Annual NAL Facilities Janitorial Services with 4 Option Years

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

This Quality Assurance Surveillance Plan (QASP) outlines the procedures and guidelines for monitoring contractor compliance with the Performance Work Statement (PWS) for Janitorial Support Services at the National Agricultural Library (NAL) in Beltsville, Maryland. The goal is to ensure the contractor effectively performs required cleaning services.

The contractor shall perform janitorial services including:

• Trash collection, recycling, and removal
• Non-carpet floor maintenance
• Carpeted floor maintenance
• Restroom maintenance
• Miscellaneous cleaning (e.g., doors, walls, windows, blinds)
• Service requirements (e.g., emergency response, conference room setups)
• Special collections

Performance will be evaluated based on results, not methods. Key performance standards include:

• Quality Control Program: 100% accuracy/completeness of the Quality Control Plan (QCP) and reporting. Performance deficiencies due to an inadequate QCP should not exceed 3 per month.

• Service Requirements: 95% acceptable quality level (AQL) for most services. Specific metrics include:

  • Trash Collection/Recycling: Max 2 documented customer complaints per month.
  • Floor Maintenance (Non-Carpet & Carpeted): Max 3 documented customer complaints per month.
  • Restroom Maintenance: Max 2 documented customer complaints per month.
  • Miscellaneous Cleaning: Max 2 documented customer complaints per month.
  • Service Requirements: Emergency response within 30 minutes (or as agreed), 1-hour notification for setups, 24-hour turnover for lost items, 1-hour unclogging for fixtures. Failing to meet mandatory requirements should not exceed 2 per month.

• Deductions: $500 per incident for exceeding complaint limits or failing to meet mandatory requirements, deducted from the invoice following the six-month evaluation.

• Place of Performance: National Agricultural Library, 10301 Baltimore Ave., Beltsville, MD 20705.

• The QASP references a PWS titled "PWS NAL Janitorial Services 1-7-26", indicating the contract period likely aligns with this date.

• The contractor must develop and implement a Quality Control Plan (QCP) to self-inspect quality, timeliness, responsiveness, and customer satisfaction.

• Performance monitoring will be conducted by the Contracting Officer's Representative (COR) through random checks, planned inspections, customer complaints, and review of records.

• The contractor must report performance monthly, including a summary assessment and data on how standards are met.

• Failure to meet performance standards may result in deductions or contract termination per FAR Part 49.

Performance Work Statement (PWS)

To provide janitorial support services for the National Agricultural Library (NAL) facility in Beltsville, Maryland, ensuring a clean, neat, and professional appearance at all times.

The contractor shall provide all necessary supervision, labor, supplies, materials, equipment, and training for custodial services including basic cleaning, restroom cleaning, and refuse removal. The services cover approximately 185,700 SF of the NAL facility, including 35 restrooms.

Performance will be evaluated based on results, customer satisfaction, inspections, and best trade practices. The Quality Assurance Surveillance Plan (QASP) will be used for monitoring. A maximum of 5 customer complaints per month is the threshold for floor/baseboard/wall cleaning and restroom cleaning. All miscellaneous cleaning deficiencies must be resolved.

Services are to be performed between 8:00 a.m. and 6:30 p.m., Monday through Friday, excluding federal holidays. The place of performance is the National Agricultural Library, 10301 Baltimore Ave, Beltsville, MD 20705.

• Occupancy Levels: The contractor must be prepared for potential increases in occupancy (up to 500) and may restructure pricing accordingly.
• Cleaning Frequencies: Specific tasks like trash collection, mopping, buffing, carpet vacuuming, restroom maintenance, and miscellaneous cleaning have defined frequencies (daily, weekly, monthly, etc.).
• Equipment: HEPA vacuums are mandatory for all vacuuming tasks. Specific government-furnished equipment is listed, and the contractor must provide all other necessary supplies and equipment, including MSDS sheets for hazardous materials.
• Special Collections Area (5th Floor): This area has unique security and environmental requirements, mandating the use of government-provided cleaning equipment and supplies stored on-site.
• Personnel: Contractors must wear uniforms, display USDA badges, and complete background checks. They must report suspicious activity and lost items.
• Health and Safety: Use of EPA-registered disinfectants for SARS-CoV-2 is required, with established procedures for safe handling, storage, and disposal. High-touch areas require frequent cleaning and disinfection.

