A2 - PWS - PHL_Janitorial_Revised.pdf

PERFORMANCE WORK STATEMENT

CLEANING SERVICES

PHILPOTT LAKE, BASSETT, VA

1. General

1.1 Scope of Work: It is the intent of the following technical provisions to procure cleaning services for the Government facilities at the Philpott Lake Project.

These facilities include one (1) Visitor Center, eight (8) public recreation areas, and the Philpott Powerhouse. Services will include cleaning in and around public sanitary facilities, emptying waste receptacles in parks, policing for loose trash and waste, and general cleaning of floors, walls, fixtures, equipment, restrooms, offices, common areas, etc. when applicable.

1.2 Project Information: Philpott Lake is a nearly 3,000-acre reservoir located near Bassett, Virginia on the Smith River. The project provides flood damage reduction, hydropower, recreation, and natural resource management and receives approximately 350,000 visitors annually.

1.3 Service Areas: The service areas for this contract include:

A. Visitor Center – 1058 Philpott Dam Road, Basset, VA 24055 B. Philpott Powerhouse – 810 Dam Spillway Rd., Bassett, VA 24055 C. Philpott Park – 1058 Philpott Dam Rd. Bassett, VA 24055.

D. Bowens Creek Park – 605 Bowens Creek Rd., Bassett, VA 24055.

E. Goose Point Park – 4780 Goose Point Rd., Bassett, VA 24055.

F. Ryans Branch Park – 786 Fairy Stone Park Rd., Ferrum, VA 24088.

G. Horseshoe Point Park – 3950 Horseshoe Point Rd., Henry, VA 24102.

H. Twin Ridge Park – 1052 Twin Ridge Marina Rd., Henry, VA 24102.

I. Salthouse Branch Park – 620 Salthouse Branch Rd., Henry, VA 24102.

J. Franklin County Tailrace Park – 2500 Riverbrook Rd., Henry, VA 24102.

1.4 Period of Performance:

Base Year: 01 March 2026 through 28 February 2027 Option Year 1: 01 March 2027 through 29 February 2028 Option Year 2: 01 March 2028 through 28 February 2029 Option Year 3: 01 March 2029 through 28 February 2030 Option Year 4: 01 March 2030 through 28 February 2031

1.5 Definitions: As used throughout this description/specification, the following terms will have the meaning set forth below:

A. Contractor: The prime Contractor, subcontractors, and all employees responsible for performing the duties governed by this contract.

B. Contractor Representative: An individual fluent in English selected to represent the Contractor's interests.

C. Contracting Officer (KO): The individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

D. Contracting Officer Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

E. Inspector: An individual designated by the Government to perform Quality

Assurance for the Government.

F. Quality Assurance: Actions by the Government to ensure services meet contract requirements.

G. Quality Control: Actions by the Contractor to control their performance and ensure it meets contract requirements.

H. Receptacles: Containers used for trash, garbage, and waste.

I. Recreation Season: The period of April 1 through October 31.

J. Restroom: A facility for personal hygiene, including portable, vault, and waterborne types.

K. Washhouse: A waterborne restroom with shower facilities.

L. Waste: Unsalvageable materials such as trash, garbage, and rubbish.

1.6 Safety:

A. General: All equipment used, and work performed shall be in accordance with all applicable OSHA standards and the safety requirements set forth in the U.S. Army Corps of Engineers Manual EM 385-1-1 (March 2024 edition).

https://publications.usace.afpims.mil/Portals/76/EM%20385-1- 1%20_EFFECTIVE%2015%20March%202024.pdf https://publications.usace.afpims.mil/Portals/76/EM%20385-1-1%20_EFFECTIVE%2015%20March%202024.pdf https://publications.usace.afpims.mil/Portals/76/EM%20385-1-1%20_EFFECTIVE%2015%20March%202024.pdf https://publications.usace.afpims.mil/Portals/76/EM%20385-1-1%20_EFFECTIVE%2015%20March%202024.pdf

B. Activity Hazard Analysis (AHA): An AHA for all contract work shall be submitted to the COR for review and acceptance by the Government prior to commencement of work.

C. Safety and Health Officer (SHO): The Contractor shall designate a qualified SHO with three years of relevant safety management experience.

D. Accident Notification and Reporting: All work-related injuries, illnesses, and property damage shall be reported to the Contracting Officer within 4 hours. All work-related accidents will be investigated to determine cause.

Forms used for accident reporting and documentation shall be provided to the Contractor by the Government.

