Housekeeping Services & Recycling Collection

Form / Attachment / Pricing Sheet

This Excel spreadsheet, "Attachment 9 Building List.xlsx", provides a detailed list of buildings associated with the Bethesda Campus, Montgomery County Leased Facilities, and Poolesville Campus. It appears to be an informational attachment intended to provide context regarding the physical locations relevant to the opportunity.

• Bethesda Campus: Lists numerous buildings (e.g., NIHBC 01, NIHBC 02, NIHBC 10) with their respective square footage. Some entries include notes regarding specific services like "Recycling Services Only" or "When Occupied". A total square footage for the Bethesda Campus is also provided.
• Montgomery County Leased Facilities: Details leased properties with addresses and square footage (marked as XXXXX for some). Notes indicate services such as "Custodial Services" and "Recycling Services (Dock Pickup)".
• Poolesville Campus: Lists a few buildings (NIHAC 101A, NIHAC 102) with their square footage.

This document is crucial for bidders to understand the scale and scope of the facilities involved in the opportunity. It provides square footage data for various buildings, which may be relevant for estimating labor, resources, or specific service requirements (e.g., custodial, recycling) depending on the nature of the solicitation. The notes associated with certain buildings highlight specific services or conditions that bidders should consider when developing their proposals.

Form / Attachment / Pricing Sheet

This document is a pricing template (Excel spreadsheet) designed to capture cost proposals for janitorial services. It outlines various service categories and provides fields for bidders to enter their proposed pricing.

• Base Firm Fixed Price CLINs: Details pricing for core janitorial services across different facility groups (Public, Staff, Health, Support, Exterior) based on square footage and monthly quantity. Includes fields for unit price, total yearly price, overhead percentage, and profit percentage.
• Additional Projects: Provides pricing structures for specific tasks such as carpet cleaning, floor stripping/refinishing, and dusting. Includes rates for regular and off-hours, with a specific evaluation method for these services.
• Additional Services Projects: Outlines pricing for services like parking garage cleaning, parking lot cleaning, and power washing, with fields for unit price, estimated quantity, and total yearly price.
• Optional Collection Services: Allows for pricing of interior and exterior recycling and trash collection services on a monthly and yearly basis.
• Miscellaneous Service Tasks: Captures hourly rates for janitorial labor categories (Regular, Weekend, Holiday, Overtime).
• Option Years: Separate sheets are provided for Option Years 1 through 4, and a 6-month option, allowing for the submission of pricing for extended contract periods.

This template is critical for bidders to prepare and submit their cost proposals. Bidders must accurately fill in all requested pricing information for each service category and option period as instructed. The government will use this data for price evaluation.

Solicitation / RFP / RFQ

This document outlines the evaluation factors for award for an unspecified government contract. It details the criteria the government will use to assess proposals and make a selection.

• Proposals must be technically acceptable to be eligible for award.

• Technical Acceptability is based on demonstrating minimum experience to perform the Performance Work Statement (PWS).

• Offerors must demonstrate recent (within 5 years) and relevant technical experience performing work similar in scope, magnitude, and complexity to the PWS requirements.

• Submitted contracts must involve a minimum of 3 million or more square feet of work.

• Offerors must submit 3 to 5 contracts, with a 3-page limit per contract (15 pages total).

• Offerors must have acted as the prime contractor on submitted projects.

• Past Performance is significantly more important than Price.

• Past Performance is evaluated based on recency, relevancy, quality of services, schedule, management, regulatory compliance, safety, and customer satisfaction.

• Offerors must provide 3 to 5 recent and relevant contracts (within 5 years) involving a minimum of 3 million or more square feet of work.

• Ongoing contracts must have at least 2 years of performance.

• Each past performance submission is limited to 5 pages (25 pages total).

• Required information for past performance includes contract ID, dollar value, square footage, organization name, and contact information.

• Past Performance Questionnaires (PPQs) or customer surveys are required unless a CPARS report is available.

• Price will be evaluated for completeness, fairness, and reasonableness.

• Award will be made using a Performance-Price Tradeoff (PPT) with technical factor evaluation process.

• The Government reserves the right to award without discussions.

• Evaluation Factors: Past Experience, Past Performance, Price.

• Technical Experience is rated Acceptable/Unacceptable.

• Only proposals rated Technically Acceptable for past experience will be evaluated further.

• Past Performance is significantly more important than Price.

• Award will be made based on a tradeoff between Past Performance and Price once proposals are determined Technically Acceptable.

• Price will be evaluated for completeness, fairness, and reasonableness.

• Not specified in this document.

• Attachment 5 is referenced as the "Evaluation Criteria."