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

To provide janitorial support services for the National Agricultural Library (NAL) facility in Beltsville, MD, ensuring a clean, neat, and professional appearance at all times.

The contractor shall provide all necessary supervision, labor, supplies, materials, equipment, and training for custodial services. This includes basic cleaning, restroom cleaning, and refuse removal for approximately 185,700 SF of the NAL facility, which houses about 250 employees and receives approximately 10,000 visitors annually.

• Trash Collection, Recycling and Removal: Emptying and cleaning receptacles, disposing of trash and recyclables, cleaning exterior areas, and maintaining cigarette receptacles.

• Non-Carpet Floor Maintenance: Sweeping, dust mopping, damp mopping, buffing, stripping, and waxing all non-carpeted floors. Special attention to terrazzo, tile, and wood floors. Includes moving furniture and using floor signs for wet areas.

• Carpeted Floor Maintenance: Vacuuming all carpeted areas with HEPA vacuums, cleaning spills and stains, and shampooing/steam cleaning annually.

• Restroom Maintenance: Daily cleaning and disinfection of toilets, sinks, urinals, mirrors, fixtures, floors, and dispensers. Replenishing supplies and emptying receptacles.

• Miscellaneous Cleaning: Cleaning interior/exterior glass doors, walls, elevators, dusting common areas, cleaning drinking fountains and sinks, cleaning stairways, restocking common area dispensers, spot cleaning hallways, cleaning ceilings, telephone areas, light fixtures, blinds, drapes, curtains, furniture, cabinets, and bookshelves.

• Special Collections (5th Floor): Specific cleaning procedures using government-provided equipment and supplies, with strict adherence to security and environmental requirements.

• Performance is evaluated based on results, customer satisfaction, and inspections, not frequency or method.

• Maximum of 5 customer complaints per month for floor/baseboard/wall cleaning and restroom cleaning.

• All deficiencies must be resolved.

• Place of Performance: 10301 Baltimore Ave, Beltsville, MD.

• Service Hours: 8:00 a.m. to 6:30 p.m., Monday through Friday, excluding federal holidays.

• Quality Control: Contractor must implement a Quality Assurance Surveillance Plan (QASP).

• Government Furnished Items: Government will provide electrical power, utilities, specific cleaning equipment (vacuums, floor scrubbers/buffers), office space, a radio, phone, copier/facsimile, and janitorial closet space. Contractor is responsible for safekeeping of government keys.

• Contractor Provided Items: All other cleaning supplies and equipment, including MSDS sheets for hazardous materials. Preference for recycled, bio-based, concentrated, and biodegradable products.

• Personnel: Uniforms required, contractor name badges, background checks, and USDA site badges are mandatory. Employees must comply with NAL, ARS, USDA policies and regulations.

• Training: Contractor must provide annual training on asbestos awareness, flooring cleaning, equipment use, and general workplace safety. A training plan must be submitted.

• Reporting: Immediate notification to COR/Contracting Officer for defective equipment, lost/unclaimed articles, suspicious persons/items, and termination actions. New employees must be reported for access coordination.

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

This Quality Assurance Surveillance Plan (QASP) outlines the procedures and guidelines for monitoring a contractor's compliance with the Performance Work Statement (PWS) for Janitorial Support Services at the National Agricultural Library (NAL) in Beltsville, Maryland. The goal is to ensure the contractor performs required cleaning services effectively and meets established performance standards.

The contractor is responsible for providing janitorial services, including:

• Trash Collection, Recycling, and Removal
• Non-Carpet Floor Maintenance
• Carpeted Floor Maintenance
• Restroom Maintenance
• Miscellaneous Cleaning (e.g., doors, walls, windows, blinds)
• Service Requirements (e.g., emergency response, conference room setup)
• Special Collections (cleaning of specific areas)

The contractor will determine the frequency of cleaning, with performance evaluated based on results.

