Naval Station Norfolk Custodial Services

Amendment / Modification

This amendment (0002) to Solicitation N4008526R0065 incorporates several changes:

• Revised Attachments: Includes updated Section J, Annex J-0200000 Management and Administration, specifically attachment J-0200000-02 (Wage Determination/CBA) and J-0200000-10 (Site Visit Base Access Sheet).

• Site Visit Information: Revises Section L.6, Site Visit, to provide updated details.

• Pre-Proposal Inquiries: Incorporates pre-proposal inquiries and their responses related to the solicitation.

• Section J (Attachments)

• Section L.6 (Site Visit)

• Section C (Description/Specifications/Statement of Work) - specifically regarding pre-proposal inquiries and responses.

• The amendment addresses a question confirming the proposal due date (February 17th at 2:00 pm).

• It clarifies that site visit information is available in the revised Section L.6.

• No explicit changes to proposal submission deadlines or evaluation factors are mentioned beyond the clarification of the due date.

Forms / Attachments / Pricing Sheets

This document, "Attachment J-0200000-01: Definitions and Acronyms," serves as a glossary for terms and acronyms used throughout the solicitation documents. It is intended to ensure a common understanding of technical and contractual language between the government and potential bidders.

• Definitions: Provides detailed explanations for various terms, including operational, technical, and administrative concepts relevant to the contract. Examples include 'Assessment,' 'Asset,' 'Competent Person,' 'Confined Workspace,' 'Construction Equipment,' 'Contracting Officer (KO),' 'Contracting Officer's Representative (COR),' 'Hazardous Material (HM),' 'Hazardous Waste (HW),' 'Integrated Maintenance Program (IMP),' 'Life-Cycle Costs,' 'Unit Priced Labor (UPL),' and many others.
• Acronyms: Lists numerous acronyms with their corresponding full titles, covering a wide range of government and industry-specific terminology.

Bidders should review this document to familiarize themselves with the specific terminology and acronyms used in the solicitation and any associated documents (SOW, PWS, etc.). Understanding these definitions is crucial for accurately interpreting requirements, preparing compliant proposals, and understanding contract administration processes. It helps ensure that bidders are on the same page as the government regarding the scope of work and contractual obligations.

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

This document outlines the requirements for Management and Administration services for a contract, likely related to facilities maintenance, construction, or operations.

The document details a comprehensive set of management and administrative requirements, including:

• Definitions and Acronyms
• General Information (working hours, holidays, wage determinations)
• General Administrative Requirements (conferences, training, partnering, permits, insurance)
• Government-Furnished Items (facilities, utilities)
• Contractor-Furnished Items
• Management (safeguarding information, work control, deliverables, quality management systems, property management, system/equipment replacement)
• Key Personnel requirements (Project Manager, Quality Manager, Site Safety and Health Officer, Environmental/Energy Manager)
• Employee Requirements (conduct, appearance, certification, training, identification, removal, residency)
• Security Requirements (employee listing, vehicles, passes, badges, access to installation, buildings, secured areas, security clearances, access to controlled unclassified information, IT/OT systems, NMCI)
• Contractor Safety Program (requirements, EMR, DART rate, Accident Prevention Plan, Activity Hazard Analyses, Safety and Occupational Health risks, chemical hazard communication, fall prevention, pathogen exposure, accident/damage reporting, fire protection, monthly labor reports, OSHA citations, safety inspections, safety apparel, emergency medical treatment)
• Environmental Management and Sustainability (goals, policy, energy management, water conservation, energy-efficient products, environmental protection, spill prevention, hazardous material management, endangered species, noise control, asbestos, sustainable procurement, biobased products)
• Warranty Management
• Recurring Work Procedures (proposal preparation, notification of exceeding limits, ELINs)
• Non-recurring Work (Unit Priced Task work, acceptance, performance, invoicing, payment, labor requirements, direct material, issuance of task orders, ELINs)

While not explicitly detailed as a separate section, the document implies performance standards through requirements for Quality Management Systems (QMS), safety compliance, environmental adherence, and timely submission of deliverables and reports.