• Attachment #8 is referenced as the "Past Performance Questionnaire (PPQ)."

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

To obtain high-quality janitorial and recycling services to ensure NIH building occupants have a clean, functional, and safe work environment across its Bethesda, Poolesville, and leased facilities.

• Provide comprehensive custodial services including routine cleaning, project cleaning, and operational support.

• Services encompass all cleanable spaces categorized into five groups: Public, Staff, Health, Support, and Exterior.

• Manage solid waste and recycling collection.

• Respond to service requests and address urgent conditions.

• Perform pre-occupancy cleaning and miscellaneous service tasks as needed.

• The total cleanable square footage is estimated to range between 3,250,000 and 6,250,000 square feet, with potential fluctuations requiring contractor capacity planning.

• Specific performance levels for cleanliness are defined, focusing on the absence of visible spots, streaks, dust, or buildup.

• Solid waste containers are to be serviced 3 times per week (5 times for food facilities).

• Restrooms must be cleaned 5 days a week by 9:00 AM.

• Contractor must maintain a Quality Control (QC) Program and submit various reports (Monthly Performance, Project Cleaning, Miscellaneous Service Tasks, Invoices, Consumable Usage, Corrective Action, Personnel, Training, Annual Performance).

• Services are required at the NIH Bethesda main campus, NIH-leased facilities, the Poolesville site, and other NIH-owned or leased facilities within the defined geographic service area.

• Contractor must provide all management, labor, supervision, materials, and equipment.

• Contractor personnel must wear distinctive clothing for identification and obtain NIH identification badges.

• Strict adherence to safety protocols, including OSHA regulations and NIH-specific guidelines, is required.

• Contractor must report building defects and comply with Homeland Security Presidential Directive-12 (HSPD-12) for ID badge issuance.

• Optional services include interior recycling collection, exterior solid waste, and exterior recycling collection.

Form / Attachment / Pricing Sheet

This document is a site map of the National Institutes of Health (NIH) Bethesda Campus, specifically detailing the locations of exterior solid waste and recycling collection containers. It serves as a visual guide for identifying these collection points across the campus.

• Map Legend: Identifies various types of locations and symbols used on the map, including building wings, parking areas, sheds, fuel stations, and salt storage.
• Container Locations: Numerous buildings and areas are marked with numbers and symbols indicating the presence and type of waste and recycling containers.
• Site Information: Includes the title "Exterior Solid Waste and Recycling Collection Containers," the NIH Bethesda Campus designation, and the year "2025."

This map is relevant for bidders involved in waste management, recycling services, or facilities maintenance at the NIH Bethesda Campus. It provides critical information about the physical locations and distribution of waste and recycling collection points, which would be essential for planning collection routes, logistics, and service delivery if this opportunity involves managing these containers.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended for clients to evaluate a contractor's performance on a previous contract. Offerors are to have their clients complete this questionnaire and submit it with their proposal. The government reserves the right to verify all information provided.

• Contractor Information: Fields for firm name, CAGE code, address, DUNS number, phone, email, and point of contact.
• Work Performed As: Specifies if the contractor was a prime, subcontractor, or joint venture, and the percentage of work performed.
• Contract Information: Details about the contract number, delivery/task order, contract type, title, location, award and completion dates, original and final contract prices, and explanations for any differences.
• Project Description: Includes complexity of work and relevance to the current submission.
• Client Information: Fields for client name, title, phone, and email, and a description of the client's role.
• Performance Ratings: Clients are asked to rate the contractor's performance using adjective ratings (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, Not Applicable) across categories such as Quality, Schedule/Timeliness, Customer Satisfaction, Management/Personnel/Labor, Safety/Security, and General performance.
• Narrative Comments: Space for clients to provide specific strengths, weaknesses, deficiencies, or other remarks, and to indicate if they would hire the firm again.

This questionnaire is crucial for bidders to gather past performance information from their clients. The completed questionnaire will be submitted as part of the proposal to demonstrate the bidder's track record and capabilities. Bidders must ensure their clients accurately and thoroughly complete all sections, providing detailed feedback and ratings that reflect positively on their performance.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act (SCA). It establishes the minimum wage rates and fringe benefits required for various occupations performing services on federal contracts within specific geographic areas. Bidders must use this information to ensure compliance with labor laws when developing their proposals and performing contract work.

