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Oklahoma, United States
Government : Federal
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JANITORIAL SERVICES - HORTON AGENCY: NO PHONE CALLS PLEASE: EMAIL ALL QUESTIONS TO Project Location: Bureau of Indian Affairs/Horton Agency/908 First Ave. East: Horton, KS 66439
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation, for Janitorial Services is issued as a Request for Quote (RFQ). The North American Industry classification (NAICS) code is 561720 and the business size maximum is $16.5 million.
This acquisition is being solicited under a total small business set-aside in accordance with FAR 52.219-06. All responsible small business sources may submit a proposal based on the attached Statement of Work. The resultant contract shall be awarded as a firm fixed price contract. The Base Period of Performance (POP) shall be from October 1, 2014 to September 30, 2015 with three option periods. The Government plans to make a single contract award. Proposals shall include the following anticipated periods of performance and shall be priced according to the following CLINS:
CLIN 1: Base Period, October 1, 2014 to 9/30/2015 Lump Sum $_______________ CLIN 2: Option Period One, October 1, 2014 to 9/30/2015 Lump Sum $_______________ CLIN 3: Option Period Two, October 1, 2015 to 9/30/2016 Lump Sum $_______________ CLIN 4: Option Period Three, October 1, 2016 to 9/30/2017 Lump Sum $_______________
SCOPE OF WORK: a.     The agreement from this request for proposal will include all services as detailed in the specifications section herein and shall include the cost of all labor, transportation, and incidentals thereto for the execution of services. b.     Services must be performed in accordance with all Federal, State, Local and OSHA rules and regulations presently established or which may be established during the terms of this contract award. c.    Cleaning services are to be performed three times a week, d.    A mandatory background investigation for security clearance purposes is required. The cost of the investigation will be paid by the federal government. If the background investigation has a negative clearance level, the selected individual / firm will not be awarded the contract. Must have valid driver license or proof to perform work in United States. e.     Cleaning Services will NOT be required on the following days; New Years Day, Martin Luther King Holiday, Presidents Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veterans Day, or Christmas. If your normal workday falls on a holiday, you must work the day before or after the holiday to avoid working on a weekend day. e.    When applicable, Material Safety Data Sheets must be kept with supplies in the Janitors Closet. g.    A daily check sheet and log will be completed at the end of each work day ensuring all required daily/weekly activities have been completed. The log will be submitted monthly to the Contracting Officer Representative (COR). MINIMUM SPECIFICATION SECTION: The contractor will be responsible for the proper and complete execution of the following scope of work, and the orderly maintenance of the janitors closet including securing and maintaining cleaning equipment and all necessary supplies. The Horton Agency will supply all janitorial supplies, bathroom soaps, paper products and equipment to perform the required services. The contractor will be responsible to furnish a timely list of janitorial supplies to the purchasing agent for the Agency. The Agencys equipment will not be abused, will not be used for personal use, shall remain on the Horton Agency premises, and properly stored in the designated areas. 1.    The inside entrance area is to be swept and lobby carpet vacuumed three times a week. The office space including tables, desks, and computer areas, conference rooms, exercise room, the mail room and storage areas are to be vacuumed once a week. 2.    Clean cigarette butts from cigarette container in the entrance area and wipe clean three times a week. 3.    Collect trash from all waste containers throughout the building and place in the outside dumpster. Change bag and clean waste container as needed three times a week. 4.    The bathrooms are to be cleaned three times a week. Clean and disinfectant lavatory fixtures, toilets and floors. Floors are to be cleaned and mopped with disinfectant. Ensure soap dispensers are full, toilet paper rolls have toilet paper and two (2) extra rolls are available in each stall. Empty waste containers, replace plastic trash bags and disinfect receptacle when soiled. Ensure paper towels and Kleenex dispensers are checked and refilled as needed. Ensure toilet/urinal sanitizers are installed and replaced when needed. Clean mirrors when needed. Clean downstairs bathroom floor drains once a month. 5.    Clean counter tops and table(s) in Kitchen/Breakroom and snack area with disinfectant cleaner once a week. Tile floors are to be damp mopped once a week. 6.    Dust Chairs and wipe tables clean with a disinfectant in the conference rooms and the common area in the lobby once a week. 7.    Tile Floors in office areas are to be swept once a week. 8.    Paper shredders in work areas are to be emptied once a week and replaced with a new bag. Place full paper shredder bags in Recycle Bin. 9.    Replace light bulbs in the light fixtures throughout the building and exit lights as needed. 10. Clean Glass in front doors and back doors, once a week. Clean inside windows as needed. 11. Notification. If there are any problems that need to be corrected, the contractor shall report to the Contracting Officer Representative (COR). 12. Any amendments to this agreement will be in writing, agreed by both parties, and approved by the Contracting Officer. Any increase or decrease in responsibilities shall be negotiated by mutual agreement of the parties and fair compensation increased or decreased accordingly. 13. BASIS OF PAYMENT: In responding to this RFP, the Contractor shall provide an annual lump sum amount for providing the janitorial services as proposed. Payment for Work Performed: a.    The awarded bidders annual cost will be spread out into 12 equal payments. Payment will be directly deposited into the contractors bank account generally within 30 days of the submitted invoice. b.    The contractor shall submit a proper invoice that clearly indicates the services rendered and the monthly amount due for that month. Invoices shall be submitted through Invoicing Payment Platform System (IPP). PROPOSAL FORMAT: Your proposal should include the following: 1.    Detailed information on how you meet the qualification and scope of work requirements as listed herein. 2.    Provide (3) references of similar projects within past 3 years. Please provide name, phone number, address, if available email address. 3.    Cost Proposal Your proposal shall follow the same format as the items listed in this specification. Bureau of Indian Affairs Contact Person If there are any questions concerning this Request for Proposal, please contact Sara Watkins, Contract Specialist at (405) 247-1591. INSTRUCTION TO OFFERORS
Instruction, Conditions, and Notice to Offerors or Respondents. This solicitation incorporates one or more solicitation clauses/provisions by reference; with the same force and effect as if they were given in full text. You may view clauses/provisions at following website, (Federal Acquisition Regulation (FAR) Home Page. PROPOSAL PREPARATION INSTRUCTIONS
