Custodial Services Fort Buchanan

Amendment / Modification

This amendment (0003) to solicitation HQC00826QE005 makes the following changes:

• Attachment 1 - PWS: Removes government-furnished equipment details from sections 2.3.4 and Exhibit 2-1 A.
• Attachment 3 - Pricing Schedule and Cost Breakout:
  • Clarifies which numbers are editable.
  • Updates sample minimum wage rates.
• Attachment 4 - Direct and Indirect Labor Summary: Removes unnecessary language from specific cells (B18/B19 and B22/23).
• Questions and Answers: Publishes vendor questions and answers as per the solicitation's instructions.
• NAICS Code: Updates the North American Industry Classification System (NAICS) code to 561720.

Attachments 1, 3, and 4, as well as the NAICS code information and the Q&A section.

This amendment does not explicitly state a change to the proposal deadline. However, bidders should review the updated attachments and Q&A for any impact on their proposal preparation and submission.

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

This Performance Work Statement (PWS) outlines the requirements for custodial operations at the Fort Buchanan Commissary, located at 689 N Terminal Rd, Fort Buchanan, PR 00934-4576.

• The contractor is responsible for furnishing all personnel, supervision, supplies, equipment, tools, and materials necessary for custodial tasks.

• Services include general custodial duties, floor maintenance, underneath cleaning, restroom cleaning and supply replenishment, ash and trash removal, glass and window cleaning, and hazardous chemical spill cleanup.

• Specific areas excluded from custodial services include meat department backup storage and display cases, produce department processing/storage and display cases, and dairy/frozen food backup storage areas.

• Performance will be monitored using a Quality Assurance Surveillance Plan (QASP) and the Contractor's Quality Control Plan.

• Specific performance standards are detailed for Floor Maintenance, Underneath Cleaning, Glass and Window Cleaning, and Restrooms, with a "Pass or Fail" inspection standard.

• Cleaning frequencies (Daily, Weekly, Monthly, Quarterly, Semi-Annually, Annually) are specified for various areas.

• The effective date of the PWS is July 1, 2026.

• Work is to be performed at the Fort Buchanan Commissary.

• The PWS details both daytime and night custodial operating hours and schedules.

• Contractor personnel must comply with applicable OSHA, DoD, and DeCA safety regulations.

• Personnel must wear Government-furnished identification badges.

• Specific dress codes and safety requirements apply.

• Use of approved cleaning agents and adherence to Material Safety Data Sheets (MSDS) for hazardous chemicals are mandatory.

• Contractor-furnished equipment must comply with OSHA and other standards.

• Only clear plastic bags are to be used for supplies.

• The contractor must provide a Quality Control Plan and a Custodial Work Schedule.

• Government-furnished facilities, services, equipment, and supplies are detailed, including trash receptacles and identification badges.

Form / Attachment / Pricing Sheet

This spreadsheet, "Attachment 4 (Amendment 3) - Direct and Indirect Labor Summary HQC00826QE005 Fort Buchanan.xlsx", provides a breakdown of direct and indirect labor hours required for custodial services at Fort Buchanan. It is an attachment to Amendment 3 for solicitation HQC00826QE005.

• Direct Labor Summary: Details the calculation of direct productive hours required for custodial tasks, based on square footage and a productivity rate. The provided data shows 1,276,3304 square feet per year with a productivity rate of 0, resulting in a calculation error ('#DIV/0!') for required hours.
• Indirect Labor Summary (Supervision Hours): Outlines hours exclusively used in a supervisory capacity. The required indirect hours are listed as 0.
• Total Direct/Indirect Hours: The sum of direct and indirect labor requirements. The calculation results in an error ('#DIV/0!').
• Instructions: Bidders are instructed to enter data only in cells with red font. Hours used exclusively for supervisory tasks should not be included in direct labor.

This document is intended to provide bidders with an estimate of the labor hours required for the custodial services at Fort Buchanan. Bidders should review this data to understand the potential labor effort involved in fulfilling the contract requirements. However, due to the calculation errors ('#DIV/0!') present in the provided data, bidders may need to perform their own labor hour estimations or seek clarification from the contracting agency.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Fort Buchanan custodial services solicitation, published as part of Amendment 0003.

