevant experience

Should it become necessary to change any key personnel during this contract, promptly notify the Contracting Officer Representative (COR), in writing, of the proposed personnel change, providing detailed justification for the change. The proposed replacement personnel’s qualifications will be evaluated and determined if they meet the requirements set forth in this

Performance Work Statement. The Contracting Officer will notify the Contractor, in writing, of the approval or denial of the proposed key personnel replacement. The Contractor shall not make any key personnel changes without prior written approval from the Contracting Officer.

Failure to comply with this requirement may result in contract termination or other appropriate actions.

6.0 PROJECT PLAN

The Contractor shall develop and submit a comprehensive project plan for a successful execution of the contract. The project plan serves as a roadmap outlining the approach, activities, and key milestones required to achieve project objectives. The Contactor shall submit the project plan to the Contracting Officer’s Representative (COR) no later than 5 days after contract award and prior to commencement of work or otherwise specified by the CO. The project plan shall include, at a minimum, the following:

A. Introduction:

• A brief overview of the project, including its purpose, objectives, and scope.

• Identification of key stakeholders and their roles and responsibilities.

• Any assumptions, constraints, or dependencies that may impact the project.

B. Management Plan:

• Description of the organization and coordination of all the services required in this

PWS.

• Detailed description of the specify roles and responsibilities of all team members, including leaders

• Clear identification of the project team structure, including key personnel, and their respective roles.

• Communication lines and reporting structure within the project team.

• Identification of resources required for successful project implementation, including personnel, equipment, facilities, and materials.

• Resource allocation plan, indicating how resources will be obtained, utilized, and managed throughout the project lifecycle.

• Identification of any anticipated risks and proposed risk mitigation strategies.

C. Hiring Plan:

• Description of the process for recruiting, interviewing, and selecting candidates for all team member roles.

• Detailed description of desired qualifications, experience, and skills for each position, ensuring alignment with the Visitors Center’s standards.

• Address staff training and integration, ensuring a smooth onboarding process and consistent service quality

D. Quality Assurance

• Description of quality control measures, including any applicable standards or regulations.

• Procedures for monitoring and assessing project deliverables and ensuring compliance with specified requirements.

• Quality assurance plans for risk identification, issue resolution, and continuous improvement.

E. Quality Control Plan

• Detail procedures to monitor and maintain the highest standards of janitorial services.

• Include procedures to require regular and thorough evaluations of Janitorial performance.

F. Communication and Reporting

• Communication plan outlining channels, frequency, and methods of communication among project team members and stakeholders.

• Include protocol for emergency communication

• Reporting requirements including the format, content and frequency of project status updates, progress reports and issue logs.

G. Accident Prevention

• Accident Prevention Plan focusing on the safety of both staff and visitors.

• Include Record of Incidences, documenting any accidents or safety incidents, along with responses and preventive measures taken

H. Security

• The physical security plan shall provide detail procedures on securing government facilities, equipment, and materials.

• Include procedures for covering and maintaining key control.

I. Change Management

• Procedures for managing change requests, including how changes will be evaluated, approved, and incorporated into the project.

• Impact assessment of potential changes on project schedule, cost, and performance.

• Configuration management plan for tracking and controlling project documentation and deliverables.

• The Contractor shall incorporate any feedback or requested revisions provided by the COR and CO into the project plan as directed.

The project plan is subject to review, revision and approval by the Contracting Officer’s

Representative (COR).

7.0 REPORTS

The Contractor shall submit weekly status reports and conduct monthly project management reviews to ensure effective communication and oversight of contract performance. These reports are essential for monitoring progress, identifying issues, and facilitating timely decision-making.

The Contractor shall submit a comprehensive weekly status report to the Contracting Officer’s

Representative (COR) no later than the Tuesday, Close of Business (COB). The weekly status report shall include, at a minimum, the following information:

• Summary of work performed during the reporting period, including milestones achieved, tasks completed, and deliverables submitted.