Not explicitly stated in this section, but the document refers to "Norfolk" and "Installation" suggesting a specific geographic location.

• Strict adherence to safety regulations (EM 385-1-1, OSHA).
• Robust security protocols, including background checks and access control (DBIDS).
• Comprehensive environmental management and sustainability practices.
• Detailed reporting requirements for labor, safety, and environmental compliance.
• Specific qualifications and experience for key personnel.
• Partnering requirements to foster collaboration.

Amendment / Modification

This amendment incorporates revisions to the following sections and attachments:

• Section C, Annex C-0200000 Management and Administration
• Section J, Annex J-0200000 Management and Administration
• Section J, Attachment J-1503010-09 Inventory
• Section J, Attachment J-0200000-09 ELINS

Sections C and J, including specific Annexes and Attachments as listed above.

No impact on proposal deadlines or submission requirements is indicated. Bidders should refer to the revised sections and attachments for updated information.

Forms / Attachments / Pricing Sheets

This document, "revised J-0200000 Management and Administration.pdf", is a collection of attachments and forms related to the "Management and Administration" section of a SAM.gov opportunity. It serves as a reference for bidders by providing definitions, instructions, and required documentation.

This document contains the following attachments:

• J-0200000-01: Definitions and Acronyms: Provides definitions for terms and acronyms used in the solicitation, crucial for understanding requirements.
• J-0200000-02: Wage Determinations: Outlines wage requirements for labor.
• J-0200000-03: Directives, Instructions, and References: Lists relevant government directives, instructions, and references that bidders must adhere to.
• J-0200000-04: Invoice Form: Specifies the required format and process for submitting invoices.
• J-0200000-05: Forms: A general category for forms, including sub-attachments:
  • J-0200000-05-01: Monthly On-Site Labor Report - Recurring Work: Form for reporting monthly labor hours for recurring tasks.
  • J-0200000-05-02: Monthly On-Site Labor Report - Non-Recurring Work: Form for reporting monthly labor hours for non-recurring tasks.
  • J-0200000-05-03: Directions for Process Material Log Sheets: Instructions for completing material log sheets.
• J-0200000-06: Government-Furnished Property, Materials, and Services: Details property, materials, and services to be provided by the government after award.
• J-0200000-07: Installation Spill Prevention, Control, and Countermeasure Plan: Information on spill prevention plans.
• J-0200000-08: Contractor Hazardous Material Inventory Log: Form for tracking hazardous materials.
• J-0200000-09: Exhibit Line-Item Numbers (ELINs): Placeholder for ELIN exhibits.
• J-0200000-10: TBD: To Be Determined.
• J-0200000-11: PIEE Vendor Access Instructions: Guide for registering and accessing the Procurement Integrated Enterprise Environment (PIEE) platform.
• J-0200000-12: Corporate Experience Data Sheet: Form for bidders to detail their relevant corporate experience.
• J-0200000-13: Past Performance Questionnaire: Form for clients to evaluate the bidder's past performance.

This document is critical for bidders as it provides the foundational information and forms necessary to understand the contract's administrative requirements, reporting obligations, and evaluation criteria. Bidders must carefully review each attachment to ensure their proposals and subsequent contract performance comply with all stipulated terms and conditions.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet (.xlsx) containing detailed inventory data, likely related to facilities or assets. It is organized by "Sheet" which appears to represent different regions or locations (e.g., "Rgn Norfolk").

The data includes columns such as:

• Client
• Bldg No
• Flr (Floor)
• Print Loc. (Location)
• Room Type
• Floor Type
• Freq (Frequency)
• SF (Square Footage)
• Various columns related to "Mandated services" and "High Traffic areas", "Food Handling Areas", "Patient Care Areas".

This attachment provides specific details about the inventory of spaces, their types, sizes, and potentially the frequency of service required. Bidders should review this data to understand the scope and scale of the facilities or assets involved in the opportunity, which is crucial for accurate proposal development and pricing.

