USDA-Forest Service (Kisatchie National Forest) Janitorial Services for Winn Ranger District Office & Work Center Building located in Winnfield, LA

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding Solicitation 12444026Q0037.

• Subcontractor Access: Authorized and disclosed subcontractors are considered "contractor's employees" for building access.
• Site Visits: G’Laydis Farris (glaydis.farris1@usda.gov) is the point of contact for arranging site visits.
• Square Footage: The Winn Ranger District Office is approximately 6,750 sq ft, and the Winn Work Center is approximately 2,800 sq ft.
• Gloves: Latex medical exam gloves are Government-Furnished Property (GFP). Other types of gloves must be provided by the contractor.
• Service Schedule: Services are required twice a week. Mondays and Thursdays are preferred, but flexibility exists for non-back-to-back days (e.g., Tuesdays/Thursdays, Mondays/Wednesdays) between 0730 and 1600, subject to COR approval.
• LincPass: A LincPass is not required for proposal submission; access to property is only permitted with FS staff present.
• Incumbent Contract: The incumbent contract number is 12444221P0068.
• Scope Changes: There are no changes from the previous scope to the new one.
• Window Details: There are 25 interior windows and 5 exterior windows with doors. The Work Center has 12 windows. Site visits are recommended for accurate assessment.
• Trash Receptacles: There are 30 trash receptacles on site, including 5 large cans.
• Carpeted Area: The office has 5,250 sq ft of carpeted flooring. The Work Center has no carpet.
• Carpet Cleaning Equipment: The contractor is responsible for providing all equipment and supplies for carpet steam cleaning.

These clarifications provide specific details on facility sizes, required equipment, service scheduling, and personnel access, which bidders should consider when preparing their proposals. Site visits are recommended for accurate pricing.

Quality Assurance Surveillance Plan (QASP)

This document outlines the Quality Assurance Surveillance Plan (QASP) for "Janitorial Services for the Winn Ranger District Office and Work Center." It details the procedures and guidelines the USDA Forest Service will use to ensure the contractor meets the performance standards and service levels specified in the Performance Work Statement (PWS).

• Objective: To describe systematic methods for measuring contractor performance and identifying required reports and resources.
• Performance Standards & AQLs: Defines expected performance levels and acceptable quality levels (AQLs) for selected activities, including allowable deviations and criteria for "substantially complete" work.
• Non-Performance: Outlines procedures for addressing instances where contractor performance does not meet AQLs, including documentation and remedial actions.
• Responsibilities: Delineates the roles of the Contractor (implementing Quality Control Plan - QCP) and Government personnel (Contracting Officer - CO, Contracting Officer Representative - COR, and Customers) in monitoring performance.
• Surveillance Methods: Describes the tools and techniques the Government will use to monitor contractor performance, such as inspections, customer feedback, and analysis of results.

The document includes several appendices providing examples of:

• Performance Requirement Summaries
• Discrepancy Reports
• Customer Feedback Records
• Inspection Lists
• Quality Assurance Monitoring Forms
• Customer Complaint Investigations
• Surveillance Activity Checklists

This QASP details how the government will evaluate the contractor's performance against the PWS. Bidders should review this document to understand the government's quality assurance processes, performance standards, and acceptable quality levels, which will directly impact contract oversight and contractor evaluation.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation (Request for Quotation - RFQ) for Janitorial Services for the Winn Ranger District Office and Work Center, located within the Kisatchie National Forest. The government is procuring janitorial services for these facilities.

• Janitorial services for the Winn Ranger District Office and Winn Work Center Buildings.

• Services are to be performed Monday through Friday, between 7:30 AM and 4:00 PM.

• Offices are closed for Federal Holidays.

• Services include cleaning twice a week.

• The contract will be a firm-fixed-price Purchase Order.

• The period of performance is for a Base year plus four (4) option years.

  • Base Year: 05/14/2026 to 05/13/2027
  • Option Year 1: 05/14/2027 to 05/13/2028
  • Option Year 2: 05/14/2028 to 05/13/2029
  • Option Year 3: 05/14/2029 to 05/13/2030
  • Option Year 4: 05/14/2030 to 05/13/2031

• The government intends to award a contract without discussion.

• Subject to Availability of Funds (FAR 52.232-18).

• Offerors must submit pricing for all items to be considered responsive.

• Quotes will be evaluated based on the lowest price technically acceptable criteria.

• Price will be evaluated for fairness and reasonableness (FAR 12.204).

• Technical Acceptability will be rated as "acceptable" or "unacceptable" based on the offeror's ability to meet requirements.

• Past Performance will be evaluated as "acceptable" or "neutral."

• The offeror's quotation will be held firm for 90 calendar days from the offer due date.

• Offer Due Date: April 13, 2026, 0900 ET.

• Questions are due no later than April 09, 2026, 12:00 PM ET, and should be submitted via email to stacey.phillips@usda.gov.

• This acquisition is a Total Small Business Set-Aside.

• Applicable NAICS Code: 561720

• Small Business Size Standard: $22

• This solicitation incorporates provisions and clauses by reference, accessible electronically at www.acquisition.gov.

• Attachments include WD-LA, PWS, Schedule of Items, and Exhibit A (Performance Relevancy Questionnaire).

• Offerors must provide a synopsis of their technical capability, specify personnel and equipment, and list any subcontractors. Personnel must be insured.

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

This Performance Work Statement (PWS) outlines the requirements for janitorial services for the US Department of Agriculture (USDA) at the Winn Ranger District and Work Center in Winnfield, Louisiana.

