Janitorial Services for USDA AMS SCP SCI Division, Fredericksburg, VA

The United States Department of Agriculture (USDA), Animal and Plant Health Inspection Service (APHIS), Marketing and Regulatory Programs Business Services (MRPBS), Acquisition and Asset Management Division (AAMD) is conducting market research for an upcoming procurement for janitorial services for the USDA, Agricultural Marketing Service (AMS), Specialty Crops Program (SCP), Specialty Crops Inspection (SCI) Division located at 100 Riverside Parkway, Suite 101, Fredericksburg, VA 22406. The acquisition strategy for this upcoming procurement is to compete the requirement to the maximum extent practicable, utilizing best value selection procedures (technical and price factors considered), with the exception of services that are on the Procurement List maintained by the Committee for Purchase From People Who Are Blind or Severely Disabled (see FAR Subpart 8.7). In addition, utilization of small-business, in particular socioeconomic (8(a), HUBZone, Service-Disabled Veteran-Owned (SDVOSB), Women-Owned (WOSB)) concerns, is a priority. To assist in developing an acquisition strategy for this upcoming procurement, USDA, APHIS is issuing this sources sought to seek information for the purpose of market research. It is the intent that any subsequent solicitation issued will result in the award of a Purchase Order, which represents the best value to the Government, technical and price factors considered. It is expected that the Purchase Order will consist of a one-year base period, and four (4) subsequent one-year option periods, a total of five (5) years, should all options be exercised. Additionally, it is anticipated that the resultant Purchase Order will include FAR 52.217-8, which will allow the government to extend the expiration date of the purchase order up to six (6) additional months. It is anticipated that the period of performance for the Base Year period will be September 20, 2022 – September 19, 2023. The applicable North American Industry Classification System (NAICS) code for this anticipated procurement will be 561720, Janitorial Services, and the size standard associated with this NAICS is $19.5 million. In order to be considered for award, a vendor must be registered and active in the System for Award Management at www.sam.gov. Currently, the janitorial services for the USDA, Agricultural Marketing Service (AMS), Specialty Crops Program (SCP), Specialty Crops Inspection (SCI) Division located in Fredericksburg, VA are being provided under a purchase order at the price of $39,160.00 per year, with a period of performance of September 20, 2021 – September 19, 2022. The services that will be required are typically the following: Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, and otherwise accomplish all actions necessary to perform and provide the work efforts described in the Purchase Order. Janitorial Services: The Contractor shall provide janitorial services for a spaces totaling approximately 19,745 square feet. The custodial services will include a range of services performed at various intervals including daily, three (3) days per week, monthly, quarterly, bi-annually, and annually, as follows: Area 1: Administrative Offices & Common Areas (Approximately 14,953 square feet) QUALITY OF WORK REQUIREMENTS: Administrative Offices: Daily: • Empty, clean, all trash receptacles and replace liners; • Empty and clean the ashtrays in the outdoor employee break areas; • Clean front and backdoor glass; • Clean and disinfect entryway doors and door handles; • Clean and disinfect all bathrooms. Replenish bathroom supplies; • Clean and disinfect break room to include all tables, chairs, sinks, vending machines, and cabinets; • Clean and disinfect all water fountains; • Spot clean entryway windows; • Take trash left by the receiving room (dock) door to the dumpster. Three (3) Days Per Week: • Dust level surfaces of all furniture; • Vacuum offices and common areas; • Damp mop all floors in common areas - lab, dock, break room, and restrooms; • Spot clean carpets as needed. Monthly: • Pour water down all seldom used drains – Two (2) bathroom drains, One (1) lab drain, One (1) janitor closet drain, and One (1) drain adjacent to the cooler; • Clean and dust all windows sills; • Mop floor and organize cleaning supplies in supply closet; • Mop floor and clean sink in janitor closet. Quarterly: • Deep clean tile areas; • Perform high dusting monthly including door casings, ceiling vents; • Wipe down all baseboards. Bi-Annually: • Dust all mini blinds; • Strip and wax all vinyl composition tile in the common area. Common Areas: Strip clean (to include extremely stubborn spots, gum, rust, bums, etc., shall be removed) and wax floor in its entirety to include; underneath vending machines, table, and corners etc., with appropriate product. Care shall be exercised so that baseboards, walls, carpet, upholstery, and wallpaper are not damaged and/or discolored. Any excess stripping solution will be removed using a mop and/or water extraction equipment. The floor will be properly rinsed (a minimum of two times) with clean warm water to remove all traces of the solution and finish. Apply new wax and/or appropriate floor finish. A minimum of two thin coats of wax will be applied allowing sufficient time (approximately thirty minutes) for drying between each coat. After the application of four coats, review the finish. If it is shiny and uniform, no other coats are necessary. If not, apply additional coats as necessary to achieve