Linen & Mat Rental and Cleaning Services - MD & VA

Form / Attachment / Pricing Sheet

This document lists clauses that are incorporated by reference and by full text into the solicitation. It also provides addenda to specific FAR clauses, detailing submission requirements and other important information for offerors.

Clauses Incorporated by Reference: A comprehensive list of FAR and DFARS clauses that apply to this solicitation. Offerors are responsible for understanding these clauses.

Clauses Incorporated by Full Text:

• Addendum to FAR 52.212-1: Provides specific instructions for offerors, including:
  • Submission of offers in two distinct volumes: Volume I (Business and Price Proposal) and Volume II (Non-Price Proposal).
  • Detailed requirements for the technical proposal (Volume II), covering quality, safety, hygiene protocols, operational reliability, service infrastructure, quality control, and certifications.
  • Detailed requirements for the price proposal (Volume I), including a price proposal worksheet, assumptions, risks, mitigation plans, and the impact of FAR clauses 52.222-41, 52.222-42, and 52.222-43.
  • Submission of representations and certifications (FAR 52.212-3) and SF 30 Amendments (if applicable) in Volume I.
  • Submission of past performance information (recent, relevant, quality) in Volume II.
  • Requirement to include company letterhead stationery and a statement of agreement with solicitation terms in Volume I.
  • Questions regarding the technical aspects must be submitted in writing to Christina Ellison and Diana Gross-Bendall by January 26, 2026.
• FAR 52.216-21 REQUIREMENTS: Defines this as a requirements contract where quantities are estimates.
• FAR 52.217-8 OPTION TO EXTEND SERVICES: Allows the Government to extend services for up to 6 months.
• FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT: Allows the Government to extend the contract term, with a total duration not exceeding 60 months.
• FAR 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES: Requires compliance with equal opportunity for disabled workers.
• FAR 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES: Provides information on equivalent wage rates for service employees.
• FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE: States that full text of referenced clauses is available upon request or electronically.
• DFARS 252.215-7008 ONLY ONE OFFER: Outlines requirements if only one offer is received.
• DFARS 252.232-7003 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS: Mandates electronic submission of payment requests and receiving reports via Wide Area WorkFlow (WAWF).
• DFARS 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS: Provides specific instructions for using WAWF for payment requests and receiving reports, including document types and routing data.

This document is critical for understanding the specific submission requirements for proposals, including the format, content, and deadlines. It details the contractual terms and conditions that will govern the award, including payment procedures and labor standards. Offerors must carefully review all listed clauses and addenda to ensure compliance and to accurately prepare their technical and price proposals.

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

To provide rental, delivery, pick-up, cleaning, maintenance, and replacement of linens (butcher coats, shirts, pants, aprons, smocks), mats, and mops to designated Defense Commissary Agency (DeCA) locations.

• Linens: Furnish white butcher coats, shirts, and pants (S-5X); red bib aprons (one size fits all); royal blue (grocery), forest green (produce), or wine (customer service) bib aprons and smocks (S-5X). Linens must be wrinkle-resistant cotton/polyester blend, free of stains, tears, holes, or missing components. They must be clean, dry, lint-free, odor-free, spot-free, and wrinkle-free. Butcher shirts, pants, and coats must be on hangers; aprons and smocks must be wrapped to prevent soiling.

• Mats: Provide heavy-duty mats in black or grey, in sizes 3'x5', 3'x10', and 4'x6'. Mats must have a non-slip backing and remain flat and wrinkle-free.

• Mops: Provide industrial-strength dust mops (36" and 48") and wet mops (24oz and 28oz) with washable cotton or cotton-synthetic blend heads suitable for concrete and tile floors.

• Services: Includes weekly pick-up and delivery, coordination with commissary points of contact, installation access, employee identification, and compliance with OSHA and EPA regulations.

• Linens, mats, and mops must be clean, dry, and free of defects.

• A 100% fill rate is expected for every delivery.

• Linens returned with normal wear and tear must be repaired or replaced at no additional charge.

• Mats and mops with normal wear and tear must be repaired or replaced at no additional charge.

• Prompt repair or replacement is required to ensure sufficient quantities.

• Services to be provided at designated DeCA commissary locations worldwide.

