Posted: Aug. 14, 2025, 1:49 p.m. EDT
Adjusting this solicitation to have only 2 option year and to have the addition of pricing for afternoons/special event services not to exceed 100 hours per year. Also extending solicitation until 08/15/2025. More questions and answers to come. Service Provisions have been updated.
Additional question:
Q; Can we keep our service vehicle at the site, parked overnight?
A: Yes.
Questions and Answers:
Q1. The service frequency is 7x's A Week or 5?
A1: We have the restricted building areas Mon Fri. The areas open to the public, Visitors area, Restrooms, Grounds etc. are Mon Sun.
Q2: Will the awarded contractor be required to furnish all brand-new equipment and cleaning supplies, or may existing tools be reused if they meet USDA standards?
A2: The Awarded Contractor is responsible for furnishing all equipment and cleaning supplies. The condition of the equipment if not new will need to be reviewed by the USNA COR to ensure that the equipment is in safe working order and complies with OSHA regulations.
Q3: If awarded, may the contractor retain the current janitorial staff and/or supervisor already serving the facility?
A3: The USNA has no contractor working.
Q4: Will USDA provide any government-furnished cleaning tools, carts, or restroom dispensers?
A4: The awarded contractor is responsible for furnishing all cleaning tools, carts, restroom dispensers
Q5: Is there a designated janitor's closet or secure supply room available on-site for contractor use?
A5: Janitorial closets are provided throughout the buildings.
Q6: Are janitorial personnel required to obtain security clearances, badges, or background checks prior to working on site?
A6: Personnel will need to pass a tier 1 background check
Q7: Will USDA provide consumables such as toilet paper, hand soap, and paper towels, or is the contractor responsible for supplying all of these?
A7: Consumables will be the responsibility of the awarded contractor
Q8: Will there be a transition period with the outgoing contractor, and what is the expected contract start date after award?
A8: The USNA does not have a current contractor on site and would like to get the awarded contractor started within 30 days of award or sooner if possible.
Q9: Can you please provide clarification regarding the labor requirements outlined in the solicitation?
A9: Service Contract Act (SCA) Wage Determination
Q10: What is the total cleanable square footage? The attachments A and B show 38,448 SF total, but the PWS states 31,922 SF. Which is correct?
A10: 31,922 SF is the correct square footage.
Q11: Proposal is due on 08/09, only 2 days after due date for questions on 8/7, will there be an extension on proposal due date?
A11: The date for this solicitation has been extended. The date for questions is the final date that questions will be accepted. Questions should be sent as soon as possible.
Q12: Is weekend work required?
A12: Yes, weekend work is required from 7:00 am to 5:00 pm for all areas open to the public. No work is required in the Staff areas.
Q13: Are there any past performance requirements?
A13: These requirements would be spelled out in the solicitation.
Q14: Can you please provide proposal submission instructions for Technical Proposal and Price Proposal?
A14: Quotes can be submitted in whatever manner the prospective vendors believe will work.
Q15: Can you please provide basis for award to include proposal evaluation criteria?
A15: This information is listed in the solicitation.
Q16: What are the specific requirements for the South Farm trailers that only require 2x monthly cleaning?
A16: Standard cleaning requirements, floors, trash, dusting, etc.
Q17: Should the contractor provide service during the December 25th closure for any critical areas?
A17: The USNA Campus is closed to everyone, so no services are required for Dec 25th
Q18: What are the specific health certification requirements mentioned for personnel?
A18: There are no specific Health Certification Requirements listed in the PWS.
Q19: Is there a requirement for a dedicated on-site supervisor?
A19: Please refer to section 10, Supervision of Contract Work of the PWS
Q20: The PWS mentions "frequencies determined by the contractor" but also lists specific daily, weekly, monthly tasks. Which takes precedence?
A20: The list provided is the minimal recommended frequency and may or may not be the acceptable frequency needed to properly maintain such areas. The frequency needed to maintain the area may vary from day to day.
Q21: What are the specific AQL (Acceptable Quality Level) standards for each service area?
A21: The AQL is referenced in Section 6 Quality Control, Section 7 Quality Assurance and Attachment A the Quality Assurance Surveillance Plan (QASP) of the PWS.
Q22: How should "as needed" services be defined and measured?
A22: This will be set as additional labor hours not to exceed 100 hours.
Q23: What constitutes "peak seasons" and "high visitations" for additional cleaning?
A23: The cleaning schedule is not based on Peak Seasons or High Visitations but based on the cleanliness of the areas. This pertains more to the areas open to the public than the staff areas.
Q24: Which specific equipment is contractor-furnished vs. government-furnished?
A24: All cleaning equipment, materials, and supplies are the responsibility of the contractor.
Q25: Are there any restrictions on chemical products beyond bio-based requirements?
A25: The only restriction is to the VOC level of the chemicals used. Strong chemicals that emit strong vapors/smells such as ammonia, straight bleach etc. will not be allowed.
