Janitorial Services (Base Year + Four Option Years)

Solicitation / RFP / RFQ

This document outlines the terms and conditions applicable to orders awarded under Solicitation #1232SA26Q0398. It incorporates Federal Acquisition Regulation (FAR) and Agriculture Acquisition Regulation (AGAR) clauses and provisions. The government intends to award a single firm-fixed-price requirements contract with one base year and four option years, not to exceed five years in total duration.

This document primarily details the clauses and provisions that will govern the contract. Specific requirements or deliverables are not detailed within this attachment but are referenced as being part of the Statement of Work (SOW).

• Contract Type: Firm-fixed-price requirements contract.

• Period of Performance: One (1) one-year base period and four (4) one-year option periods.

• Total Duration: Not to exceed five (5) years.

• Submission: Quotations must be submitted electronically via email to monte.jordan@usda.gov by Tuesday, April 7, 2026, no later than 3:00 p.m. Central Time. Late quotations will not be accepted.

• Evaluation Criteria: Award will be made to the offeror representing the best value to the Government, evaluated based on the following criteria:

  • Price: Must be fair and reasonable. Pricing must be provided for the base and all option periods, including quantity price discounts and prompt payment discounts.
  • Technical Acceptability: Offerors must demonstrate a sound and compliant approach meeting all requirements. A simple statement of capabilities is insufficient; the quotation must detail how requirements will be accomplished.
  • Past Performance: The Government will assess past performance using references, CPARS, and other government sources. Ratings will be Acceptable, Neutral, or Unacceptable.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA). Only the lowest priced offer will be evaluated for Technical Acceptability and Past Performance. If unacceptable, the next lowest priced offer will be evaluated.

• Quotation Requirements: Must include a Firm Fixed-Price quotation (on company letterhead), Offeror's SAM Unique Entity Identifier (UEI) Number, Past Performance Questionnaire, and Quotation Pricing Sheet.

• Offer Acceptance Period: 60 calendar days from the receipt of offers.

No specific set-aside information is provided in this document. However, numerous small business-related clauses are incorporated, suggesting potential consideration for small businesses.

• Questions Due: April 3, 2026, by 12:00 p.m. Central Time, via email to monte.jordan@usda.gov.

• Quotations Due: April 7, 2026, by 3:00 p.m. Central Time, via email to monte.jordan@usda.gov.

• This document incorporates numerous FAR and AGAR clauses by reference. Full text is available at https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52.

• Special attention should be paid to AGAR Clause 452.203-71 regarding Anti-Discrimination and Diversity, Equity, and Inclusion (DEI) Compliance, which is a material term of the contract.

• The contract includes an option to extend the term for up to 60 months (5 years) per FAR 52.17-9.

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

This Performance Work Statement (PWS) defines the requirements for providing non-personal janitorial services at the U.S. Department of Agriculture (USDA), Agricultural Research Service (ARS), Pacific West Area (PWA), U.S. Salinity Laboratory (USSL) located in Riverside, CA.

The contractor shall provide all personnel, equipment, supplies, and services necessary to perform janitorial services as detailed in Part 3, Specific Tasks. Services include, but are not limited to:

• Offices/Conference Rooms/Library: Twice weekly vacuuming/sweeping, wastebasket emptying, cobweb removal, and wiping tabletops.
• Hallways: Twice weekly vacuuming/sweeping and cobweb removal. Once weekly wet mopping of vinyl floors.
• Main Lobby: Twice weekly sweeping, dust mopping, wet mopping, and drinking fountain cleaning. Once weekly spot cleaning of glass doors.
• Lunchroom: Twice weekly sweeping, sink cleaning, paper towel refilling, waste receptacle emptying, and table/chair spot cleaning.
• Patios: Twice weekly wiping of tables/benches and trash receptacle emptying. Once weekly spot cleaning of glass doors.
• Elevators: Twice weekly vacuuming and cobweb removal. Once weekly wiping of doors and interior panels.
• Restrooms: Twice weekly scouring, disinfecting, refilling dispensers, polishing surfaces, and wet mopping. Once weekly wiping of stall partitions and doors.
• Laboratories: Twice weekly wastebasket emptying and sweeping/dust mopping. Once weekly wet mopping as determined by Lab personnel.
• Stairs/Stairwells: Twice weekly sweeping/dust mopping/wet mopping (front stairs). Once weekly sweeping and spot mopping (back stairs).
• Headhouse & Shop: Specific tasks as detailed for hallways, restrooms, offices, and weekly disinfection of shower floors/walls.
• Annual Floor Care: Once annually, cleaning and waxing of all facility floors.

