Philpott Lake and Dam Janitorial

Amendment / Modification

This amendment to Solicitation W912PM26RA008 makes the following changes:

• Incorporates all current questions and responses.

• Establishes a new deadline for future questions as March 3, 2026, at 3:00 PM.

• Incorporates Antiterrorism/Operations Security (ATOPSEC) information into the Performance Work Statement.

• Extends the response due date from March 5, 2026, to March 9, 2026.

• Performance Work Statement (incorporation of ATOPSEC information).

• The proposal due date has been extended to March 9, 2026.

• A new deadline for submitting future questions has been set for March 3, 2026.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure cleaning services for the Government facilities at the Philpott Lake Project, which includes one Visitor Center, eight public recreation areas, and the Philpott Powerhouse.

Services include cleaning in and around public sanitary facilities, emptying waste receptacles, policing for loose trash and waste, and general cleaning of floors, walls, fixtures, equipment, restrooms, offices, and common areas.

The contract covers the following locations:

• Visitor Center
• Philpott Powerhouse
• Philpott Park
• Bowens Creek Park
• Goose Point Park
• Ryans Branch Park
• Horseshoe Point Park
• Twin Ridge Park
• Salthouse Branch Park
• Franklin County Tailrace Park

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

• All work must comply with applicable OSHA standards and U.S. Army Corps of Engineers Manual EM 385-1-1.

• Contractor must designate a qualified Safety and Health Officer (SHO).

• All work-related injuries, illnesses, and property damage must be reported within 4 hours.

• Monthly reports of hours worked are required.

• Safety Data Sheets (SDS) for hazardous substances must be available.

• Employees must wear appropriate Personal Protective Equipment (PPE).

• Cleaning services in recreation areas must be completed between 6 a.m. and 10 p.m.

• Specific cleaning frequencies and tasks are detailed in the Master Cleaning Frequency Matrix.

• Contractor must provide an adequate number of qualified personnel (minimum 4 during transition months, 6 during peak months).

• Employees must be identifiable via badges or uniform shirts.

• Contractor employees must conduct themselves professionally; unfit employees may be removed.

• Contractor is responsible for any damage to Government or private property.

• Contractor must furnish all equipment, supplies, and materials, including two trucks.

• Contractor must provide a list of cleaning compounds and associated SDS.

• Security requirements include AT Level I training, access control, and E-Verify program compliance.

• Invoices must be submitted via email to Shawn McCraw.

• Peak Months (May-September): All recreation areas open, requiring regular cleaning.

• Transition Months (April, October): Some facilities open, requiring scheduled cleaning.

• Off-Peak Months (November-March): Most facilities closed, only Visitor Center and Powerhouse require regular cleaning.

• Holiday Work: Required on Federal holidays during the Recreation Season (April-October); not required on Federal holidays from November-March.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation Number: W912PM26RA008, dated March 2, 2026.

• Truck Requirements: Two trucks capable of transporting supplies and trash are required per PWS paragraph 1.16.

• Supplies: The current contractor uses CINTAS, but the contract is with the prime, not subcontractors/suppliers.

• Staffing Requirements: All requirements for fulfilling the contract are detailed in the Performance Work Statement (PWS).

• Background Checks: Required for everyone, in accordance with the PWS section 7.0 Antiterrorism/Operations Security (ATOPSEC).

• Dumpster Locations: Goose Point Park, Salthouse Park, Horseshoe Point Park, and Philpott Park.

• Labor Rates: Contractors must adhere to Department of Labor Wage Rates.

• Incumbent Staff: A janitorial contract ended February 28, 2026. The new contract begins April 1, 2026. Executive Order 14055 regarding "right of first refusal" for predecessor employees was revoked. There is no preference for incumbent staff.

• Consumables: All consumables (e.g., trash liners, restroom paper products, soap) are contractor-furnished. Janitorial closets are available in high-use parks.

• The responses clarify requirements related to equipment, staffing, consumables, and labor. No changes to due dates or submission rules are indicated.

Solicitation / RFP / RFQ

This solicitation (W912PM26RA008) is for janitorial services at the Philpott Lake Project facilities, including one Visitor Center, eight public recreation areas, and the Philpott Powerhouse. The services encompass cleaning in and around public sanitary facilities, waste receptacle emptying, policing for loose trash, waste removal, and general cleaning of various areas within these facilities.

• Janitorial services for Recreation Areas (Peak Season, Transition Season, Pre-season cleaning).

• Janitorial services for Visitor Center (Peak Season, Off-Peak Season).

• Janitorial services for the Powerhouse.

• Services include cleaning, waste removal, and policing for trash.

• Specific staffing levels are required: 4 employees during transition months (April & October), 6 employees during peak months (May-September), and 2 trucks for hauling supplies and trash.