E. Exposure Hours: The Contractor shall submit by the fifth of each month a report of the hours worked the previous month. The Government will provide a template for the form used in submitting monthly exposure hours.

F. Emergency Preparedness: Employees working alone shall be provided an effective means of emergency communications.

G. Safety Data Sheets (SDS): SDS for any hazardous substance used on-site shall be available for review by the Government.

H. Personal Protective Equipment: Employees shall wear clothing suitable for the weather and tasks. Any eye and face protection equipment shall meet the requirements of ANSI Z87.1.

1.7 Commencement of Work: The Contractor shall attend a pre-work meeting, obtain all necessary maps and instructions, and inspect the site to become familiar with all conditions affecting the work.

1.8 Work Calendar:

A. Peak Months: The months of May thru September are peak months of the recreation season and are when all recreation areas are open to the public and require regular scheduled cleanings.

B. Off-Peak Months: The months of November thru March are off-peak months and are when most recreation facilities are closed and do not require regular scheduled cleanings. The only facilities scheduled for regular cleanings during this time are the Visitor Center and Philpott Powerhouse.

C. Transition Months: The months of April and October are transition months of the recreation season. During these months some recreation facilities are open, requiring scheduled cleanings, and some are closed, not requiring scheduled cleanings.

1.9 Contractor Work Schedule: The Contractor shall provide an adequate number of qualified personnel. A minimum of 4 employees are required during the transition months and a minimum of 6 employees during the peak months.

Before work commences, the Contractor shall submit a work schedule to the Government for review. Any proposed changes to the schedule shall be submitted for review and recommendation for final approval at least one week prior to commencement.

1.10 Holiday Work: Work will be required as scheduled on all Federal holidays during the Recreation Season (April 1 - October 31). No services will be required on Federal holidays from November 1 - March 31.

1.11 Other Contracts: The Contractor shall cooperate fully with other contractors and Government employees and shall not impede the work of others.

1.12 Employee Identification: Contractor employees must be identifiable via badges or uniform shirts with company identification. Requests for exceptions for short-term workers must be submitted to the COR, who will forward them to the KO for a final decision.

1.13 Contractor Employee Conduct, Qualifications, and Competency:

Contractor employees shall conduct themselves in a proper and professional manner. The COR may recommend to the KO the removal of any employee deemed incompetent, dangerous, or otherwise unfit for duty. Following KO notification, the Contractor shall immediately remove such an individual from the site.

1.14 Damage to Property: The Contractor is responsible for any damage to

Government or private property. The Contractor shall immediately notify the COR of any damage or injury and submit a full written report within two workdays.s.

1.15 Government Property, Equipment, and Supplies: The Government will furnish utilities and storage areas. The Contractor may not use Government supplies or materials unless prior written permission from the KO is received.

The Contractor is responsible for safeguarding all Government property. The

Contractor shall promptly report to the COR all instances of missing, damaged, or unserviceable government facilities or property.

1.16 Contractor Property, Equipment, and Supplies: The Contractor shall furnish all equipment, supplies, and materials required to perform the work, including two trucks capable of transporting supplies and trash. A list of cleaning compounds and associated SDS shall be provided to the Government. Any proposed new cleaning compounds must be submitted to the COR for technical review and recommendation to the KO for final approval.

2. General Cleaning and Sanitation Standards

2.1 Applicability: The standards in this section govern all cleaning activities unless a more specific standard is explicitly stated for a particular facility.

2.2 Fixtures, Furnishings, and Surfaces:

A. Disinfection: All toilets, urinals, sinks, showers, and drinking fountains shall be cleaned and disinfected with a Government-approved disinfectant.

B. Spot and Streak-Free Cleaning: All mirrors, interior windows (under 10 ft), and chrome surfaces shall be cleaned and left spot- and streak-free.

C. Dusting: All accessible horizontal surfaces shall be dusted and wiped clean.

D. Graffiti: Non-permanent graffiti shall be removed. Any graffiti that cannot be removed shall be reported to the COR.

E. Hard-surface floors shall be swept and mopped

F. Carpets and rugs shall be vacuumed

G. Walls shall be spot-cleaned as needed

Breakdown of Recreation Area Sanitary Facilities

Park

Type

Location

#T oi le ts

#U rin al s

#S in ks

#S ho w er s

W at er

Fo un ta in

Philpott Park Restroom Overlook 4 1 4 N/A 1 Philpott Park Vault Tailrace 1 0 0 N/A N/A Bowens Creek Restroom Swim Area 3 1 4 N/A 1 Bowens Creek Vault Playground 1 0 0 N/A N/A Goose Point Restroom A Loop 3 1 4 N/A 1 Goose Point Wash House B Loop 5 1 6 8 1 Goose Point Wash House C Loop 5 1 4 4 1 Ryans Branch Vault Boat Ramp 1 0 0 N/A N/A Horseshoe Point Wash House Campground Upper 5 1 4 4 1 Horseshoe Point Wash House Campground Lower 5 1 4 4 1 Horseshoe Point Portable