Forms / Attachments / Pricing Sheets

This document, "revised J-0200000-09 ELINS.xlsx", contains detailed Exhibit Line Item Numbers (ELINs) for custodial services across multiple contract periods (Base, Option 1 through 5). It outlines both recurring and non-recurring work items, providing a breakdown of services, quantities, units of issue, and placeholders for unit prices and extended prices.

• Recurring Work: Details various custodial services such as standard cleaning, prestige area service, and specialized services (e.g., for child youth program facilities) across different locations (e.g., Regional Norfolk, CMIO, Defense Courier). Each service is broken down into sub-ELINs with a quantity of 12 months for base and option periods, except for the 5th Option which is for 6 months.
• Non-Recurring Work: Lists specific cleaning tasks including carpet vacuuming, floor stripping/waxing, damp mopping, floor finishing, spray buffing, carpet shampooing, room cleaning, restroom cleaning and servicing, light fixture cleaning, high dusting, trash removal (interior/exterior), drinking fountain cleaning, glass cleaning (interior/exterior), blind cleaning, exterior sweeping, porch/walk/step hosing, cleaning under raised floors, park bench cleaning, upholstered furniture cleaning, snow/ice removal, ventilation diffuser cleaning, water extraction, mold cleaning, air scrubber operation, and pressure washing. Each task includes a description, estimated quantity, and unit of issue.
• Option 5 Note: Explicitly states that the 5th Option includes a six-month continuation of services for all inventory covered by the contract.
• Unit Priced Labor/Material Costs: Several line items (A732-A734, B732-B734, etc.) are designated as 'Unit Priced Labor Work' or 'Material Costs' that 'MUST BE NEGOTIATED BY KO', indicating these will be subject to further negotiation based on Service Contract Act or Collective Bargaining Agreements.

This document is crucial for bidders as it defines the specific services required, the scope of work for each period (base and options), and the structure for pricing. Bidders must use this ELIN structure to prepare their proposals, providing unit prices and extended prices for all applicable line items. The detailed descriptions of non-recurring tasks are particularly important for understanding the full range of potential services and associated costs.

Solicitation / RFP / RFQ

This solicitation is for Custodial Services at Naval Station Norfolk, Norfolk, Virginia. The contract will be a Facilities Support, Firm-Fixed Price, Indefinite Delivery/Indefinite Quantity contract with recurring and non-recurring services.

• Provision of all labor, management, supervision, tools, materials, and equipment required to perform custodial services.

• Services include emptying waste containers, space cleaning, floor care, restroom cleaning, building perimeter services, interior and exterior window cleaning, and custodial service orders.

• Performance is based on specifications outlined in Annexes 1, 2, and 15 of the Performance Work Statement (PWS).

• Contract Term: Base Period plus five (5) Option Periods, not to exceed a total of sixty-six (66) months.

• Pricing Arrangement: Firm Fixed Price for all CLINs.

• Minimum Guarantee: The recurring work price portion of the base year is the minimum guarantee.

• Estimated Value: Not explicitly stated, but the overall maximum dollar value/not-to-exceed (NTE) amount is the total dollar value of recurring and non-recurring services for all CLINs for the base and option periods.

• Proposal Due Date: February 17, 2026, by 2:00 PM local time.

• Submission Method: Electronic copy via PIEE Solicitation Module only. Physical or email submissions will not be accepted.

• Evaluation Criteria: Lowest price technically acceptable (LPTA). Proposals will be screened for price, then evaluated on non-price factors (Technical Approach Management, Corporate Experience, Safety, Past Performance). An "ACCEPTABLE" rating is required for all non-price factors to be eligible for award.

• Key Deadlines: Inquiries must be submitted at least 10 days before the proposal due date.

• This is a 100% 8(a) Set-Aside Competitive Procurement.

• NAICS Code: 561720 with a small business size standard of $22,000,000.00.

