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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 12505B23Q0186 is issued as a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04. The associated NAICS code is 561720 – Janitorial Services; with a small business size standard of $22.0 Million and the PSC code is S201. This solicitation is a 100% Total Small Business Set-Aside.

The Department of Agriculture (ARS) has the need for the following service(s):

001) Janitorial Services

Scope of Work:

The United States Department of Agriculture, Agricultural Research Services (USDA-ARS) Midwest Area (MWA) Administrative Office’s Acquisitions & Personal Property/Fleet Team on behalf of the USDA-ARS North Central Soil Conservation Research Lab (NCSCRL) at 803 Iowa Street, Morris, MN 56267 for janitorial services.

Technical Requirements:

1. The Contractor shall furnish all required labor, transportation, and supplies not specifically mentioned herein, but obviously necessary to perform the required services.


2. The Government will furnish toilet tissue, paper towel, hand soap, trash liners and the organic compost liners.


3. The square footage of the North Central Soil Conservation Research Lab (NCSCRL) at 803 Iowa Street, Morris, MN 56267 is approximately 21,000 ft2.


4. Contractors must comply with the United States Department of Agriculture (USDA) COVID-19 Protocols (Appendix 1 in Attachments), posted signage at each entrance. They are required to follow the health monitoring guidelines for contractors including future updates.

Section 1

Services performed shall be subject to inspection and approval by the Technical Representative (TR). Contractor will be notified yearly of the TR assigned to the project.

A. High Contact Surfaces

Daily clean counters, sinks, water fountains, handrails, doors and doorknobs, restrooms, light switches, and floors. Environmental Protection Agency (EPA) recommended disinfectants should be utilized against the COVID-19 virus on non-porous surfaces including floors.

B. Floor Maintenance:

• Floor maintenance per manufactures recommendations for Forbo Marmoleum Floor Tile (Appendix 2 in Attachments).


• Corridors: Sweep tile floors daily and wet mop weekly.


• Receiving room tile floors daily and wet mop weekly.


• Carpeted area shall be vacuumed twice weekly (Tuesday/Thursday). Professional clean carpets with a carpet cleaner twice per year (late March and September; coordinate with location to schedule dates).


• Offices: Sweep weekly and mop monthly. Buff twice per year (2nd and 4th quarter – coordinate with location to schedule dates) using the best method for Forbo Marmoleum Floor Tiles.


• Sweep laboratories monthly or more if requested by owner. Wet mop with only water in laboratories once per month. Building 8 Labs follow the care required for Forbo Marmoleium Floor Tiles.


• Spot clean floors as needed between the sweeping and wet mop schedule.


• For all operations where floor mats, furniture and equipment must be moved, no chairs, wastepaper baskets, or other similar items shall be stacked on desks, tables, or windowsills. Upon completion of work, these items must be returned to its original position.

C. Dusting:

• Weekly, remove spider webs from corners in entry, foyers and other rooms as needed.

D. Trash/Organic Composting: (Organic composting containers will be found both in lunchroom and bathrooms)

• Lunchroom trash and organics to be emptied daily.


• Restrooms trash and organics daily.


• Trash cans should be emptied into the dumpster provided by the Government.


• Organic composting containers should be emptied into the composting bin provided by the Government, organic compositing. Containers must be lined with the designated green organic liners.

​​​​​​​E. Windows and Glass:

• Main entrance doors and entrance glass cleaned weekly.


• Inside and outside of all windows to be done twice per year, in the spring and fall (coordinate with TR to schedule dates).

​​​​​​​F. Lavoratories (All 3 Buildings: 5-Total):

• Floors cleaned with approved odorless cleanser and EPA recommended disinfectants for use against the COVID-19 virus. Special attention shall be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance throughout.


• Toilets and urinals cleaned daily.


• Countertops, sinks, and soap trays cleaned daily.


• Place soap, towels, toilet tissue and deodorant material in lavatories as needed.


• Remove spots on walls as needed by damp-wiping using multi-purpose (disinfectant-deodorizing) cleaners.

​​​​​​​G. Lunchroom:

• Floors swept daily and mopped twice per week. Strip and wax annually (coordinate with location to schedule dates for buffing)


• Countertops and tabletops wiped off daily.


• Sink cleaned daily.


• Place paper towels in dispenser as needed.


• Trash and organic composting emptied daily, as stated above in (D. Trash/Organic Composting).

​​​​​​​H. Fountains:

• All fountains cleaned daily using an EPA recommended disinfectant for use against the COVID-19 virus.

​​​​​​​I. Workroom Sink:

• Weekly clean sink in Room A108.

​​​​​​​J. Conference Room:

• Weekly clean tabletops in conference room.

Section 2:

General Conditions:

• EPA recommended disinfectants for use against the COVID-19 virus on non-porous surfaces including floors. High contact surfaces (counters, sinks, water fountains, handrails, doors and doorknobs, restrooms, light switches, and floors) will be cleaned daily.


• Work will be performed between 6 PM and 6 AM, or weekends as scheduled with Location for necessary cleaning.


• Where services specified in the specifications are required less than once daily (i.e. once a week, twice a week, etc.) the Technical Representative will specify the day(s) on which the service will be performed.


• The Contractor shall furnish only qualified and competent work staff who are proficient in performing janitorial work. The Contractor shall be responsible for instructing their staff in appropriate safety measures.


• Payment will be made monthly in arrears, on total services rendered each month, on submission of invoices to IPP by the Contractor.


• For Subcontractors, we require work experience references. Notification of sub-contractor selection is required prior to approval.