• Minimum Wage: Contractors must comply with all applicable federal, state, and local laws and regulations, including the prevailing wage determination and any applicable local minimum wage laws, whichever is higher. Attachment 3 has been updated to clarify informational fields.
• Facility Renovations: Offerors must base proposals on the current solicitation and PWS. The government will not provide information on potential future renovations. Changes impacting scope will be addressed via contract modification.
• Incumbent Contractor Information: Information on the incumbent contractor and current contract monthly amount must be requested via a Freedom of Information Act (FOIA) request.
• Storage Space: The government will provide 85 square feet of securable storage space for contractor equipment and supplies.
• Staffing Levels: As this is a performance-based contract, the government does not track incumbent staffing levels and will not provide this information. Offerors are responsible for developing their own staffing plan.
• Restroom Consumables: The contractor is responsible for furnishing and replenishing all restroom consumables, including toilet tissue, paper towels, and liquid soap.
• Pricing Schedule: Figures in the pricing schedule (Attachment 3) are illustrative. Offerors must propose their own company-specific rates compliant with all applicable laws and regulations, including the Wage Determination.
• Cleaning Frequencies: Estimated cleaning frequencies in Exhibits 4-2 and 4-3-1 are for planning purposes. The contractor shall determine specific techniques to meet quality standards detailed in the PWS.
• Excluded Areas: Deli, Butcher, Back of House, Meat Department, Produce Department, and Dairy/frozen/chill food backup storage areas are excluded from the custodial scope.

This Q&A document clarifies several aspects of the solicitation, including wage requirements, facility information, and contractor responsibilities. Offerors should review these clarifications to ensure their proposals accurately address the requirements. Some information, such as the exact square footage for storage, has been updated and will be reflected in the PWS via this amendment.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 (Amendment 3) - Pricing Schedule and Cost Breakout," provides the pricing structure and cost breakdown for the Fort Buchanan Commissary custodial operations. It is an amendment to the original solicitation (HQC00826QE005).

• Pricing Schedule: Details pricing for Custodial Operations over a Base Year (July 1, 2026 - June 30, 2027) and four Option Years (July 1, 2027 - June 30, 2031). It includes columns for Quantity, Unit of Issue, Unit Price, Amount, Revised Unit Price, and Correct Amount. All values in the provided text are listed as 0.0.
• Cost Breakout: Outlines the required format for submitting cost breakouts, referencing the "Quote Submission (Format and Content)" section of the solicitation. It specifies worksheets for Custodial, Yearly Totals, 5-Year Totals, and Loaded Wages for Janitors and Project Managers.
• Custodial Worksheet: Provides sample occupational titles and minimum wage rates. Bidders are instructed to update any data in blue. It details cost elements for Direct Labor, Health & Welfare, Holidays/Sick/Vacations, Fringes, Supplies & Equipment, G&A, and Profit.
• Loaded Wage Rate Worksheets (Janitor & Project Manager): These sheets are for calculating loaded hourly rates for specific roles, including direct labor, health & welfare, holidays/sick/vacations, fringes, G&A, and profit. Sample rates and calculations are provided.

Bidders must use this document to prepare and submit their pricing proposals. It details the required format for cost breakdowns and provides the structure for the base and option year pricing. The loaded wage rate worksheets are crucial for accurately calculating labor costs for janitorial and project management roles, ensuring compliance with wage and benefit requirements. Bidders must pay close attention to the instructions regarding updating blue-highlighted data and adhering to prevailing wage laws.

Amendment / Modification

This amendment extends the proposal submittal due date for solicitation HQC00826QE005.

• The Response Due Date has been modified.

• The original Response Due Date was 06 Feb 2026.

• The new Response Due Date is 18 Feb 2026.

Amendment / Modification

This amendment modifies Solicitation HQC00826QE005, originally dated 05 Jan 2026.

Key changes include:

• Addition of a site visit date and time for prospective offerors, along with contact information for attendance.

• Addition of a deadline for the submission of questions.

• The amendment provides details for a site visit and sets a deadline for questions.

• Prospective offerors should note the new site visit details and the deadline for submitting questions. The amendment does not explicitly state changes to proposal submission deadlines or evaluation factors, but bidders should review the full document for any implications.

Solicitation / RFP / RFQ

This solicitation is for Custodial Operations at the Fort Buchanan Commissary in Puerto Rico. The government is procuring necessary supervision, personnel, supplies, and equipment to perform these services.