Performance is measured against objectives for cleaning, waste removal, floor maintenance, surface maintenance, and glass maintenance. Acceptable Quality Levels (AQLs) are defined for each, with surveillance methods including random monitoring, 100% inspection, and periodic inspection. Failure to meet AQLs may result in a 1% reduction in invoice payment.

• Period: Base Year + Four Option Years.

• Place: U.S. Salinity Laboratory, 450 W Big Spring Road, Riverside, CA 92507.

• Hours: Services requested Monday through Friday, 8:00 a.m. to 4:00 p.m. Pacific Time, excluding Federal holidays. Specific twice-weekly services requested for Tuesdays and Thursdays.

• Non-personal services contract.

• Contractor Furnished: All cleaning supplies (using bio-based products), equipment, and personnel. Government provides hand soap, paper towels, trash can liners, and toilet tissue.

• Key Personnel: Contractor must provide a contract manager and alternate, available during specified hours.

• Security: Personnel must conform to facility security regulations. A list of employees must be provided.

• Deliverables: Quality Control Plan, Contractor Performance Assessments, Written Notification of Conflict, and Employee Roster.

• Compliance: Adherence to all OSHA rules and regulations is required.

Form / Attachment / Pricing Sheet

This document is Attachment 4, a Quotation Pricing Sheet for Solicitation Number 1232SA26Q0398. It is used by offerors to provide their pricing for the janitorial services required.

• Requirement: Janitorial Services for USDA, ARS, PWA, U.S. Salinity Laboratory, Riverside, CA.
• Period of Performance (POP): April 20, 2026 - April 19, 2031 (Base Year + Four Option Years).
• Pricing Structure: The sheet requires unit prices and total prices for each Contract Line Item Number (CLIN), covering the base year and four option years.
• Offeror Information: Fields are provided for Offeror Name, Address, Unique Entity ID, CAGE Code, Business Size, Point of Contact, Phone, and Email.
• Amendments: A section is included for offerors to acknowledge receipt of any amendments to the solicitation.
• Firm Price Period: Offerors agree to hold prices firm for 60 calendar days from the quotation receipt date.

Bidders must complete this pricing sheet accurately to submit a responsive quotation. It details the structure for pricing the janitorial services over the entire potential contract period and requires acknowledgment of amendments. The sheet also captures essential offeror and contact information.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Past Performance Questionnaire (PPQ), for Solicitation 1232SA26Q0398. The United States Department of Agriculture (USDA), Agricultural Research Service (ARS), is requesting past performance information from evaluators regarding offerors' performance on previous contracts. The government reserves the right to verify any information provided on this form.

• Offeror Information: Fields for the name and address of the offeror being evaluated.
• Project Information: Fields to detail the contract number, title, location, award and completion dates, contract value, and how the offeror performed (prime or subcontractor), along with a description of the work performed.
• Evaluator Information: Fields for the evaluator's name, agency/company, address, phone number, email, and position relative to the project.
• Rating Scale: A defined scale for evaluation: Exceptional (E), Very Good (VG), Satisfactory (S), Marginal (M), Unacceptable (U), and Not Applicable (NA). Specific instructions are provided for using these ratings, particularly for Marginal or Unacceptable ratings.
• Performance Areas: A series of 19 questions covering various aspects of performance, including client relationships, subcontractor management, hiring and retention, management and integrity, quality of work, quality control, schedule adherence, cost control, compliance (labor, safety), documentation submission, contract issues (cure notices, etc.), problem-solving, willingness to re-award, customer satisfaction, and opportunity for response to negative comments. Each area allows for a rating from the defined scale.
• Remarks: A section for additional comments.
• Overall Rating: A final overall rating for the firm.
• Signature and Date: Fields for the evaluator's signature and date.

This form is crucial for offerors as it outlines the specific criteria and areas the government will use to assess their past performance. Bidders should understand these evaluation points to ensure their past performance references are well-prepared and to anticipate the type of feedback that may be solicited from their clients. The ratings and comments provided through this questionnaire will significantly influence the evaluation of proposals.