Travel:

To 803 Iowa Street, Morris, MN 56267.

Security Requirements:

Contractor technicians shall be current US citizens in good standing. The contractor will be escorted on facility grounds to complete work as required.

Place of Performance:

USDA-ARS 803 Iowa Street, Morris, MN 56267.

Key Deliverables:

• Janitorial Services (Base Year)


• Janitorial Services (Option Year 1)


• Janitorial Services (Option Year 2)


• Janitorial Services (Option Year 3)


• Janitorial Services (Option Year 4)

Periods of Performance:

• Base Year: July 1, 2023 – June 30, 2024.


• Option Year 1: July 1, 2024 – June 30, 2025.


• Option Year 2: July 1, 2025 – June 30, 2026.


• Option Year 3: July 1, 2026 – June 30, 2027.


• Option Year 4: July 1, 2027 – June 30, 2028.

Evaluation Factors:

Pursuant to FAR 52.212-2, the criteria for evaluation and basis for award will be Lowest Price, Technically Acceptable (LPTA). Technical acceptable is define as meeting ALL of the technical requirements identified on the Statement of Work and reiterated in the solicitation description. The Government intends to make one Firm-Fixed Price award based on the lowest price technically acceptable (LPTA) quote received. "LPTA" means the best value is expected to result from selection of the technically acceptable quote with the lowest evaluated price. The lowest priced quote will be evaluated first; if NOT found technically acceptable, the next lowest priced quote will be evaluated, and so on until a technically acceptable quote is identified. The Government will NOT review higher priced quotes if the lowest (or a lower) priced quote is determined to be technically acceptable.

Submitting a Quote:

Failure to demonstrate compliance with ALL instructions presented herein will constitute sufficient cause to reject a quote without further discussions. All responsible sources may submit a quote which will be put into considered for award.

Vendors responding to this announcement shall submit their quote in accordance with FAR 52.212-1. The applicable FAR clauses and provisions for this acquisition are included in the attachments to this solicitation. The Government anticipates making one Firm-Fixed Price award.

Vendors responding to this announcement shall submit their quote along with all other requested and required documentation (such as completed FAR provisions) to be included as part of ALL offeror’s responses. The quote should include any and all fees, charges, and/or surcharges. This will be a tax-exempt purchase.

The solicitation attachments include FAR clauses, a Performance Work Statement (PWS), Wage Rate Determination, and FAR provisions. Be sure to read and review ALL of the attachments and to complete any and ALL additional documentation required as part of your quote submission. Of critical importance is to review the SOW as it contains the requirements for this acquisition.

In addition, all submissions should include the FAR clauses and provisions completed in their entirety. The FAR clauses and provisions constitute the terms and conditions for submitting a quote in response to this solicitation as well as the terms and conditions of the anticipated award. The FAR provisions apply to the solicitation and submission of quotes. The FAR clauses apply to the solicitation and submission of quotes as well as to the resulting award. The FAR clauses will be included as part of the resulting award. Please review ALL of the FAR clauses and provisions and be certain to complete all of the FAR clauses and provisions that require the offerors impute (i.e. all boxes are checked, blanks are filled in, and tables are completed). Please provide a completed copy of the FAR provisions FAR 52.204-24 (Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment) and FAR 52.212-3 (Offeror Representations and Certifications - Commercial Products and Commercial Services) with your quote.

Please ensure your quote will be current and that the price quoted will NOT expire for a minimum of 30 days.

To be eligible to be put into consideration for award, ALL vendors who respond to this solicitation must be registered in the System for Award Management (SAM) with a current and active registration at the time their quote is submitted. A vendor can contact SAM by calling 1-866-606-8220 or e-mail at www.sam.gov. NO EXCEPTIONS. A Unique Entity Identifier (UEI) number is required in order to register. Vendors must also include their UEI# on their quote. Vendors should also include their SAM status as well as the business size and socio-economic status(es) for the applicable NAICS code.

Also, be certain all quotes included your full legal name, physical address, individual unit prices for all items quoted, the total quoted price, an estimated time to delivery or completion, the quote submission date, the quote expiration date, and all other relevant information.

The submission and payment of invoices on the resulting award will be made through the Invoice Processing Platform (IPP). As such, vendors must be currently registered or register in IPP in order to be able to submit and receive payment on invoices for the resulting award.

Questions in regards to this combined synopsis/solicitation must be submitted through email to aaron.dimeo@usda.gov (NO calls with questions will be accepted) and are due by NO later than Thursday, June 22, 2023 at 11:59 PM Central Time (CT). Answers to any questions received by that time will be posted as an amendment to this combined synopsis/solicitation. No questions will be answered after this date unless determined to be in the best interest of the Government.

Only electronic submissions made via email will be accepted (NO verbal quotes made by phone call, quotes submitted by USPS mail, or quotes submitted in the body of an email). Please email all quotes in writing along with completed FAR provisions as well as ALL other requested and required documentation to aaron.dimeo@usda.gov by NO later than Tuesday, June 27, 2023 at 11:59 PM Central Time (CT).

NOTE: Be absolutely certain to reference the RFQ number “12505B23Q0186” and/or title of the solicitation “Janitorial Services” in the subject, body, and/or attachments on your quote submission email to ensure your submission can be located and attributed to this solicitation. Failure to do so could potentially result in your submission being deemed “unresponsive” and as a result your quote may NOT be put into consideration for award (as your quote may NOT be located when searching the recipients email to ensure all responses to the solicitation have been logged before making an award determination).

Attachments/Links