Janitorial Services at the USDA, Dale Bumpers National Rice Research Center

Form / Attachment / Pricing Sheet

This document is a sign-in sheet for a site visit related to PO# 1232SA26Q0118 at the Dale Bumpers National Rice Research Center. It records the names, companies, and signatures of attendees.

• Name: Name of the attendee.
• Company: The company the attendee represents.
• Signature: The signature of the attendee.

This sign-in sheet indicates attendance at a site visit for the specified opportunity. It may be relevant for bidders to understand who else is interested in or has visited the site, potentially indicating competitor presence or key stakeholders involved.

Questions & Answers / Clarifications

This document provides answers to questions submitted by interested parties regarding the janitorial services opportunity.

• Moping Frequency: Moping does not need to be completed on the same day each week; it can be done on multiple days.
• Trash Removal: Contractors will only remove regular nonhazardous trash; broken glass or sharps containers from labs are excluded.
• High Ceiling Cleaning: Poles will be provided for cleaning cobwebs on high ceilings.
• Water Supply: Water supply is available outside the building for janitorial use from several sources.
• Dress Code: Janitorial staff must wear closed-toe shoes, long pants, and short-sleeved shirts to enter lab areas.
• Hours of Service: Services are required Monday through Friday, 7:00 AM to 4:00 PM, excluding Federal holidays.
• Contractor Clearance: A Linc Pass clearance, including fingerprints, is required for all janitorial staff.
• Floor Stripping/Waxing: Floors require yearly stripping and waxing, which can be scheduled after hours.

Bids are to be submitted via email to the Contracting Officer, Katelyn Nelson, at Katelyn.nelson@usda.gov.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) for Janitorial Services at the USDA, ARS Dale Bumpers National Rice Research Center in Stuttgart, AR. The acquisition is a Total Small Business Set-Aside.

• The core requirement is Janitorial Services as detailed in the attached Performance Work Statement (PWS).

• Technical data and supporting documentation are available via attachments, including Solicitation Terms and Conditions, Performance Work Statement, Wage Rates, Bid Schedule, and an Amendment.

• A firm-fixed price requirements contract is anticipated.

• The contract will consist of one (1) one-year base period and four (4) one-year option periods, not to exceed five (5) years total.

• F.O.B. destination is the requested delivery point.

• Offers are requested in the format of a quotation.

• Pricing must be submitted as requested in the attached spreadsheet titled Bid Schedule, including pricing for the base period and all option periods.

• Award will be made to the offeror representing the best value to the Government, evaluated on a Lowest Price Technically Acceptable (LPTA) basis.

• Evaluation criteria include Price, Technical Acceptability, and Past Performance.

• Quotes will be evaluated for fairness and reasonableness.

• Questions are due no later than January 28, 2026, at 12:00 PM Central Time and should be emailed to Katelyn.nelson@usda.gov.

• Offers must hold prices firm for 90 calendar days from the offer receipt date.

• This acquisition is set-aside for small business concerns.

• The small business size standard is $22 Million dollars.

• Offerors are not required to meet a specific qualification requirement to be eligible for award.

• Full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

• A site visit is scheduled for Friday, February 6, 2026, at 1:00 PM CST. Address: 2890 Hwy 130 E, Stuttgart, AR 72160. POCs are Joel Ledbetter and Yulin Jia.

Amendment / Modification

• The bid due date has been extended from February 4, 2026, to February 11, 2026.

• The Period of Performance has been updated to March 1, 2026, to February 28, 2031.

• Item 9A (Amendment of Solicitation Number) and Item 11 (Item Only Applies to Amendments of Solicitations) are relevant to this amendment.

• The "LIST OF CHANGES" section details the specific modifications.

• The proposal submission deadline has been extended to February 11, 2026.

• The Period of Performance has been adjusted.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, specifically Janitorial Services at the USDA, ARS Dale Bumpers National Rice Research Center in Stuttgart, AR. It constitutes the only solicitation, and no separate written solicitation will be issued. The acquisition is a Total Small Business Set-Aside.

• The core requirement is Janitorial Services as detailed in the attached Performance Work Statement (PWS).

• Technical data and supporting documentation are available via attachments, including Solicitation Terms and Conditions, Performance Work Statement, Wage Rates, and Bid Schedule.

• A firm-fixed price requirements contract is anticipated.

• The contract will consist of one (1) one-year base period and four (4) one-year option periods, for a total duration not to exceed five (5) years.

• Offerors must submit pricing for all items to be considered responsive.

• Evaluation will be based on the criteria of Lowest Price Technically Acceptable (LPTA).

• Price will be evaluated for the base period, all option periods, and potential extension under FAR 52.217-8.

• Technical Acceptability will be evaluated as "acceptable" or "unacceptable."

• Past Performance will be evaluated as "Acceptable," "Neutral," or "Unacceptable."

• Only the lowest priced offer will be evaluated for Technical Acceptability. If it's not acceptable, the process continues with the next lowest priced offer.