• Wage Determination (Service) and Collective Bargaining Agreement wages are included.

• Bid Guarantee/Bonding Requirements: Not required.

• Government Purchase Card (GPC) may be used for non-recurring quantity work.

• Contractor must be registered and able to accept non-recurring work orders through FEDMALL within 30 days of the base period start date.

• The contractor's technical proposal will be incorporated into the contract upon award.

Form / Attachment / Pricing Sheet

This document, "Section F - 0200000 Management and Administration," details the deliverables and performance requirements for a contract. It outlines specific items that must be submitted by the contractor, including their titles, submission dates, and distribution requirements.

• Deliverables: A comprehensive list of items such as "Request to Work Outside Government's Regular Working Hours," "Sign-in Sheets and Minutes," "Permits and Licenses," "Certificate of Insurance," "Plans of Action and Milestones (POA&Ms)," "Cybersecurity Incident" reports, "Scheduling and Work Status Updates," "Work Schedules," "Quality Management Plan," "QC Inspection File," "Contractor Quality Inspection and Surveillance Report," "Employee List," "Accident Prevention Plan," "Activity Hazard Analysis," "Safety Certifications," "EMS Goals and Policy Measurement Information," "Environmental Protection Plan," "Fuel and hazardous substance spill notification/report," "Emergency Planning and Community Right-To-Know Act (EPCRA) Report," "Contractor Hazardous Material Inventory Log," "Asbestos Containing Material (ACM)" notification, "Sustainable Procurement and Practices Plan," "Recovered Material Certification," "Mission Essential Contractor Services Plan," "Mission Critical/Mission Essential Personnel" details, "Technical Library Table of Contents," "Recurring Work Proposals," "Notification to the Government for Work Above the Recurring Work Limitations and Rough Order of Magnitude," "Non-Recurring Work Quantities Ordered via Fed Mall," "Non-Recurring Work Proposals," "Pathogen Training Certificates," "Annual Work Schedule," "Monthly Work Plan," and "Custodial Service Order Report."
• Submission Dates: Specific timelines for each deliverable, ranging from "Upon request" and "Immediately upon discovery" to "Within 15 calendar days prior to contract start" and "Annually."
• Distribution: Specifies who receives the deliverables, primarily the "KO and COR" (Contracting Officer and Contracting Officer's Representative), and sometimes including the "Command Security Manager."
• Frequency: Indicates how often deliverables are required, such as "As required," "Monthly," "Annually," or "As specified."

This document is crucial for potential bidders as it defines the specific outputs and reporting requirements expected under the contract. Understanding these deliverables, their submission timelines, and distribution channels is essential for accurately estimating costs, developing a compliant proposal, and successfully executing the contract if awarded. It highlights the performance expectations and administrative obligations of the contractor.

Forms / Attachments / Pricing Sheets

This document lists and describes the attachments provided for the "Section J - 1503010 Custodial" opportunity in Norfolk. These attachments provide detailed information necessary for potential bidders to understand the scope and requirements of the custodial services contract.

• Attachment J-1503010-01: Definitions and Acronyms - Provides definitions for terms and acronyms used throughout the solicitation documents.
• Attachment J-1503010-02: References and Technical Documents - Lists relevant standards and documents, including TJC Standards for Hospitals and Clinics, OSHA Standards, and OPNAV Instruction for Child and Youth Programs.
• Attachment J-1503010-03: Service Level Standards - Outlines the frequency and standards for various custodial tasks under "Prestige" and "Standard" service levels.
• Attachment J-1503010-04: Service Classes - Details service frequencies based on different service classes (A, B, C, D) for various work items.
• Attachment J-1503010-05: Mandated Service Classes for Hospitals and Clinics - Specifies mandated service frequencies for different areas within hospital and clinic settings.
• Attachment J-1503010-06: Mandated Service Classes for Child Youth Program Facilities - Specifies mandated service frequencies for Child Youth Program facilities.
• Attachment J-1503010-07: Maps and Locations - States that maps and locations will be provided after award.
• Attachment J-1503010-08: Floor Plans - States that floor plans will be provided after award.
• Attachment J-1503010-09: Custodial Inventory - Indicates that the custodial inventory is provided as a separate attachment.
• Attachment J-1503010-10: Historical Custodial Service Orders - Notes that historical service orders are "Not Available."