Q26: How much advance notice will be provided for the 7 routine special events?
A26: All Temporary Additional Services (TAS) requests will be in writing and provided to the contractor 2 weeks in advance.
Q27: What is the estimated additional labor hours for the 25-30 weddings annually?
A27: Not to exceed 100 hours per year.
Q28: How will additional services be priced and authorized?
A28: This should be priced as labor hours not to exceed 100 hours. This will be a separate line item.
Q29: What is the maximum response time for service calls?
A29: Services are provided from 7:00 am to 5:00 pm 7 days per week for all public areas and 7:00 am to 5:00 pm Mon Fri for all building areas that house staff and employees only. After hour requirements are handled through TAS Requests. There are no after-hours services that will need a response.
Q30: How will price adjustments for additional/reduced services be calculated?
A30: Anything above and beyond this stated services will be processed under an additional contract.
Q31: Will the awarded contractor be required to furnish all brand-new equipment and cleaning supplies, or may existing tools be reused if they meet USDA standards?
A31: The contractor is responsible for furnishing all equipment. Used equipment may be furnished if it is in good working condition, meets all safety requirements and is inspected and approved by the USNA COR or designated USNA staff
Q32: If awarded, may the contractor retain the current janitorial staff and/or supervisor already serving the facility?
A32: There is not a current incumbent so the retention of staff will not be available.
Q33: Is there a designated janitor's closet or secure supply room available on-site for contractor use?
A33: Yes
Q34: Are janitorial personnel required to obtain security clearances, badges, or background checks prior to working on site?
A34: Yes
Q35: Will USDA provide consumables such as toilet paper, hand soap, and paper towels, or is the contractor responsible for supplying all of these?
A35: The contractor is responsible for all consumables.
Q36: Will there be a transition period with the outgoing contractor, and what is the expected contract start date after award?
A36: No current contractor, so no transition period. The project is being covered through another medium currently.
Q37: Given that your office was suddenly put in the position of managing janitorial cleaning services for June, would you be able to provide us with an estimate of a month's supplies and materials costs?
A37: We are using the materials and supplies left by the former contractor, so we are not able to estimate the costs requested.
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued. Solicitation number 1232SA25Q0376 is issued as a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. The associated NAICS code is 561720 (Janitorial Services) with a small business size standard of $22.0 Million.
USDA, ARS, USNA
3501 New York Ave NE
Washington, DC 20002
Is looking for procurement of the Janitorial Service with 4 option years which fits with the associated Statement of Work / Specifications.
A site visit is scheduled for July 29, 2025, at 10:30 AM EST. Vendors interested in attending the site visit must notify Lynn Hults at lynn.hults@usda.gov by July 28, 2025, by 3:00 PM CST to be added to the approved list.
The Government anticipates award of a Firm Fixed Price contract.
Each quote must show a breakdown giving price of each element, provide descriptive literature or information showing that the quoted services meet all parts of the Statement of Work.
Vendors responding to this announcement shall submit their quote in accordance with FAR 52.212-2. The Government anticipates award of a contract resulting from this solicitation to the responsible quoter whose quote conforms to the RFQ and specifications using Lowest Price Technically Acceptable (LPTA) to the Government in accordance with FAR 13.106-2(b)(3) considering two major areas: technical acceptance and price. Quotes will be evaluated by performing a technical and price evaluation (LPTA) in accordance with FAR 13.106-2(b)(3). Submission of quote shall include the following: (1) Technical Specifications and (2) Price (to include shipping).
The Technical aspects will be evaluated based on the ability to meet the minimum standards in the Statement of Work (SOW). The Quotations will be evaluated started at the lowest price first. If the lowest is not acceptable then the next lowest will be evaluated.
Technically Acceptable; Quote clearly meets the minimum requirements of the SOW.
Technically Unacceptable; Quote does not meet the minimum requirements of the SOW.
Electronic submissions are preferred. Please email all quotes to lynn.hults@usda.gov.
NO LATE QUOTES WILL BE ACCEPTED.
INSPECTON AND ACCEPTANCE TERMS: Supplies will be inspected by requiring office's technical representative and accepted at destination.
The Federal Acquisition Regulation (FAR) and the Department of Agriculture Acquisition Regulation (AGAR) provisions and clauses that apply to this acquisition are in the attached document titled Service Provisions 1154695.
To be eligible for an award, all contractors must be registered in the System for Award Management (SAM). A contractor can contact SAM by calling 1-866-606-8220 or e-mail at www.sam.gov. NO EXCEPTIONS. A UEI (Unique Entity ID) number is required in order to register. All invoices shall be submitted and paid electronically.
Quotes must be received no later than Friday, August 15, 2025 at 4:00 PM Central Standard Time.
Questions regarding this combined synopsis/solicitation are due no later than Wednesday August 13, 2025, by 3:00 PM CST. Answers to any questions received by that time will be posted as an amendment to this combined synopsis/solicitation.