• Geographic Area: Maryland Counties of Frederick and Montgomery.
• Occupational Wage Rates: Lists specific minimum hourly wage rates for numerous occupations, categorized by general job families (e.g., Administrative Support, Automotive Service, Health Occupations, IT Occupations, Protective Service, Technical Occupations).
• Fringe Benefits: Details required fringe benefits, including Health & Welfare ($5.55/hour or $5.09/hour for EO 13706 contracts), Vacation (2 weeks after 1 year, 3 weeks after 5 years, 4 weeks after 15 years), and Holidays (11 paid holidays per year).
• Executive Orders: Notes applicability of EO 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage for Federal Contractors), outlining specific requirements and rates.
• Hazardous Pay: Specifies differential pay rates (8% or 4%) for work involving ordnance, explosives, and incendiary materials.
• Uniform Allowance: Outlines requirements for providing and maintaining uniforms, including reimbursement for cleaning costs ($3.35/week).
• Conformance Process: Describes the procedure (using Standard Form 1444) for classifying and determining wages for occupations not listed in this determination.

This wage determination is critical for bidders to accurately estimate labor costs. Failure to comply with the specified minimum wages and fringe benefits can lead to contract violations. Bidders must ensure their proposed labor rates and benefit packages meet or exceed these requirements for all covered employees working on the contract in the specified counties.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 Representations and Certifications.docx," is a standard form (FAR 52.212-3) that requires offerors to provide representations and certifications regarding commercial products and commercial services. It is crucial for bidders to complete this form accurately as it impacts their eligibility and compliance with various federal regulations.

• Annual Representations and Certifications: Offerors must either confirm they have completed these electronically in SAM.gov within the last 12 months or complete specific paragraphs (c through v) of this provision.
• Business Size and Status: Includes representations for small business, veteran-owned small business (VOSB), service-disabled veteran-owned small business (SDVOSB), small disadvantaged business (SDB), women-owned small business (WOSB), economically disadvantaged women-owned small business (EDWOSB), and HUBZone small business concerns, including joint venture provisions.
• Compliance Certifications: Covers areas such as Executive Order 11246 (Equal Opportunity), Buy American Act, Trade Agreements Act, Prohibition on Contracting with Inverted Domestic Corporations, and Iran sanctions.
• Other Certifications: Includes representations regarding knowledge of child labor, place of manufacture, Service Contract Labor Standards exemptions, Taxpayer Identification Number (TIN), and public disclosure of greenhouse gas emissions.

Bidders must carefully review and complete the applicable sections of this document. Failure to provide accurate representations and certifications can lead to disqualification. It helps the government assess the offeror's compliance with socioeconomic programs, domestic sourcing requirements, and other federal mandates. The specific checkboxes and information required will depend on the nature of the offeror and the details of the solicitation.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services," outlines the specific Federal Acquisition Regulation (FAR) clauses that are incorporated by reference into the contract. It serves as a checklist for the Contracting Officer to indicate which clauses apply to this acquisition of commercial products and commercial services.

• Mandatory Clauses (Paragraph a): Lists FAR clauses that are always included for commercial acquisitions, such as those related to prohibitions on certain agreements, Kaspersky Lab covered entities, telecommunications and video surveillance, inverted domestic corporations, accelerated payments to small business subcontractors, protest after award, and applicable law for breach of contract claims.
• Selected Clauses (Paragraph b): Contains a list of FAR clauses where the Contracting Officer must check applicability. This includes clauses related to business ethics, reporting executive compensation, service contract reporting, supply chain security, small business concerns, equal opportunity, employment eligibility verification, Buy American provisions, and encouraging policies to ban text messaging while driving.
• Commercial Services Clauses (Paragraph c): Lists clauses specifically applicable to commercial services, such as Service Contract Labor Standards, minimum wages, and paid sick leave.
• Comptroller General Examination of Record (Paragraph d): Outlines the contractor's obligation to allow access to records for examination, audit, or reproduction under certain conditions.
• Flow Down Requirements (Paragraph e): Specifies which FAR clauses must be included in subcontracts for commercial products and commercial services, and which are optional.

Bidders should review this document to understand the mandatory and selected contract terms and conditions that will govern the contract. Pay close attention to the clauses marked with an 'X' as they are explicitly incorporated. This document is crucial for understanding compliance obligations, reporting requirements, and potential restrictions that may impact proposal preparation and contract performance, particularly regarding small business utilization, labor standards, and supply chain security.

Form / Attachment / Pricing Sheet

This document provides detailed instructions for vendors on how to submit invoices for payment under the contract. It outlines the required format, submission methods, and necessary documentation.