• Offerors must provide a detailed technical proposal and have an active registration in the System for Award Management (SAM.gov).

• Questions are due by January 28, 2026, 12:00 PM Central Time, via email to Katelyn.nelson@usda.gov.

• Offers must be held firm for 90 calendar days from the specified receipt date.

• This acquisition is a Total Small Business Set-Aside.

• The applicable North American Industry Classification Standard (NAICS) Code is 561720.

• The small business size standard is $22 Million dollars.

• All responsible sources may submit a quotation.

• The Place of Performance is Dale Bumpers National Rice Research Center, 2890 Hwy 130 East, Stuttgart, AR 72160.

• F.o.b. destination is requested for all deliverables.

• Offerors are encouraged to visit the site. Contact information for site visit inquiries is provided.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Janitorial Services solicitation (1232SA26Q0118).

• Work Schedule: The DBNRRC is open Monday-Friday, 7:00 a.m. to 4:00 p.m. The solicitation confirms flexibility in start/end times within these hours.
• Access Requirements: Employees will receive proper instruction/training for any restricted access zones.
• Building Layout: All work zones are included in the provided floor plan; any exclusions can be clarified at the site visit.
• Supply Responsibility: The solicitation annotates what consumables are government-furnished by the USDA.
• Floor Care: Expectations for floor care beyond standard sweeping and mopping are detailed in the performance work statement.
• Performance Standards: Specific inspection checklists and government performance standards are listed in the Performance Work Statement.
• Incumbent Contractor: There is no incumbent contractor for this requirement.
• Transition Period: Service is expected to start on 03/01/2026, as indicated in the solicitation.
• Site Visit: Site visit information is in the solicitation, terms and conditions, page 10.
• Flooring Square Footage: Approximately 4500 sq ft of carpet in the auditorium, library, and offices; the remainder is hard surface flooring.
• Bathroom Fixtures: There are 9 toilets, 10 sinks, 3 urinals, and 2 shower stalls across the 4 bathrooms.
• Miscellaneous Cleaning: Performance will be based on the evaluation of results, not the contractor's chosen schedule or method for miscellaneous cleaning items.

This Q&A document clarifies several aspects of the original solicitation, including work hours, supply responsibilities, and specific facility details. It also confirms the absence of an incumbent and the expected start date. A site visit is being rescheduled due to an impending storm.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for Janitorial Services at the USDA, ARS Dale Bumpers National Rice Research Center in Stuttgart, AR. The acquisition is a Total Small Business Set-Aside.

• The specific requirements and deliverables are detailed in the attached Performance Work Statement (PWS).

• Technical data and supporting documentation are available as attachments.

• A firm-fixed price requirements contract is anticipated.

• The contract will consist of one (1) one-year base period and four (4) one-year option periods, not to exceed five (5) years total.

• Quotes will be evaluated based on the lowest price technically acceptable criteria.

• Pricing must be submitted as requested in the attached Bid Schedule, including pricing for the base period and all option periods.

• Technical Acceptability will be evaluated for the lowest priced offer.

• Past Performance will also be evaluated.

• Questions are due by January 28, 2026, 12:00 PM Central Time, via email to Katelyn.nelson@usda.gov.

• Offers must be held firm for 90 calendar days from the offer receipt date.

• This acquisition is set-aside for small business concerns.

• The North American Industry Classification Standard (NAICS) code is 561720.

• The small business size standard is $22 Million dollars.

• Offerors are encouraged to visit the site. Site visit information is provided, including date, time, POCs, and address.

• The solicitation incorporates provisions and clauses by reference, accessible electronically at www.acquisition.gov.

Form / Attachment / Pricing Sheet

This document is an interactive Excel spreadsheet intended for bidders to provide their pricing for the contract line items (CLINs) associated with the Janitorial Services opportunity. Bidders are instructed to round the offer price for each CLIN to the nearest dollar amount, excluding cents.

• CLINs: The document lists specific contract line items, including:
  • Janitorial Services Base Year (0001)
  • Janitorial Services 1st Option Year (1001)
  • Janitorial Services 2nd Option Year (2001)
  • Janitorial Services 3rd Option Year (3001)
  • Janitorial Services 4th Option Year (4001)
  • Janitorial Services 6-month Extension Period (5001)
• Quantity & Unit of Issue: Specifies the quantity (e.g., 12 Months) for each CLIN.
• Unit Price & Amount: Fields for bidders to enter their proposed unit prices and calculate the total amount for each CLIN.
• Contract Total with All Options: A field to sum the total contract value including all option years.

This pricing sheet is critical for bidders to accurately calculate and submit their proposed costs for the Janitorial Services contract. It outlines the structure for pricing the base year, option years, and a potential extension period, directly impacting the overall bid submission and evaluation.

Form / Attachment / Pricing Sheet

This document is a Wage Determination from the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for specific geographic areas. This document is crucial for contractors to understand the labor costs associated with performing services under a government contract.