1. Proposals: Proposals shall include company TAX ID Number, CAGE Number (obtain at, and DUNS Number.
2. Questions: Interested offerors shall submit questions electronically via email to no later than 3:00 PM Central Standard Time, on July 31, 2014. Offerors shall reference the Solicitation number in the subject line of their email. 3. Submission/receipt of Proposal: The proposal package can be sent by regular mail, express mail or via email. Regular Mailing address: BIA Southern Plains Regional Office, Attn: Sara Watkins, Contract Specialist, P.O. Box 368, Anadarko, Ok 73005 or by express mail BIA Southern Plains Regional Office 1 mile North on HWY 281, Anadarko, Ok 73005. You may submit your proposal via email at: . Proposals submitted by express or regular mail service shall be sent in a timely manner prior to the closing date to allow for timely delivery. The Offeror is solely responsible for ensuring its proposal arrives in a timely manner. An offeror who fails to meet the due date will be considered "late" in accordance with FAR 52.212-1(f) and may not be evaluated. 4. Proposal Preparation Costs: The Government is not obligated to pay any costs incurred by an offeror for the preparation and submission of a proposal in response to this RFP. 5. Contents of Proposals. The contractor shall submit a written proposal to include the following: a. Past Performance - Provide (3) references of similar projects within past 3 years. Please provide POC, include, phone number, address, if available email address. . The offeror must describe how its past performance is related to this requirement. An evaluation criteria will be sent to the references evaluating Quality of Service, Timeliness of Performance, Price/Cost Control and Customer Satisfaction. b. technical capability- KNOWLEDGE/Experience: Janitorial Services, years of experience cleaning buildings. c. price factor:The Government will evaluate each offeror's price for fairness and reasonableness. Unrealistically high (or low) pricing in the initial or revised proposal may be grounds for eliminating a proposal from competition - either on the basis that the offeror does not understand the requirement or has made an unrealistic proposal.
The Government will review: (1) proposed prices to determine whether they are materially balanced; and (2) any unbalanced offer to assess the associated risks to the Government in awarding to such an offeror, and (3) whether an award will result in unreasonably high or low price for contract performance. An offer may be rejected if the contracting officer determines the lack of balance poses an unacceptable risk to the Government. Price proposals shall include Lump Sum, travel, hours worked and all other cost associated with janitor services. Basis of Award EVALUATION-COMMERCIAL ITEMS (JANUARY 1999) (a)    The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Technical capability, past performance, and price. (b)    Technical and past performance, when combined, are equal to price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
The Contractor shall have a favorable background/screening determination clearance issued by the Bureau of Indian Education Security Office. An offeror must be registered in the Central Contractor Registration (CCR) in order to receive a contract or purchase order from the Federal Government pursuant to FAR 52.204-7, Central Contractor Registration (Apr 2008). CLAUSES: This solicitation incorporates one or more solicitation provisions by reference with the same force and effect as if they were given in full texts. You may view solicitation clause/provision at (Federal Acquisition Regulation (FAR) Home Page. FAR 52.212-1 Instructions to Offerors - Commercial Items, 52.212-02 Evaluation Commercial Items, 52.212-03-Offeror Representative and Certification-Commercial An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (o) of this provision. 52.212-04 Contract Terms and ConditionsCommercial Items 52.212-05 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items--52.222-54 Employment Eligibility Verification; 52.203-06 Restrictions on Subcontractor Sales to the Government; 52.219-06 Notice of Total Small Business Set-Aside; 52.219-08 Utilization of Small Business Concerns; 52.219-14 Limitations on Subcontracting; FAR 52.222-03 Convict Labor; FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies; FAR 52.222-35 Equal Opportunity for Veterans; FAR 52.222-36 Affirmative Action for Workers with Disabilities; FAR 52.222-37 Employment Reports on Veterans; Encouraging Contractor Policies to Ban Text Messaging While Driving; Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity; FAR 52.232-18 Availability of Funds; FAR 52.232-19 Availability of Funds for the Next Fiscal Year; FAR 52.232-33 Payment by Electronic Funds Transfer SAM; 52.217-08 Option to extend Services; FAR 52.217-09 Option to Extend the Term of the Contract.

Sara Watkins

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