Toilet Boat Ramp 1 0 0 N/A N/A

Twin Ridge Vault Parking Area 1 0 0 N/A N/A Twin Ridge Vault Parking Area 1 0 0 N/A N/A Salthouse Branch Wash House Rolands Branch 5 1 4 4 1

Salthouse Branch Wash House Middle 5 1 4 4 1 Salthouse Branch Wash House Main Beach 5 1 6 4 1 Salthouse Branch Restroom West End Picnic 3 1 4 0 1 Salthouse Branch Vault West End Swim

Area 1 0 0 N/A N/A

Franklin Co.

Tailrace

Restroom Parking Area 3 1 4 0 0

Total Numbers of Building Facilities

Washhouses (Toilets & Showers): 7 Waterborne Restroom Facilities: 5 Vault Toilets: 6 Permanently Placed Portable Toilets: 1

2.3 Waste Management:

A. Receptacles shall be emptied during each service, or at a minimum when half-full or odorous

B. Liners shall be replaced when soiled or torn

C. The area within a 50-foot perimeter of exterior receptacles and dumpsters shall be policed for loose trash

D. All collected waste shall be disposed of only in designated Government-provided dumpsters.

2.4 Consumable Supplies: Dispensers for soap, paper towels, and toilet tissue shall be checked and refilled to maintain a minimum 75% capacity.

2.5 General Maintenance and Safety

A. “Closed for Cleaning” and “Wet Floor” signs shall be used as required.

B. All safety hazards, vandalism, or facility deficiencies shall be reported immediately to the COR.

C. Equipment used to clean toilets/urinals shall be segregated and not used on other fixtures.

D. All accessible insect/bird nests and webs shall be removed.

Waste Receptacles in Recreation Areas

Park Location Size Amount Bowens Creek Vault Toilet 33 Gallon 1

Lower Picnic Area 33 Gallon 1 Parking Lot Fishing Access 33 Gallon 1 Boat Ramp 33 Gallon 1 Upper Picnic Area 33 Gallon 4 Swim Beach 33 Gallon 1 Swim Beach 55 Gallon 1 Franklin Co. Tailrace Picnic Site 33 Gallon 1

Parking Area 33 Gallon 1 Dam Fishing Area 33 Gallon 1 Goose Point Boat Ramp 33 Gallon 1

Picnic Shelter 33 Gallon 2 Swim Beach 33 Gallon 1 Fishing Pier 55 Gallon 1 Horseshoe Point Picnic Shelter 33 Gallon 1

Camping Beach 55 Gallon 1 Camping Beach Parking Area 55 Gallon 1 Boat Ramp 33 Gallon 1 Main Beach 55 Gallon 1 Dump Station 33 Gallon 1 Philpott Park Boat Ramp Tie-Down 55 Gallon 2

Tailrace Vault Toilet 55 Gallon 1 Picnic Shelter 33 Gallon 3 Playground 33 Gallon 1 Picnic Area 33 Gallon 2 Overlook 33 Gallon 1 Ryans Branch Vault Toilet 55 Gallon 1

Boat Ramp 55 Gallon 1 Picnic Area Parking 55 Gallon 2 Salthouse Branch Dump Station 33 Gallon 1

Rolands Branch Boat Ramp 33 Gallon 1 Main Boat Ramp 33 Gallon 1 Main Swim Beach 55 Gallon 2 Main Beach Picnic Sites 33 Gallon 1 West End Picnic Shelter 33 Gallon 2 West End Vault Toilet 33 Gallon 1 West End Shoreline Picnic 33 Gallon 1 West End Beach 33 Gallon 1 Twin Ridge Boat Ramp 33 Gallon 1

Picnic Shelter 33 Gallon 2 Shoreline Picnic Sites 33 Gallon 1 Hillside Picnic Sites 55 Gallon 1

2.6 Calendar & Schedule: All open recreation facilities will be cleaned daily (including weekends and holidays) during the recreation season (April – October).