• Current status of ongoing activities, highlighting any deviations from the planned schedule, cost, or performance.

• Issue, risks, or challenges encountered, along with proposed mitigation strategies or corrective actions.

• Identify current staffing levels and incoming personnel

• Any changes in personnel assigned to the project, including replacements, additions, along with their qualifications and roles.

• Requests for additional resources, if necessary, providing a clear justification and impact on project objectives.

The Contractor shall conduct monthly project management reviews, led by the Program Manager, with participation form the COR and other relevant stakeholders. The purpose of the project management reviews is to assess overall project performance, address challenges and ensure alignment with contract objectives. These reviews may be conducted via teleconference, video conference, or in-person meetings as deemed appropriate by the COR. The project management reviews should cover the following topics:

• Progress achieved since the previous review, highlighting accomplishments, milestones, and any issues or risks identified.

• Discussion on the status of critical tasks, potential bottlenecks, and measures taken to address them.

• Review of financial aspects, including expenditures, cost trends, and budget utilization.

• Review of the project schedule, identifying any changes, delays, or modifications required.

• Examination of resource allocation and utilization, assessing adequacy and identifying any resource gaps.

The Contractor shall maintain records of all weekly status reports and monthly project management reviews for audit and reference purposes. These records shall be made available to the CO.

8.0 KICK-OFF MEETING

The Contractor shall attend a kick-off meeting to initiate the contract and establish a shared understanding of project objectives, requirements, and expectations. The kick-off meeting serves as an important platform for effective communication and collaboration among stakeholders. The kick-off meeting shall be within 5 days of contract award or as directed by the Contracting Officer

(CO). The following individuals shall attend the kick-off meeting:

A. Contractor Representatives B. Government Representatives

Key Personnel Contracting Officer’s Representative

Contracting Officer

The Contractor shall document the proceedings of the kick-off meeting, including action items, decisions, and any key points discussed, and provide meetings minutes to all attendees for review and recordkeeping purposes.

9.0 CONTRACTOR PERSONNEL DRESS CODE

Janitorial personnel are expected to adhere to a strict dress code, reflecting the professionalism and prestige of the Seaway. All personnel are required to wear uniforms provided by the Contractor, which shall be kept clean, well-maintained, and worn in a manner that upholds the image of GLS. The uniforms shall be designed to be both functional and representative of the Seaway's identity, ensuring that Janitors are easily identifiable by visitors. Personal grooming is equally important; Janitors must always maintain a neat and professional appearance. This includes well-kept hair, minimal and tasteful use of accessories, and adherence to guidelines regarding cleanliness and personal hygiene. The aim of these requirements is to present a consistent, professional, and approachable image to all visitors, enhancing their overall experience at the Visitor Center.

10.0 OVERTIME

Given the nature of the janitorial services required at the Visitor Center, there is a potential for overtime due to unforeseen circumstances or additional requirements beyond regular operational hours. The contractor must have a clear and fair policy for managing and compensating overtime for their security personnel. This policy should comply with all relevant labor laws and regulations. It should also include provisions for authorizing overtime, tracking extra hours worked, and ensuring that all overtime work is adequately compensated. The contractor must ensure that any overtime work does not compromise the quality of janitorial services or the well-being of the personnel. Overtime should be managed efficiently, with proactive scheduling and resource allocation to minimize its necessity while still maintaining optimal janitorial staffing coverage. Overtime must be pre-approved by the Contracting Officer’s

Representative (COR).

11.0 STAFFING REQUIREMENTS

The contractor shall provide the required minimum staffing 100% of the time. The contractor shall maintain a pool of qualified personnel to mitigate shortfalls due to vacation, emergency leave, and other unforeseen restrictions. The contractor shall determine the minimum number of janitors to provide the cleaning services to cover the operating hours, factoring into account weekly day(s) off, leave, emergencies, illness, strikes, attrition, or any other factors. The contractor will also provide on-call services for emergency janitorial services outside of the normal hours of operation.