These attachments are crucial for bidders to understand the specific requirements, service levels, and mandated frequencies for custodial services. They provide the detailed operational context needed to prepare accurate proposals and understand performance expectations. Bidders should pay close attention to the Service Level Standards and Mandated Service Classes relevant to the types of facilities covered by the opportunity.

Forms / Attachments / Pricing Sheets

This document, "N4008525R2574 J-0200000-09 ELINs.xlsx", contains detailed Exhibit Line Item Numbers (ELINs) for custodial services. It outlines both recurring and non-recurring work items across a base period and five option periods.

• Recurring Work: Details specific custodial services (e.g., Prestige Area Service, Standard Service, Mandated Services for Child Youth Program Facilities) broken down by location (e.g., Regional Norfolk, CMIO, DDC,DDNV(DLA)) and service class. Each service is listed with a quantity of 12 Months for the base and option periods, except for the 5th Option Period which is for 6 Months.
• Non-Recurring Work: Encompasses a wide range of specialized cleaning tasks such as carpet vacuuming, floor stripping/waxing, restroom cleaning, high dusting, trash removal, glass cleaning, mold cleaning, pressure washing, and emergency cleaning. Each task includes a description, estimated quantity, and unit of issue.
• Option Periods: The document details pricing for a base period and five option periods, with the 5th option period specifically noted as a six-month continuation of services.
• Funding: The "SUMMARY" sheet indicates various funding sources for recurring work across different periods.

This attachment is crucial for bidders as it provides the detailed breakdown of services required, including quantities and types of tasks, for both recurring and non-recurring work. It forms the basis for pricing proposals for the custodial services contract. Bidders must carefully review these ELINs to understand the full scope of work and to accurately price their bids for each contract period.

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

This document outlines the requirements for custodial services at Norfolk Naval Base, Virginia, to ensure clean and sightly working environments.

• Recurring Work: Includes scheduled services such as space cleaning (emptying waste containers, low/high area cleaning, window cleaning, entrance cleaning, interior glass cleaning, drinking fountain cleaning, lactation room servicing, floor care, restroom services, group shower/locker room cleaning, and building perimeter services).

• Non-Recurring Work: May be ordered via DoD FedMall or task orders, specifying locations, types of work, and period of performance.

• Facilities are to be clean and sightly, consistent with specified Service Levels and/or Service Classes.

• Specific performance standards are detailed for each task, including waste container status, dispenser stocking, surface cleanliness, and floor finish.

• Work is to be completed in accordance with the contractor's schedule.

• Services are to be performed at Norfolk Naval Base, Virginia.

• Period of performance will be specified in each order for non-recurring work.

• Custodial services do not include repair work of facilities or fixtures.

• Waste removal for buildings and service locations to collection points is included, but disposal of waste from collection sites is addressed separately.

• Removal and disposal of biohazardous waste is addressed in a separate section.

• Specific requirements for cleaning materials, equipment, and personnel training (e.g., pathogen training, exposure control plans) are detailed.

• Compliance with applicable Federal, state, and local laws, regulations, and executive orders is required.

Forms / Attachments / Pricing Sheets

This document contains a list of attachments for Section J of a solicitation, providing definitions, forms, and instructions relevant to potential bidders.