• Solicitation Issue Date: February 6, 2026

• Offer Due Date: March 5, 2026, 03:00 PM

• NAICS Code: 561720 (Cleaning Services)

• Size Standard: $22,000,000.00

• Set Aside: Small Business

• Contract type is not explicitly stated but implied to be Firm Fixed Price based on pricing arrangements.

• The contract includes multiple option periods, extending performance over several years.

• Offers are due by March 5, 2026, 03:00 PM.

• Evaluation will be based on the lowest evaluated price of proposals meeting or exceeding acceptability standards for non-cost factors.

• Evaluation Factors: Technical Approach (most important), Price (more important than Past Performance), and Past Performance.

• Technical Approach is significantly more important than Price and Past Performance.

• Past performance evaluations will be reviewed for the last five years, focusing on janitorial services.

• A site visit is scheduled for February 18, 2026, at 9:00 AM EST at 1058 Philpott Dam Road, Bassett, VA 24055. RSVP is required by February 13, 2026.

• This acquisition is set aside for Small Business.

• The solicitation includes numerous FAR and DFARS clauses covering various aspects of contract performance, compliance, and administration.

• The contract is incrementally funded, with an initial amount to be determined at award and subsequent allotments subject to availability of funds.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure cleaning services for Government facilities at the Philpott Lake Project, including one Visitor Center, eight public recreation areas, and the Philpott Powerhouse.

• Cleaning in and around public sanitary facilities.

• Emptying waste receptacles in parks.

• Policing for loose trash and waste.

• General cleaning of floors, walls, fixtures, restrooms, offices, and common areas.

• Visitor Center, Philpott Powerhouse, Philpott Park, Bowens Creek Park, Goose Point Park, Ryans Branch Park, Horseshoe Point Park, Twin Ridge Park, Salthouse Branch Park, and Franklin County Tailrace Park.

• Base Year: March 1, 2026 - February 28, 2027

• Option Year 1: March 1, 2027 - February 29, 2028

• Option Year 2: March 1, 2028 - February 28, 2029

• Option Year 3: March 1, 2029 - February 28, 2030

• Option Year 4: March 1, 2030 - February 28, 2031

• Cleaning frequency varies based on Peak (May-Sept), Transition (April, Oct), and Off-Peak (Nov-Mar) months.

• Specific tasks include disinfection, spot/streak-free cleaning, dusting, graffiti removal, floor cleaning, carpet vacuuming, and wall spot-cleaning.

• Waste receptacles to be emptied when half-full or odorous.

• Consumable supplies (soap, paper towels, toilet tissue) to be maintained at 75% capacity.

• Adherence to OSHA standards and EM 385-1-1 (March 2024 edition).

• Activity Hazard Analysis (AHA) required prior to work commencement.

• Designation of a qualified Safety and Health Officer (SHO).

• Reporting of all work-related injuries, illnesses, and property damage within 4 hours.

• Submission of monthly exposure hour reports.

• Employees to have effective emergency communication means.

• Safety Data Sheets (SDS) for hazardous substances must be available.

• Personal Protective Equipment (PPE) requirements.

• Contractor to provide all equipment, supplies, and materials, including two trucks for transport.

• Contractor employees must be identifiable via badges or uniform shirts.

• Contractor employees must conduct themselves professionally; removal is possible for incompetence or unfitness.

• Contractor is responsible for any damage to Government or private property.

• Government will furnish utilities and storage areas; Contractor may not use Government supplies without written permission.

• Security requirements include AT Level I training, access control, and E-Verify.

• Invoicing via email to Shawn McCraw with specific contract details.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (No. 2015-4319, Revision No. 31) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and benefits required for various occupations under the Service Contract Act for a specific geographic area.

• Geographic Area: Virginia Counties of Bland, Carroll, Henry, Martinsville, Patrick, Wythe.
• Occupational Listings: Provides a comprehensive list of occupations with corresponding wage rates and footnotes.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing.
• Executive Orders: Notes the applicability of Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage) for federal contractors.
• Health & Welfare: Specifies minimum health and welfare benefits ($5.55 per hour or $222.00 per week).
• Vacation: Outlines paid vacation accrual based on years of service (2 weeks after 1 year, 3 weeks after 8 years, 4 weeks after 15 years).
• Holidays: Lists a minimum of eleven paid holidays per year.
• Hazardous Pay Differential: Details applicable differentials for working with ordnance, explosives, and incendiary materials (8% for high hazard, 4% for low hazard).
• Uniform Allowance: Specifies requirements for uniform provision and maintenance, including reimbursement rates.
• Conformance Process: Outlines the procedure for classifying and determining wage rates for occupations not listed in the determination.

This wage determination is critical for bidders to understand the minimum labor costs associated with performing services under the contract. It directly impacts the proposed pricing for labor, ensuring compliance with federal regulations. Bidders must ensure their proposed wages and benefits meet or exceed these minimums for all listed occupations and any unlisted occupations that may require conformance.