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Janitorial Services

Government : Federal
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This is a combined synopsis/solicitation for commercial items prepared in
accordance with the format in Federal Acquisition Regulation (FAR) Subpart
12.6, as supplemented with additional information included in this notice.
This procurement is being conducted under simplified acquisition procedures
pursuant to the authority of FAR Subpart 13.106, and Part 12, Acquisition of
Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of
1994 (Public Law 103-355). This announcement constitutes the only
solicitation therefore a written solicitation will not be issued.

The U.S. Department of Agriculture (USDA), Agricultural Research Services
(ARS), National Cold Water Marine Aquaculture Center (NCWMAC) located in
Franklin, ME requires janitorial services. Award will be issued on a firm-fixed
price basis with a base period and four (4) consecutive option periods.

The solicitation documents and incorporated provisions & clauses are those
in effect through Federal Acquisition Circular 2005-89 effective July 14,
2016. The applicable North American Industry Classification Code (NAICS)
Is 561720 with a size standard of $18.0 million.

All interested offerors after reading the attached Performance Work
Statement (PWS) - See Attachment 1 and believe they are able to provide
qualified personnel, relevant past performance experience, equipment and
the technical capability to perform the work as specified in the PWS are
invited to submit a quote utilizing your most competitive and reasonable
price based on square footage. The facility, is approximately 6670 square
feet (SF). Please include in your quotation, a brief summary of your
company's experience and past performance within the past 2 years as it
relates to the scope of the requirement as outlined in the PWS. Each
company experience (Government or commercial) should include the
following; (a) name of project, (b) brief description of project, (c) the
contract or project number, (d) the dollar value of the contract/project and
(e) the relevance of the contract/project to the requirements in the PWS.

CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited is reserved for the Contracting Officer.

INVOICE PREPARATION AND SUBMISSION: Contractors doing business with the USDA, ARS MUST enroll and submit invoices via the REE Invoice Processing Platform System (IPP) in order to receive payment
To initiate IPP enrollment, please send an email to (see NOTE in the 4th bullet point) and include the required information about your company listed in the bullet points below. The email subject line must be "IPP Payment Notification Services".
• Your company name*
• Primary company mailing address (street, city, state and zip)*
• Primary company phone number
• Designated IPP account administrator from your company: first name, last name, phone number, email address (NOTE: The request to register for an account must come from the designated IPP administrator's email address or your request cannot be processed)
• Taxpayer Identification Number(s) (TINs) used for government agency payments
• Name of government agency doing business with your company**
• Contract number (list only one):
• Contact information at the government agency: name, phone, email to verify that you are a vendor**

*If you have more than one location or company name, use your primary corporate information and location data to enroll with the IPP. **This information is necessary to verify that your company is a vendor to a government agency.
After an account is established, you will receive two emails. The first one will provide your User ID, and 12 to 24 hours later a second email will give you an 8-character password. Use the ID and password to log onto IPP to change to a password of your own, agree to the rules for using IPP and to answer security questions. Please see the "News and Training" box on your IPP homepage for instructions and videos on how to set-up email notifications, how to invoice, how to add additional users and other relevant information.
Allow 5 to 10 business days for registration.
Registration is recommended with the System for Award Management, (SAM), for all government vendors. Please visit for more information.
If you have any questions regarding the enrollment process, please call the IPP Customer Support Desk at (866) 973‐3131 and go to for general information. Based upon acceptance of required contract services, the contractor must include the following information on each invoice in order for the invoice to be considered proper invoice.
1. Name and address of contractor.

2. Invoice number and Invoice date.

3. Contract number.

4. Description of work and period of performance.

5. Name, title, phone number, and complete mailing address of official to whom payment is to be sent.

6. Name, title, phone number, and complete mailing address of person to notify in the event of a defective invoice.

7. Taxpayer Identification Number (TIN) and DUNS Number.

PLEASE NOTE: In addition to the aforementioned, vendors are required to submit a hard copy invoice in a simultaneous emailing for review and approval to the designated point of contact and the contracting officer PRIOR to submission in IPP for disbursement. Invoices that do not contain the proper information described above will be returned to the Contractor for correction. The revised invoice shall be dated the day of the re-submission for payment.