Park Name Months Requiring Cleaning Frequency Philpott Park 1 April thru 31 October 7 Days a Week Bowens Creek 1 May thru 30 September 7 Days a Week Goose Point 1 April thru 31 October 7 Days a Week Ryans Branch 1 April thru 31 October 7 Days a Week Horseshoe Point 1 May thru 30 September 7 Days a Week Twin Ridge 1 April thru 31 October 7 Days a Week Salthouse Branch 1 April thru 31 October 7 Days a Week Smith River Tailrace

1 April thru 31 October 7 Days a Week

2.7 Workday: Cleaning services in recreation areas may not commence before 6 a.m. and must be completed by 10 p.m. on all scheduled workdays. Any variation in performing work outside these duty hours must be approved in advance by the Government.

2.8 Additional Holiday Weekend Cleanings: Additional cleanings of all recreation facilities are required on the Federal holidays of Memorial Day, Independence Day, and Labor Day, as well as the Saturday and Sunday of their associated weekends.

2.9 Pre-Season Cleaning: All recreation areas will be cleaned the week prior to opening for the recreation season.

3. Master Cleaning Frequency Matrix

3.1 General: This matrix defines all recurring cleaning schedules

A. Off-Peak: November 1 through March 31

B. Transition: April 1 through April 30 & October 1 through October 31

C. Peak: May 1 through September 30

Location Group Facility / Task Off-Peak Transition Peak Notes

Group A Parks (Philpott, Goose Point, Ryans Branch, Twin Ridge, All Facilities & Tasks

No Service

7 Days/Week

Days/Week

• Holiday Weekends:

Additional cleaning required

Salthouse, Franklin Co. Tailrace)

(2x daily). • Work Hours: 6:00 a.m. – 10:00 p.m.

Group B Parks (Bowens Creek, Horseshoe Point)

All Facilities & Tasks

No Service

Days/Week

• Holiday Weekends:

Additional cleaning required (2x daily). • Work Hours: 6:00 a.m. – 10:00 p.m.

Visitor Center

Public Restrooms (Weekday)

Mon & Thurs

Mon & Thurs

No service on closed holidays.

Public Restrooms (Weekend)

Saturday Only

Saturday Only

Staff Areas (All Tasks)

Mon & Thurs

Disruptive work outside office hours.

Weekly Deep Clean

1x/Week

Powerhouse

Frequent Requirements

• Work Hours:

Mon-Thurs, 7:00 a.m. – 5:00 p.m. • No service on Federal Holidays.

Powerhouse

Bi-Monthly Requirements

2x/Month

At least two weeks between cleanings.

3.2 Special / Non-Recurring Schedule Requirements:

A. Pre-Season Cleaning: All recreation areas shall receive a one-time deep cleaning the week prior to opening for the season.

B. Powerhouse Semi-Annual Cleaning: Specified walls shall be cleaned twice per year at approximately six-month intervals, with timing coordinated through the COR.

4. Recreation Area Cleaning Services:

4.1 General

All work shall be performed in accordance with Section 2.0 and the schedule in Section 3.0.

4.2 Restroom and Washhouse Cleaning

All sanitary facilities listed in the PWS shall be cleaned. This includes 7 Washhouses, 5 Waterborne Restrooms, 6 Vault Toilets, and 1 Portable Toilet.

A. Vault & Portable Toilet Odor Control: Odor control substance shall be added on the first service day of each week.

B. Storage Areas: Janitor closets and pipe chases shall be kept clean and orderly.

4.3 Waste Collection and Area Policing

The Contractor shall service all 54 exterior waste receptacles and police the area around 10 Government dumpsters.

A. Waste Transport: Waste from parks without dumpsters shall be hauled to a park with one.

B. Improper Waste: The Contractor shall report any prohibited waste (household, hazardous, etc.) to the COR.

C. Swim Beaches: All 6 swim beach areas shall be policed for trash and debris.

5.0 Visitor Center (VC) Cleaning Services

5.1 General

Services shall be performed per Section 2.0 and the schedule in Section 3.0. Disruptive work must occur outside office hours (8:00 a.m. – 4:30 p.m.).

5.2 Scheduled Cleaning Tasks

Tasks shall be performed at the frequencies specified in the Master Frequency Matrix, including servicing public/staff restrooms, spot cleaning floors and glass, and emptying waste receptacles.