• Weekly pick-up and delivery required.

• Contract will be a non-personal services contract.

• Contractor responsible for obtaining installation passes and inspections for vehicles and personnel.

• Contractor personnel must display distinguishing badges or identification.

• Contractor responsible for hazardous waste disposal off-installation.

• Contractor must maintain all necessary permits.

• Contractor must provide covered containers for soiled linens.

• Replacement costs for lost or damaged items will be covered by a weekly fee paid by the contractor.

• Inventory for rental is based on store needs multiplied by two for clothing, and 50% of total inventory for other items.

Form / Attachment / Pricing Sheet

This document lists standard federal provisions that are incorporated by reference into solicitations and contracts. It serves to inform offerors of regulatory requirements and certifications they may need to address.

• 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (SEP 2007): Requires certification regarding payments to influence federal transactions.
• 52.212-3 Offeror Representations and Certifications of Commercial Products and Commercial Services (MAY 2024): Requires offerors to provide representations and certifications related to commercial products and services.
• 52.219-1 Small Business Program Representations (FEB 2024): Requires representations related to the offeror's status as a small business.

Bidders must review these provisions to understand their obligations and ensure they can comply with the stated requirements. This includes providing accurate representations and certifications as part of their offer. Failure to comply may impact eligibility or award.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing pricing information for various items across multiple locations and contract periods (Base, Option 1, Option 2, Option 3, Option 4). It serves as a template for bidders to submit their pricing.

• CLINs (Contract Line Item Numbers): Specifies the items to be priced, such as "BUTCHER COATS, WHITE," "BUTCHER SHIRTS, WHITE," "BIB APRONS BLUE," "MAT 3' X 5' BLACK/GRAY," and various mop types.
• Locations: Quantities are broken down by specific contractor locations (e.g., Aberdeen PG, Andrews AFB, Fort Belvoir).
• Pricing Columns: Includes columns for Quantity (QTY), Price, and Annual Total for each CLIN at each location.
• Contract Periods: Data is organized for the Base Year and four Option Years.
• Fees: Includes rows for "WEEKLY ENVIRONMENTAL FEE," "WEEKLY ENERGY FEE," and "WEEKLY LOST FEE," though all values are listed as 0.0.
• Subtotals and Totals: Provides subtotals for each contract period and a Grand Total for the 5-year period.

Bidders must use this template to populate their pricing for each item and location across all contract years. The "QTY" columns indicate the estimated quantities required. All price fields are currently set to 0.0, requiring bidders to enter their proposed pricing. This sheet is critical for proposal submission and will be used for evaluating the cost aspect of the bid.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for Linen and Mat Rental and Cleaning Services. The acquisition is a set-aside for small business concerns. A separate written solicitation will not be issued.

• The contractor will supply commissaries with linens, mats, and mops.

• The contractor will provide weekly cleaning services for these items.

• A weekly service for pickup and drop-off of items is required, based on scheduled dates provided by the store.

• Detailed requirements are available in Attachment 2 (Statement of Work).

• Period of Performance:

  • Base Year: June 1, 2026 - May 31, 2027
  • Option Year One: June 1, 2027 - May 31, 2028
  • Option Year Two: June 1, 2028 - May 31, 2029
  • Option Year Three: June 1, 2029 - May 31, 2030
  • Option Year Four: June 1, 2030 - May 31, 2031

• Locations: Services are required at multiple commissary locations listed in the document (e.g., Aberdeen PG, Andrews AFB, Ft. Meade, Norfolk NS, etc.). See Attachment 3 for specific delivery addresses, FOB points, and acceptance locations.

• Offers Due Date: [Date not specified]

• Offers Due Time: 3:00 PM EST

• Offers must be submitted signed and dated to PIEE.

• All responsible sources may submit an offer.

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

• Solicitation Number: HQC005-26-Q-E010

• Applicable Product Service Code (PSC): W084

• North American Industry Classification System (NAICS) Code: 812332

• Key attachments include: List of Line-Item Number(s) (Attachment 1), Statement of Work (Attachment 2), Delivery Address/FOB/Acceptance (Attachment 3), Provisions (Attachment 4), and Clauses (Attachment 5).