The Contractor shall use recycled and bio-based products to the greatest extent possible. To the greatest extent possible, the contractor shall use commercially available chemicals, which meet Federal, State, and local codes, and are made with recycled materials. Preference should be given to concentrated cleaning chemicals which use ecologically sound packaging, and are phosphate-free, non-corrosive, nonflammable, and fully biodegradable.
The Contractor shall utilize products and material made from bio-based materials (e.g.,) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer (CO). The contractor must submit to COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials, proposed for use in the performance of its work. The contractor shall not use any materials, chemicals, or compounds which the government determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied. The following is an example list of products that may be used in this contract for janitorial service for which bio-based products are available. The list is not all inclusive. It is desirable that the contractor be able to supply the greatest number of bio-based products listed meeting the health and environmental specifications.

 Heavy duty cleaner
 Deodorizer
 Disinfectant sanitizer

Bio-based products that are designated for preferred procurement under USDA's Bio-Preferred program must meet the required minimum bio-based content as stated in the USDA Final Rule available at The Contractor should provide data for their bio-based products such as bio-based content and source of bio-based material. In addition to the bio-based products designated by the U.S. Department of Agriculture in the Bio-Preferred Program, the Contractor is encouraged to use other commercially available bio-based products. The Contractor shall submit with the initial proposal a complete list of bio-based products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of bio-based products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

The following Federal Acquisition Regulations (FAR) and Agriculture Acquisition Regulation (AGAR) provisions are applicable to this procurement;
FAR CLAUSE 52.223-1, Bio-based Product Certification
FAR CLAUSE 52.223-2, Affirmative Procurement of Bio-based Products under Service and Construction Contracts.
FAR CLAUSE 52.212-1, Instructions to Offerors- Commercial Items (Oct 2015)
(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.
(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show --
(1) The solicitation number;
(2) The time specified in the solicitation for receipt of offers;
(3) The name, address, and telephone number of the offeror;
(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;
(5) Terms of any express warranty;
(6) Price and any discount terms;
(7) "Remit to" address, if different than mailing address;
(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);
(9) Acknowledgment of Solicitation Amendments;
(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and
(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.
(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.
(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.
(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.
(f) Late submissions, modifications, revisions, and withdrawals of offers.
(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.
(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and-
(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or
(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or
(C) If this solicitation is a request for proposals, it was the only proposal received.
(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.
(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.
(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.
(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.
(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.
(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.
(i) Availability of requirements documents cited in the solicitation.
(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to--
GSA Federal Supply Service Specifications Section
Suite 8100
470 L'Enfant Plaza, SW
Washington, DC 20407
Telephone (202) 619-8925)
Facsimile (202 619-8978).
(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.
(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites--
(i) ASSIST ( ).
(ii) Quick Search (
(iii) (
(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-
(i) Using the ASSIST Shopping Wizard ( );
(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or
(iii) Ordering from DoDSSP, Building 4 Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697/2197, Facsimile (215) 697-1462.
(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.
(j) Data Universal Numbering System (DUNS) Number. (Applies to offers exceeding $3,500, and offers of $3,500 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database. The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "DUNS" or "DUNS+4" followed by the DUNS or DUNS+4 number that identifies the offeror's name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the offeror to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the offeror does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. An offeror within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the Internet at An offeror located outside the United States must contact the local Dun and Bradstreet office for DUNS number. The offeror should indicate that it is an offeror for a Government contract when contacting the local Dun and Bradstreet office.
(k) System for Award Management. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through or
(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:
(1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.
(2) The overall evaluated cost or price and technical rating of the successful and debriefed offeror and past performance information on the debriefed offeror.
(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.
(4) A summary of rationale for award;
(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.
(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.
FAR CLAUSE 52.212-2, Evaluation - Commercial Items (Oct 2014)

(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 the following;"lowest price technically acceptable"

The following factor shall be used to evaluate offers: (1) Past Performance -
The Government reserves the right to conduct their own investigation other than the contractor's provided list. (2) Ability to meet the requirements and qualifications in the Performance Work Statement (PWS). Technical and past performance, when combined, are approximately 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).

FAR CLAUSE 52.212-3, Offeror Representations and Certifications - Commercial Items (July 2016) - See Attachment 2 for full text and instructions.
FAR CLAUSE 52.212-4, Contract Terms and Conditions - Commercial Items (May 2015) - Incorporated by reference.
FAR CLAUSE 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items
(Jun 2016) - See Attachment 3 for full text.

ACCEPTANCE PERIOD: All quotations must stipulate that it is predicated upon all terms and conditions as stated in this combined
synopsis/solicitation. Quotes must contain a statement to the effect that it is firm for a period of at least 60 days from the date of receipt by the Government.

USDA, ARS, EBSC, Acquisition Branch
Attn: Rene D. Edwards, Contract Specialist
Via E-mail:






Rene D. Edwards, Contract Specialist, Phone 301 504-1744, Email

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