• Wage Determination Number: 2015-5133, Revision No.: 29
• Area: Arkansas Counties of Arkansas, Ashley, Bradley, Calhoun, Chicot, Dallas, Desha, Drew, Ouachita, Union.
• Occupational Listing: Provides a comprehensive list of job titles (e.g., Accounting Clerk, Administrative Assistant, Computer Operator, Electrician, Nurse, etc.) with corresponding minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific health and welfare benefits are detailed, including rates for regular contracts and those covered by Executive Order 13706.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) to contracts awarded on or after specific dates.
• Conformance Process: Outlines the procedure for requesting additional classifications and wage rates if an occupation is not listed.

Bidders must review this document to accurately estimate labor costs for their proposals. The listed wage rates and fringe benefits are the minimums that must be paid to employees performing work under the contract. Failure to comply can result in penalties. This document directly impacts the financial viability and competitiveness of a bid.

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

This Performance Work Statement (PWS) outlines the requirements for janitorial support services at the Dale Bumpers National Rice Research Center (DBNRRC) in Stuttgart, AR.

• The contractor shall provide all managerial, administrative, and direct labor for custodial services, including basic cleaning, restroom cleaning, and trash removal.

• Services are to be performed in the main building of the DBNRRC, approximately 40,000 square feet.

• The contractor must maintain a satisfactory facility condition and a clean, neat, and professional appearance.

• Performance will be evaluated based on customer satisfaction, inspections, and best trade practices, not solely on frequency or method.

• The contract period will be no more than 365 days from the award date, running continuously for 12 months (unless extended).

• Trash Collection: Daily emptying of all trash receptacles, ensuring containers are clean and lined. Trash to be deposited in the designated exterior collection location.

• Non-Carpet Floor Maintenance: Sweeping, dust mopping, and damp mopping of all non-carpeted floors to ensure a clean appearance free of dirt, debris, and marks. Buffing to maintain a high gloss shine every two weeks or as needed.

• Carpeted Floor Maintenance: Vacuuming all carpeted areas to remove dirt and debris. Spot cleaning as needed, with shampooing at least once a year. HEPA vacuums are mandatory.

• Restroom Maintenance: Twice weekly or as needed cleaning and disinfecting of all restrooms, including toilets, sinks, urinals, showers, floors, and fixtures. Restroom supplies will be replenished as needed.

• Miscellaneous Cleaning: Cleaning of windows, doors, walls, drinking fountains, sinks, and floor mats. Restocking of dispensers in common areas, bathrooms, and lunchrooms.

• Performance Thresholds: Not to exceed 10 customer complaints per month for general cleaning and restroom services. All deficiencies must be resolved for miscellaneous cleaning.

• Place of Performance: Dale Bumpers National Rice Research Center, 2890 Hwy 130 East, Stuttgart, AR, Building #1.

• Hours of Operation: Services to be performed during DBNRRC's operating hours (Monday-Friday, 7:00 a.m. to 4:00 p.m.), excluding federal holidays.

• Government Furnished Items: DBNRRC will supply paper towels, toilet paper, trash bags, hand soap, vacuums, buffers, brooms, mops, cleaning cloths, cleansers, and disinfectants.

• Contractor Responsibilities: Provide all other necessary supplies and equipment. Notify the Location Site Manager (LSM) of any supply needs or defective government equipment.

• Personnel: All contractor employees must have an adjudicated fingerprint record on file with USDA. Employees must complete safety training and comply with USDA policies.

• Laboratory Cleaning: Specific instructions will be provided for cleaning laboratories within Building #1.

• Reporting: Report termination actions and new employees to the LSM and Contracting Officer within one working day. Turn off lights and lock doors when exiting Building #1.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) for Janitorial Services at the USDA, ARS Dale Bumpers National Rice Research Center in Stuttgart, AR. The acquisition is a Total Small Business Set-Aside.

• The core requirement is for Janitorial Services as detailed in the attached Performance Work Statement (PWS).

• Technical data and supporting documentation are available via attachments, including Solicitation Terms and Conditions, Performance Work Statement, Wage Rates, and Bid Schedule.

• A firm-fixed-price requirements contract is anticipated, consisting of one (1) one-year base period and four (4) one-year option periods, not to exceed five (5) years.

• Delivery is F.O.B. destination.

• Quotes will be evaluated based on the lowest price technically acceptable criteria.

• The evaluation will consider Price, Technical Acceptability, and Past Performance.

• Offerors must submit pricing for all items to be considered responsive.

• Questions are due by January 28, 2026, 12:00 PM Central Time, via email to Katelyn.nelson@usda.gov.

• Offers must be held firm for 90 calendar days from the specified receipt date.

• This acquisition is set-aside for small business concerns.

• The North American Industry Classification Standard (NAICS) Code is 561720, with a small business size standard of $22 Million.

• Offerors are not required to meet a specific qualification requirement to be eligible for award.

• The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

• A site visit is encouraged and scheduled for Monday, January 26, 2026. Contact Joel Ledbetter or Yulin Jia for details.