Performance will be monitored against specific standards outlined in the QASP Performance Requirement Summary (PRS) table. Key performance indicators (KPIs) include:

• Acceptable Quality Levels (AQL): Generally 95% for most services, 100% for QC Program.
• Monitoring Methods: Random checks, observations, planned inspections, customer complaints, customer surveys, timeliness of corrective actions, work quality, and record reviews.
• Customer Complaints: Limits are set for documented complaints per month for various services (e.g., not exceeding two for trash collection and restroom maintenance).
• Corrective Actions: Timeliness and effectiveness of addressing deficiencies and complaints are critical.
• Reporting: The contractor must submit a monthly performance management report. The government (COR) will also generate QA monitoring reports.

Failure to meet performance standards may result in deductions from payment or contract termination.

• Place of Performance: National Agricultural Library, 10301 Baltimore Ave., Beltsville, MD 20705.

• Period of Performance: The PWS is referenced as "PWS NAL Janitorial Services 1-7-26", implying a contract period ending around January 7, 2026.

• Quality Control Plan (QCP): The contractor must develop and implement a QCP detailing their processes for self-inspection, data collection, deficiency identification, and corrective actions.

• Communication: Professional communication between contractor employees and customers is expected, with a focus on customer satisfaction.

• Reporting: Monthly performance management reports from the contractor and QA monitoring reports from the COR are required.

• Government Oversight: The Contracting Officer's Representative (COR) is responsible for monitoring performance and assessing contractor compliance.

Solicitation / RFP / RFQ

This document outlines the evaluation criteria for a service contract using the Lowest Price Technically Acceptable (LPTA) method. It supersedes FAR 52.212-2 Evaluation of Commercial Items and instead uses FAR 12.203 for evaluation.

• Technical Acceptability: Evaluated as "acceptable" or "unacceptable." Offerors must demonstrate a sound and compliant approach meeting all requirements, with a thorough understanding. Quotations must clearly show capability and address specific sections (3.0, 4.0, 5.0) of the PWS. Any exceptions to PWS requirements may lead to a "technically unacceptable" rating, as discussions are not anticipated.

• Past Performance: Evaluated as "acceptable," "neutral," or "unacceptable." The government will consider provided references, USDA contract history, CPARS, and other federal sources. "Acceptable" indicates a demonstrated ability to meet requirements (quality, timeliness, cost, relations, adherence). "Neutral" applies if no past performance record exists. "Unacceptable" indicates a documented history of failing to meet requirements.

• Price: Total price evaluation includes the base period, all option periods, and a potential six-month extension under FAR 52.217-8. Pricing must be proposed for all line items in the base and option periods. Pricing will be evaluated for fairness and reasonableness per FAR 12.204. For evaluation purposes, the potential FAR 52.217-8 extension will be considered equally for all offerors, using the rates from the last option period.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA).

• Process: Only the lowest priced offer will be evaluated for Technical Acceptability. If unacceptable, the next lowest priced offer will be evaluated, and so on, until the lowest priced offer with acceptable or neutral past performance is identified.

Not specified in this document.

• This document focuses solely on the evaluation criteria and does not contain the full solicitation or PWS details.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division, under the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations when performing contract work in specific geographic areas.

• Area Covered: District of Columbia Statewide, and specific counties in Maryland (Charles, Prince George's) and Virginia (Alexandria, Arlington, Fairfax, Falls Church, Fauquier, Loudoun, Manassas, Manassas Park, Prince William, Stafford).
• Occupational Listing: Provides a detailed 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 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) for federal contractors, outlining specific requirements and minimum wage adjustments.
• Conformance Process: Details the procedure for requesting additional classifications and wage rates if an occupation is not listed.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a federal contract in the specified geographic areas. It directly impacts proposal pricing by defining required wage rates and fringe benefits for various job classifications. Bidders must ensure their proposed wages meet or exceed these minimums to be compliant.