• Provision of comprehensive custodial operations.

• Adherence to the Performance Work Statement (PWS) as detailed in Attachment 1.

• Compliance with all terms and conditions specified in the solicitation.

• DFARS Clause 252.222-7000: Restrictions on Employment of Personnel (requiring employment of local residents in Puerto Rico).

• The contract includes a base year and four option years.

• Base Year: July 1, 2026 - June 30, 2027

• Option Year 1: July 1, 2027 - June 30, 2028

• Option Year 2: July 1, 2028 - June 30, 2029

• Option Year 3: July 1, 2029 - June 30, 2030

• Option Year 4: July 1, 2030 - June 30, 2031

• Pricing Arrangement: Firm Fixed Price.

• Quotes must be submitted electronically through the PIEE system.

• Quotes must be submitted in three distinctly severable parts: Volume I (Solicitation, CLIN Structure, and Cost Breakout), Volume II (Technical Information and Direct/Indirect Labor Summary), and Volume III (Past Performance Information).

• Specific page limits apply to each volume.

• Evaluation will be based on a tradeoff process considering Technical Capability, Past Performance, and Price. Technical Capability and Past Performance, when combined, are approximately equal to cost or price.

• Key deadlines and submission instructions are detailed in the "Instructions, Conditions, & Notices to Offerors or Quoters" section.

• The solicitation indicates "UNRESTRICTED" for the acquisition, with no specific set-aside mentioned on the first page. However, various small business clauses are incorporated, suggesting potential consideration for small businesses.

• The solicitation includes numerous FAR and DFARS clauses related to contract administration, payment, representations, certifications, and special contract requirements.

• Attachment 1: Fort Buchanan Performance Work Statement (PWS)

• Attachment 2: Wage Determination 2015-5707, Revision 28

• Attachment 3: Pricing Schedule and Cost Breakout

• Attachment 4: Direct and Indirect Labor Summary

• Attachment 5: Past Performance Information

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

This Performance Work Statement (PWS) outlines the requirements for custodial operations at the Fort Buchanan Commissary, located at 689 N Terminal Rd, Fort Buchanan, PR 00934-4576.

• The contractor is responsible for furnishing all personnel, supervision, supplies, equipment, tools, materials, and services necessary for custodial tasks.

• Services include general custodial duties, floor maintenance, underneath cleaning, restroom cleaning and restocking, and glass/window cleaning.

• Specific areas excluded from custodial services include meat department storage and display cases, produce department processing/storage and display cases, dairy/frozen food storage areas, and contracted service operation areas (bakery, deli, etc.).

• Performance standards are detailed in Section 4 and summarized in Attachment 1.

• Key areas include Floor Maintenance, Underneath Cleaning, Glass and Window Cleaning, and Restrooms.

• Performance will be evaluated through periodic inspections, with a "Pass or Fail" standard.

• Specific cleaning frequencies and quality standards are provided in Exhibits 4-2 and 4-3-1.

• The PWS is effective from July 1, 2026.

• Services are to be performed at the Fort Buchanan Commissary.

• The contractor must adhere to specified commissary operating hours and night custodial windows of opportunity.

• Contractor personnel must comply with all applicable OSHA, DeCA, and installation safety regulations.

• Personnel must be trained and qualified for any equipment operation.

• Hazardous chemicals and materials must be handled according to MSDS guidelines.

• The contractor must develop and submit a Quality Control Plan and a Floor Care Program.

• Government-furnished facilities, equipment, and supplies are detailed in Section 2 and Exhibit 2-1.

• Contractor-furnished equipment and supplies must comply with specified standards (Section 3).

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Pricing Schedule and Cost Breakout for the Fort Buchanan Commissary. It provides the structure for bidders to detail their proposed costs for custodial operations over a base year and four option years.

• Pricing Schedule: Outlines costs for "Custodial Operations" for the Base Year (July 1, 2026 - June 30, 2027) and four Option Years (July 1, 2027 - June 30, 2031). It includes fields for Quantity, Unit of Issue, Unit Price, and Amount.
• Cost Breakout: Details various cost elements including Direct Labor, Health & Welfare, Holidays/Sick/Vacations, Fringes (FICA, FUTA, SUTA, Workman's Compensation, etc.), Supplies & Equipment, General & Administrative (G&A), and Profit. It provides worksheets for "Custodial," "Year Totals," "5 Year Totals," "Janitor," and "Project Manager" loaded wage rates.
• Loaded Wage Rates: The "Janitor" and "Project Manager" sheets calculate loaded hourly rates by factoring in direct labor, health & welfare, holidays/sick/vacations, and fringes.