5.3 Weekly Deep Clean Tasks

Once per week, the Contractor shall perform a deep clean, including:

A. Thoroughly cleaning all floors and glass.

B. Dusting all surfaces, furniture, and equipment.

C. Cleaning the kitchenette, staff shower (if used), basement, and exterior entrance areas.

6.0 Philpott Powerhouse Cleaning Services

6.1 General

Services shall be performed per Section 2.0 and the schedule in Section 3.0 during specified operational hours.

6.2 Facility Areas

Services are required for all specified areas on elevations 837.25’ and 823’.

6.3 Scheduled Cleaning Tasks

Tasks shall be performed at the frequencies in the Master Frequency Matrix.

A. Frequent (Twice Weekly): Standard cleaning of restrooms, offices, and common areas.

B. Bi-Monthly (Twice per Month): High dusting of files, panels, and fixtures.

C. Semi-Annual (Twice per Year): Cleaning of specified interior walls.

7.0 Antiterrorism/Operations Security: The Contractor shall adhere to all security requirements, including AT Level I training, access control procedures, and use of the E-Verify program. All contract personnel shall comply with Force Protection Condition (FPCON) and Health Protection Condition (HPCON) measures.

7.1 General Security Requirements and Guidance: The security requirements described below apply to all contract personnel (including employees of the prime Contractor (“Contractor”) and all subcontractor employees) supporting the performance requirements of this contract. The Contractor is responsible for compliance with these security requirements. Questions regarding security matters shall be addressed to the designated Government representative (e.g., Contracting Officer Representative (COR), Requiring Activity (RA) representative, or Contracting Officer (if a COR or other RA representative is not appointed)). Contract personnel are critical to the overall security and safety of US Army Corps of Engineers (USACE) installations, facilities and activities, and security awareness training contributes to those efforts. The Department of Defense (DoD) and Army security training requirements specified below, if applicable, are performance requirements; all applicable contract personnel shall complete initial training within 30 days of contract award or the date new contract personnel begin performance on the contract. Within five business days from the completion of training, the Contractor shall provide written documentation (e.g., email or memorandum) to the Government representative. The documentation shall include the names of contract personnel trained and which training they completed; the Contractor shall maintain training records as part of their contract files and be prepared to provide copies of training certificates to the Government representative. Contractor personnel and vehicles are subject to search when entering federal installations. Additionally, all contract personnel shall comply with Force Protection Condition (FPCON) measures, Random Antiterrorism Measures (commonly referred to as “RAMs”), and Health Protection Condition (HPCON) measures. The Contractor is responsible for meeting performance requirements during elevated FPCON and/or HPCON levels in accordance with applicable RA plans and procedures --this includes identifying mission essential and non-mission essential personnel. In addition to the changes otherwise authorized by the changes clause of this contract, should the FPCON or HPCON levels at any individual facility or installation change, the Government may implement security changes that affect contract personnel. The Contractor shall ensure all contract personnel are aware of their security responsibilities, including any site-specific requirements identified in local policies or procedures.

7.2 Antiterrorism (AT) Level I Training: All contract personnel requiring routine access to Army installations, facilities, and controlled access areas, or requiring network access shall complete initial and annual refresher AT Level I awareness training. Online AT Level I awareness training is available at https://jko.jten.mil/ (website subject to change).

7.3 Escorting in Classified and/or Sensitive Areas: In accordance with applicable regulations, all contract personnel who do not possess the appropriate security clearance or access privileges will be escorted in areas where they may be exposed to classified information or operations, sensitive information or activities, or restricted areas.

7.4 Pre-screen Candidates Using E-Verify Program: Contractors shall comply with the requirements set forth in FAR clause 52.222-54 Employment Eligibility Verification and FAR Subpart 22.18 in using the E-Verify Program at (https://www.e-verify.gov/) (website subject to change) to meet the contract employment eligibility requirements. Contractors are encouraged to cooperate with Federal and State agencies responsible for enforcing labor requirements to include eligibility for employment under United States immigration laws in accordance with FAR 22.102- 1(i). An initial list of verified/ eligible candidates shall be provided to the COR no later than three business days after the initial contract award. When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment

Eligibility Verification, and submit it to the Contracting Officer to become part of the official contract file.

8.0 Invoicing

Invoices shall be submitted via email to Shawn McCraw at shawn.p.mccraw@usace.army.mil and must include all mandatory information https://www.google.com/url?q=mailto%3Ashawn.p.mccraw%40usace.army.mil exactly as it appears on the contract document (Contract #, Invoice #, Company Name/Address, CLINs, and business status if applicable.