• Locations: Winn Ranger District Office (12319 US Hwy 84 West, Winnfield, LA 71483) and Winn Work Center (Work Center Road, Winnfield, LA 71483).

• Services: Comprehensive janitorial services including daily cleaning of restrooms, offices, floors (tile, linoleum, carpet), glass, and trash removal. Periodic services include washing and disinfecting trash containers.

• Specific Tasks: Includes dusting, vacuuming, sweeping, mopping, cleaning and disinfecting fixtures, de-scaling sinks and toilets, stocking restroom supplies, and cleaning break rooms/kitchen areas.

• Exclusions: Contractor does not dust or clean computer equipment. Personal articles, papers, or plants are not to be moved for dusting.

• Hours of Operation: Normal office hours are 7:30 am to 4:00 pm, Monday through Friday, excluding federal holidays. Janitorial services are scheduled for Monday and Thursdays between 1:00 pm and 4:00 pm.

• Flexibility: The Forest Service reserves the right to delay cleaning due to emergencies. Make-up services must be scheduled with the COR.

• Quality Control: Contractor must develop and maintain a Quality Control Plan (QCP) and an inspection plan. The Government will evaluate performance based on the Quality Assurance Plan (QASP).

• Performance Thresholds: Specific thresholds are outlined for Basic Cleaning, Restroom Cleaning, Breakroom Cleaning, and Periodic Cleaning Services, generally limiting periodic inspection defects and validated customer complaints.

• Supervision: Contractor must provide competent supervision.

• Appearance & Conduct: Contractor employees must be clean, neat, and conduct themselves professionally, avoiding disruption to office work.

• Safety: Compliance with OSHA standards and provision of appropriate Personal Protective Equipment (PPE) is mandatory.

• Emergency Plan: Contractor must develop and submit a Contractor's Emergency Plan (CEP).

• Government-Furnished Property: The Government will provide items such as toilet paper, paper towels, trash bags, soap, dish detergent, gloves, vacuum cleaner, mops, floor cleaner, and brooms/dust pans.

Form / Attachment / Pricing Sheet

This document is a 'Schedule of Items' spreadsheet, likely intended for use in pricing proposals or for the government's Independent Government Estimate (IGE). It outlines the items, descriptions, pay units, and estimated quantities for a potential contract. The 'Instructions' sheet clarifies that the IGE should be an independent estimate, not a contractor quote, and should be in a similar format to the requested contractor pricing. The IGE is used to determine procurement value, identify thresholds, and evaluate price reasonableness.

• Sheet: CONTRACT (NO OPTIONS): Provides a template for a firm-fixed-price contract without options. It includes fields for Project Title, Workplan Acquisition Plan/Requisition No., Period of Performance (for Services/A&E), Anticipated Delivery Date (for Supply/Construction), and a table for Item Number, Description, Pay Unit, and Estimated Quantity.
• Sheet: CONTRACT (WITH OPTION YRS): Details a firm-fixed-price contract for 'Janitorial Services' at Winn/Kisatchie/Winn. It includes a base year (5/14/26 - 5/13/27) and four option years (5/14/27 - 5/15/31). Each period lists specific janitorial tasks for different locations (Winn RD Office, Winn Work Center), with quantities and placeholders for Unit Price and Amount. The contract is anticipated to be firm fixed price.

This document provides a detailed breakdown of the services and quantities expected for the janitorial contract. Bidders will use this information to prepare their pricing, specifically filling in the 'UNIT PRICE' and 'AMOUNT' columns for the base year and any option years they wish to bid on. The specified dates for the period of performance are critical for understanding the contract duration.

Other / Unclassified

This document is a Wage Determination (No. 2015-5197, Revision No. 30) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations performing work under the Service Contract Act in specific geographic areas. The document lists numerous job classifications, their corresponding minimum hourly wage rates, and applicable fringe benefits (Health & Welfare). It also includes notes on Executive Orders related to paid sick leave and minimum wage for federal contractors, as well as information on vacation and holiday pay.

This document is crucial for potential bidders as it defines the minimum labor costs associated with performing services under the Service Contract Act. Bidders must use these wage rates and fringe benefits when calculating their proposed pricing for any service contracts covered by this determination. Failure to comply with these requirements can lead to bid disqualification or contract non-compliance. It also outlines the process for requesting additional classifications if a required occupation is not listed.

Form / Attachment / Pricing Sheet

This document is Exhibit A, a Performance Relevancy Questionnaire. It is designed to gather information from potential offerors about their past and current projects, contractual commitments, and specialized experience. This information will help the government assess the offeror's capability and relevancy to the solicitation.

• Part 1 - Past / Current Projects: Requires listing up to five projects completed within the last three years that are similar in scope to the solicitation. Information needed includes contract amount, type of project, date completed, and contact information for project references.
• Contractual Commitments: Requires listing concurrent contractual commitments, including contract number, dollar amount, name/address/phone of the business/agency, percentage completed, and date of contract completion.
• Performance History: Questions regarding failure to complete work and whether work was completed under a performance bond, with a request for location(s) and reasons if applicable.
• Part 2 - Specialized Experience: Requires a separate sheet to describe specific elements of work performed, identify subcontractors and their role, highlight technically relevant areas, and provide a point of contact for the project.
• Certification: A statement by the certifying official attesting to the completeness and correctness of the information provided.

Bidders must complete this questionnaire accurately and thoroughly. The information provided will be used to evaluate their past performance and specialized experience, which are critical factors in determining their capability to perform the work described in the solicitation. Failure to provide complete and accurate information may impact the evaluation of the proposal.