Bidders must use this attachment to prepare and submit their detailed cost proposals. It specifies the format for breaking down costs across different labor categories, benefits, and overhead, which will be a critical component of their overall bid. The document indicates that all calculated totals for the base and option years are currently $0.0, suggesting that specific pricing details are to be filled in by the bidder.

Form / Attachment / Pricing Sheet

This document provides the required format for submitting past performance information for government references and includes a sample letter for obtaining release of information from non-government clients. It is intended to guide offerors in providing comprehensive past performance data as required by the solicitation (HQC008-26-Q-E005).

For Government References:

• Offeror Name
• Solicitation Number (HQC008-26-Q-E005)
• Customer Name, Address, Telephone, Fax
• Point of Contact (POC) / Contracting Officer
• Contract Number
• Description of Service/Product (including variety of tasks, standard of care, degree of tolerance)
• Size of Contract
• CPARS Ratings Received
• Start Date and Completion Date
• Place of Performance
• Total Contract Value
• Percentage of Contract Value Subcontracted
• Number of Subcontractors
• Equipment, Supplies, and Training provided by company or customer
• Customer Point of Contact (other than Contracting Officer)
• Problems Encountered and Corrective Actions

For Non-Government Client References:

• Sample letter template for clients to authorize release of information to the Defense Commissary Agency (DeCA).
• Includes placeholders for customer company details, offeror's point of contact, and specific work performed.

Offerors must use the provided format to detail their past performance with government contracts. Additionally, they must utilize or adapt the sample letter to secure authorization from non-government clients to release information to DeCA, as past performance is a significant factor in the source selection process for this opportunity.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (2015-5707, Revision 28) for the Service Contract Act, applicable to Puerto Rico. It lists various occupational classifications and their corresponding minimum wage rates and fringe benefits required for service contracts in specific areas of Puerto Rico.

• Geographic Area: Covers specific municipalities in Puerto Rico.
• Occupational Classifications: Lists hundreds of job titles with corresponding "Occupation Code" and "Rate".
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing.
• Health & Welfare: Specifies minimum hourly rates for health and welfare benefits ($5.55/hour or $5.09/hour under EO 13706).
• Vacation: Outlines paid vacation accrual based on years of service (3 weeks after 1 year, 4 weeks after 15 years).
• Holidays: Mandates a minimum of twelve paid holidays per year, with provisions for substitutions.
• Footnotes: Several occupations have numbered footnotes referencing specific conditions or exclusions (e.g., computer employees, air traffic controllers, hazardous pay differentials, uniform allowances).

This wage determination is crucial for bidders to understand the minimum labor costs associated with performing services under a government contract in the specified region of Puerto Rico. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant. It directly impacts the cost proposal and overall feasibility of bidding on opportunities in this area.

Form / Attachment / Pricing Sheet

This Excel spreadsheet, "Attachment 4 - Direct and Indirect Labor Summary," provides a breakdown of direct and indirect labor hours required for the HQC00826QE005 opportunity at Fort Buchanan. It is intended to help bidders understand the labor estimations associated with the contract.

• Direct Labor Summary: Details custodial direct labor hours required for administrative/store/patron areas. It includes fields for square footage, productivity rate, and calculated direct productive hours. Note: The productivity rate is currently listed as 0, resulting in calculation errors ('#DIV/0!') for direct hours.
• Indirect Labor (Supervision) Summary: Details indirect labor hours required for supervisory capacity. It includes a field for indirect hours required, which must match total indirect hours shown on FMP-9D Documents. This is currently listed as 0.
• Total Direct and Indirect Hours: A summary field intended to show the combined direct and indirect labor requirements, which must match total hours shown on FMP Documents. This field also shows a calculation error ('#DIV/0!').

Bidders should review this document to understand the government's estimated labor requirements for the opportunity. However, due to the calculation errors ('#DIV/0!') present in the direct labor and total hours sections, bidders should be aware that these figures may not be accurate or complete. It is recommended that bidders perform their own labor estimations based on the requirements outlined in the solicitation and any other relevant SOW/PWS documents.