• Attachment J-0200000-01: Definitions and Acronyms: Provides definitions for terms and acronyms used throughout the solicitation documents.
• Attachment J-0200000-02: Wage Determinations: Indicates that contract specialists are to submit wage determinations.
• Attachment J-0200000-03: Directives, Instructions, and References: Lists various directives, instructions, and references pertinent to the contract.
• Attachment J-0200000-04: Invoice Form: Outlines requirements for contractor invoicing capabilities and submission procedures.
• Attachment J-0200000-05-01: Monthly On-Site Labor Report: Provides templates for reporting recurring and non-recurring work, including labor hours.
• Attachment J-0200000-06: Government-Furnished Property, Materials, and Services: States that this information will be provided to the awardee.
• Attachment J-0200000-07: Installation Spill Prevention, Control, and Countermeasure Plan: Indicates that spill control plans will be provided to the awardee.
• Attachment J-0200000-08: Contractor Hazardous Material Inventory Log: Provides a worksheet for tracking hazardous materials.
• Attachment J-0200000-09: Exhibit Line-Item Numbers (ELINs): Instructs the contract specialist to insert applicable ELIN exhibits.
• Attachment J-0200000-11: PIEE Vendor Access Instructions: A guide for vendors to register and access the Procurement Integrated Enterprise Environment (PIEE) for solicitations.
• Attachment J-0200000-12: Corporate Experience Data Sheet: A form for offerors to detail their corporate experience relevant to the solicitation's requirements.
• Attachment J-0200000-13: Past Performance Questionnaire: Outlines requirements for submitting past performance evaluations and questionnaires.

These attachments are crucial for bidders to understand the contractual terms, reporting requirements, submission procedures, and evaluation criteria. Specifically, the Definitions and Acronyms, PIEE instructions, Corporate Experience Data Sheet, and Past Performance Questionnaire are directly used in proposal preparation and submission.

Form / Attachment / Pricing Sheet

This Excel file (J-1503010-09 Inventory.xlsx) contains detailed inventory information, likely for facilities management or maintenance purposes. It is organized by sheets, with the primary sheet being 'Rgn Norfolk'. The data includes building numbers, floor levels, room types, floor types, and square footage (SF).

• Building and Room Information: Details on specific buildings (e.g., Bldg No), floors, and room types (e.g., Restroom, Office, Hallway/Lobby).
• Floor Type: Specifies the flooring material for each area (e.g., Ceramic Tile, Carpet, Resilient Tile).
• Square Footage (SF): Provides the square footage for each listed area.
• Frequency (Freq): Indicates the service frequency (e.g., 5W, 7W).
• Mandated Services Columns: Several columns are dedicated to "Mandated services for hospitals and clinics" and "Mandated services for child youth programs facilities," with sub-categories like Prestige, Standard, and specific weightings (e.g., 7 W). These columns appear to be placeholders or flags for specific service requirements, though they are largely empty in the provided data.

This document provides a detailed breakdown of the physical spaces and their characteristics within the Region Norfolk area. Bidders can use this information to understand the scope of work, estimate resource needs, and identify specific areas requiring particular types of maintenance or services. The square footage and room types are crucial for developing accurate proposals and pricing.

Form / Attachment / Pricing Sheet

This document is the Contractor Incident Report System (CIRS) form, used by contractors to record the results of their accident/incidents investigations. It is to be provided to the Contracting Officer within required timeframes.

• Report Marking: Initial, Follow-Up, or Final.
• Incident Information: Contract details, contractor contact information, incident type (including industrial specifics), date, time, location, and a detailed description of the accident.
• Causes and Contributing Factors: Direct and indirect causes, contributing factors, visibility, lighting, and noise conditions.
• Injured Data: Information on the injured person, including demographics, drug/alcohol involvement, first aid, ergonomics, injury severity, body part affected, nature of injury, event/exposure, source of injury, location, activity code, license/certification, and training.
• Property Damage: Details on involved persons, attached documents, and damaged property, including type, ID, description, ownership, cost, and lost use days.
• Attached Documents: Section to list any supporting documents, photos, drawings, or diagrams.

This form is a mandatory requirement for contractors to report any accidents or incidents. Bidders should familiarize themselves with the reporting requirements, the types of information needed, and the timelines for submission to ensure compliance if awarded a contract.