• Submission Addresses: Specifies email addresses for invoice submission (ORFOAInvoice3Way@mail.nih.gov and invoicing@nih.gov) and the Department of Treasury Invoice Processing Platform (IPP).
• Invoice Format: Requires invoices to be scanned with backup documentation as a single attachment, not exceeding 30MB. The file naming convention must be YourVendorName_Invoice number (e.g., AEConstruction_Invoice 123456), avoiding special characters.
• Email Subject Line: Must follow the format YourVendorName_Invoice number.
• Confirmation: Vendors will receive an automated email confirmation; if not received within 24 hours, the invoice may not have been received.
• Invoice Requirements: An invoice is a contractor's bill for supplies or services. It must include specific items as per FAR 32.9, such as:
  • Vendor/Contractor Name, Address, Point of Contact
  • Remit-to address
  • Remittance name matching the original order/contract
  • Invoice date and unique invoice number
  • NBS document numbers (Contract Number, PO Number, etc.)
  • Unique Entity Identifier (UEI) and Federal Taxpayer Identification Number (TIN)
  • Statement that payment is to be made using a three-way match
  • Description of supplies/services matching the award
  • Requisition number and line item number
  • Quantity, Unit of Measure, Unit Price, Extended Price
  • Contracting Officer's name and Contracting Officer's Representative's name
  • Name and mailing address for payment purposes (ACH information)
  • Name, title, telephone number, and mailing address of person to be notified of defective invoices
  • Schedule of Values (for construction projects), Work Request Number
  • Release of claims for final invoices.
• Defect Notification: Contractors will be notified of invoice defects within 7 days.

This document is critical for vendors to ensure timely and correct payment. Adhering to these invoicing instructions is essential for avoiding payment delays or rejections. Bidders should pay close attention to the required format, naming conventions, and the specific data elements needed on each invoice.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 Instructions to Offerors.docx," provides standard instructions for offerors responding to solicitations for commercial products and commercial services. It outlines the necessary components and procedures for submitting a compliant offer.

• NAICS Code and Size Standard: Information on the applicable North American Industry Classification System (NAICS) code and small business size standard is referenced as appearing elsewhere in the solicitation. Specific size standards apply if the acquisition is set aside for small business or uses certain preferences.
• Offer Submission: Offers must be signed, dated, and submitted by the specified deadline. They can be submitted on SF 1449, letterhead stationery, or as otherwise specified. Minimum required content includes solicitation number, receipt time, offeror's contact information, technical description of items, warranty terms, price, "remit to" address, completed representations and certifications (FAR 52.212-3), acknowledgment of amendments, and past performance information if it's an evaluation factor.
• Offer Acceptance Period: Offerors must hold prices firm for 30 calendar days, or as otherwise specified.
• Product Samples: If required, samples must be submitted at no expense to the Government and returned at the sender's expense.
• Multiple Offers: Offerors are encouraged to submit multiple offers with alternative terms or products.
• Late Submissions: Late offers will generally not be considered unless specific conditions are met.
• Contract Award: The Government may award without discussions, but reserves the right to conduct discussions. Awards may be made to other than the lowest offeror.
• Unique Entity Identifier: Offerors must provide their Unique Entity Identifier (UEI) from SAM.gov.
• Debriefing: Information to be disclosed during a post-award debriefing is outlined.

This document is critical for understanding the formal requirements for preparing and submitting a responsive offer. Bidders must pay close attention to the submission details, required documentation (especially representations and certifications), deadlines, and the conditions under which offers may be excluded from consideration. Failure to comply with these instructions can lead to disqualification.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial janitorial and recycling collection services for the National Institutes of Health (NIH). The government intends to award a single, firm-fixed-price contract with potential option periods.

• Comprehensive janitorial services to maintain clean, sanitary, safe, and functional facilities.

• Recycling collection services.

• Services required for NIH facilities in Bethesda, MD, Poolesville, and other designated locations.

• Detailed specifications are provided in Attachment #1 – Performance Work Statement (PWS).

• Contract Type: Firm Fixed Price.

• Period of Performance: One-year base period (June 1, 2026 – May 31, 2027) with four (4) one-year option periods and a potential six-month extension.

• Place of Performance: Primarily NIH Headquarters at Bethesda, MD.

• Proposal Submission Deadline: April 6, 2026, by 5:00 PM Eastern Time.

• Submission Method: Electronically to amanda.tilton@nih.gov.

• Evaluation Criteria: Proposals will be evaluated based on Past Experience, Past Performance, and Price Proposal, as detailed in Attachment #5 – Evaluation Criteria.

• Key Milestones: Site visit on March 17, 2026; Questions due March 20, 2026.

• This acquisition is a competitive 8(a) set-aside.

• Offerors must be registered in SAM.gov at the time of proposal submission.

• NAICS Code: 561720 – Janitorial Services, with a small business size standard of $22M.

• The solicitation incorporates numerous FAR provisions and clauses, including those related to commercial items, service contract labor standards, and system for award management.

• Key attachments include the PWS, Evaluation Criteria, Pricing Template, and Past Performance Questionnaire.