the desired gloss. Annually: Entire carpeted areas shall be shampooed with a rotating buffer and extracted with truck mount hot water steaming system. All furniture that can be easily moved will be moved and replaced. Area 2: Training Branch Main Classroom, Lab Classroom, Dock, and Walk-In Cold Storage Area (Approximately 4,792 square feet) QUALITY OF WORK REQUIREMENTS: Daily: Daily cleaning and janitorial services five days each week when training classes are in session. • Damp mop receiving room (dock) and walk in cooler on a weekly basis when classes are in session. • Empty and clean classroom receptacles daily when classes are in session. • Clean all sinks in training lab daily when classes are in session. • Vacuum or mop classroom floors daily when classes are in session. • Daily clean and disinfect white work tables and/or metal grading tables in training lab when in use (during class weeks). • Daily pick up trash (bottles, cups, wrappers, etc.) on desks in main classroom when in use (during class weeks). • During the time when classes are not in session, this space shall be cleaned on the same schedule identified above as administrative offices. Building Information: The approximate total square footage of the areas to be cleaned is as follows: Area 1: Administrative Offices & Common Areas (Approximately 14,953 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101 Fredericksburg, VA 22406 Area 2: Training Branch Main Classroom, Lab Classroom, Dock, and Walk-In Cold Storage Area (Approximately 4,792 square feet) USDA, AMS, SCP, SCI Division 100 Riverside Parkway, Suite 101 Fredericksburg, VA 22406 Total square footage: 19,745 square feet. The Contractor shall ensure that their employees are properly trained, licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by Federal, State, or local laws, codes or ordinances; be responsible to make the management and operational decisions to meet the quality performance standards required under the purchase order; use innovation technology and other means and methods to develop and perform the most efficient cleaning services for the building; Implement an effective Quality Control Plan (QCP); keep the CO or their designee informed of current status of the work being performed, provide work schedules and provide other pertinent information needed by the CO or their designee; reduce the environmental impacts of work performed under the purchase order by using, to the maximum extent, environmentally sound practices, processes, and products; Provide training/certifications for their employees that stress stewardship in cleaning practices i.e., the use, disposal and recycling of cleaning chemicals, and dispensing equipment and packaging. Current information on stewardship, training, educational materials and other issues can be found in ASTM E1971-05 or at the ASTM website. Information on these items is also available on the websites: Stewardship for the Cleaning of Commercial and Institutional Buildings (www.astm.org) and ISSA’s website (www.issa.com). Interested parties who believe they can meet the capabilities and performance requirements outlined are requested to respond to this Sources Sought Notice by Monday, July 18, 2022 at 10:00 a.m. Central Time to Matthew Phillips ([email protected]), with the information outlined below: 1. Company Information - Name of firm - Point of contact (name, phone number, and email address) - SAM.gov UEI number - Business Size (Large/Small) for NAICS 561720 - Socioeconomic Category(ies) (8(a), HUBZone, SDVOSB, WOSB) 2. Capabilities Narrative - Please indicate if you are seeking opportunities for janitorial services. - Are you interested in these opportunities as a prime contractor, or a Contractor Teaming Arrangement (CTA)? - Provide information in sufficient detail regarding previous experience (indicate whether as a prime contractor or subcontractor) for janitorial services requirements. Include information such as building size, brief description of services performed, dollar value, location, government or commercial requirement, etc. to facilitate making a capability determination for each future requirement (please note that these requirements vary in size, complexity, and location so information submitted will be assessed for each requirement). - Indicate your experience working in the Virginia, Maryland or Delaware areas. If you do not have experience, please describe your approach for assimilating into this market, including recruiting for staffing and subcontractor needs. 4. Additional Information - Please include any other information and/or recommendations to assist USDA in its structuring of these contract requirements to facilitate competition, its approach to acquiring the services and the manner in which requirements are described for the identified items/services. Please limit responses to no more than fifteen (15) pages, and submit in either Microsoft Word or PDF file format. It is recommended to submit the information in the format as outlined above to minimize the effort of the respondent and structure the responses for ease of analysis by the Government. This notice does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB, or RFP in the future. This notice does not commit USDA to contract for any supply or service. Further, USDA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. USDA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. All questions regarding this Sources Sought Notice must be submitted by email to the Contract Specialist, Matthew Phillips at [email protected].