Peak Season: June 1st -Labor Day 7 days a week, 7:00am-1:00PM

Non-Peak: Labor Day-Memorial Day 5 days a week, Wednesday to Sunday 7:00am-1:00PM

12.0 POSITION DESCRIPTIONS

The janitorial personnel at the Great Lakes St Lawrence Seaway Development Corporation Visitor

Center are vital for ensuring the cleanliness of the facility (and surrounding area). Their primary responsibilities include cleaning the premises, having key control to access the Visitor Center and premises, possessing strong cleaning skills and training, professionalism, the ability to respond quickly to situations, and good communication skills for effective coordination with other personnel, including visitors and staff. They must also be prepared to assist in special events and manage additional responsibilities as required. The contractor will provide on-call services for emergency janitorial services outside of the normal hours of operation.

Contractor personnel must meet the following minimum qualifications:

• Shall be a U.S. Citizen

• Shall be at least 21 years of age

• Shall speak, read, write, and understand English

The janitorial personnel shall perform services to include but not limited to:

Daily Maintenance: Perform routine cleaning tasks including cleaning exhibits, sweeping, mopping, vacuuming public areas and high-traffic zones, sanitizing restrooms, dusting surfaces, window cleaning inside, disposing of trash, toilets, sinks, cleaning floor mats, and wiping down elevator surfaces.

Weekly Deep Cleaning: Undertake thorough cleaning of floors, including carpet cleaning, window and glass surface cleaning outside the building, detailed cleaning of staff areas, and deep cleaning of floor mats.

Monthly and Seasonal Tasks: Engage in in-depth cleaning of less accessible areas.

Restorative Floor Services: Execute floor stripping, waxing, and buffing to maintain and restore floor quality, particularly after-hours or as scheduled.

Emergency and Specialized Cleaning: Respond promptly to spills and urgent cleaning needs; perform specialized cleaning tasks as required by the facility.

Supply Management: Check and restock cleaning and restroom supplies; assess and recommend replacements or upgrades of cleaning equipment and materials.

Facility Support: Assist in the setup and cleanup of special events or exhibitions, including post-event cleaning.

Compliance and Safety: Adhere to all relevant hazardous and safety regulations, including the proper use of cleaning agents and equipment.

13.0 KEY CONTROL

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the

Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Physical Security Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer’s Representative (COR).

14.0 HOURS OF OPERATION

The contractor is responsible for performance during the following day and times:

Peak Season:

June 1st - Labor Day

7 days a week, 7:00AM-1:00PM EST

Non-Peak Season:

Labor Day-Memorial Day

5 days a week, Wednesday-Sunday

7:00AM-1:00PM EST

15.0 PLACE OF PERFORMANCE

The work shall be performed onsite at the Seaway Visitors Center at Eisenhower Lock, Massena, NY.

16.0 PERIOD OF PERFORMANCE

The period of performance shall include a 12-month base period and two (2) one-year option periods.

Pre-opening times/dates for janitorial services 0700-1300:

February 23th, 27th

March 1st, 8th, 14th, 22nd, 29th

April 12th, 19th, 26th

17.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Contracting Officer’s Representative (COR) monitors all technical aspects of the contract and assists in contract administration. The COR ensures that the contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the contractor concerning technical aspects of the contract, and monitors contractor performance.

18.0 OTHER DIRECT COSTS (ODCs)

Other Direct Costs (ODCs) may be necessary and reimbursable under this contract, i.e., provision of uniforms for janitorial personnel, which are essential for maintaining a professional and uniform appearance as per the specified dress code. These costs will be managed on a cost-reimbursable basis, separate from the fixed price line items covering the primary service deliverables of the contract.

19.0 DELIVERABLES

PWS

Reference

Deliverable

Due Date/Frequency

Submit To:

8.0 Kick Off Meeting Within 5 days of Award COR

6.0 Project Plan 5 days after contract award COR

7.0 Status reports COB (close of business) Every

Tuesday

COR

7.0 Project Management Review Every 5th day of the month COR