Questions and Answers for 1232SA26Q0024.pdf
PDF 229 KB Posted
- Solicitation number
- 1232SA26Q0024
About this file
This document is a Questions and Answers (Q&A) file for solicitation 1232SA26Q0024, a janitorial services requirement for USDA-ARS facilities. The cleaning scope covers 7,545 square feet, including 14 laboratory rooms, material handling rooms, and locker rooms on both the "cold" and "hot" sides of a facility with plant pathogen containment areas. Services are required weekly during daytime hours (Monday-Friday, typically mornings), with a minimum of two staff members performing the work. The contract period runs from the award date (soon after January 12, 2026) through September 27, 2026.
Key requirements include obtaining a Tier 2 security clearance, with contractor personnel requiring T1 suitability and being escorted until clearance is complete (which typically takes 30-90 days). The government will provide escorts, and the estimated service time is 1 hour for lab cleaning and 2 hours for locker room and lab mopping. The facility has experienced past issues with service quality and staffing oversight, so supervisory presence and backup staffing are emphasized. The solicitation does not require a site visit, and the government will not require contractors to provide consumables like soap, paper towels, or trash bags.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Questions and Answers for 1232SA26Q0024
- What is the total square footage to be serviced?
o 7545 sq ft
- How many restrooms, offices, and lab rooms are included in the cleaning scope?
o Laboratories (14 rooms, total= 5,896 sq ft) o Material Handling Room (“cold” side of facility, 776 sq ft):
o Locker Room with bathroom Cleaning - Women's, “Cold” side (~100 sq ft) o Locker Room with bathroom Cleaning - Men's, “Cold” Side (~200 sq ft) o Locker Room with bathroom Cleaning - Women's, “Hot” side (~75 sq ft) o Locker Room with bathroom Cleaning - Men's, “Hot” Side (~150 sq ft) o Material handling room, lab floors and corridor (“hot” side of the facility, approximately 1,900 sq ft total)
- Which areas require daily vs. weekly vs. monthly vs. quarterly cleaning?
o All of the above are weekly cleaning, in these areas, there are tasks that are “as needed”, such as refilling soap dispensers, floor mat cleaning, dusting lockers, cleaning walls/ledges etc.
- Are BSL-3 areas included in the scope of work, or are those off-limits to contractors?
o Locker Room Cleaning - Women's, “Hot” side (~75 sq ft) o Locker Room Cleaning - Men's, “Hot” Side (~150 sq ft) o Material handling room, lab floors and corridor (“hot” side of the facility, approximately 1,900 sq ft total) The areas above are considered plant pathogen containment areas, while technically not a BSL3, they are treated as such.
- What are the approved cleaning hours (e.g., daytime, evening, weekends)?
o Daytime M-F, typically mornings
- Are background checks or special clearances required for contractor personnel?
o Yes. A Tier 2 clearance is required; must clear T1 suitability with the USDA prior to starting work to begin escorted work at facilities. Until Tier 2 clearance is successfully adjudicated, contractor will be escorted at all times by a USDA-ARS Location Monitor when working inside Biosafety Level 3 facilities. Instructions are provided by the USDA staff when contract is awarded.
- Are there any attachments or site visit notes that can be shared to help vendors who did not attend?
o No
- Confirmation of the anticipated contract start date? Soon after solicitation closes on January 12, 2026.
- Whether a site visit is required or optional prior to award? Site visit is not required.
- Confirmation that the square footage listed in the SOW (approximately 5,896 sq. ft.) reflects the full service area?
o 7545 sq ft, 5896 sq ft only reflects the labs in building 1301
- Any specific security or clearance requirements for staff assigned to this facility?
o A Tier 2 clearance is required; must clear T1 suitability with the USDA prior to starting work in order to begin escorted work at facilities. Until Tier 2 clearance is successfully adjudicated, contractor will be escorted at all times by a USDA-ARS Location Monitor when working inside Biosafety Level 3 facilities. Instructions are provided by the USDA staff when contract is awarded.
- Is there a site visit?
o Site visit was scheduled on December 17, 2025.
- Will we have to provide soap, paper towels, toilet paper, and trash bags?
o No
- Schedule flexibility The SOW states services are required one time per week during normal operating hours.
Please confirm whether the weekly cleaning must occur on a specific day of the week or if the contractor may propose a consistent day and time within the approved operating window.
o Daytime M-F, typically mornings o Specific day/time is negotiable, consistent day/time is must
- Estimated onsite duration While the SOW outlines tasks and square footage, is there an estimated number of labor hours per weekly service the Government anticipates, or should contractors independently determine staffing and duration based on the scope?
o 1301 labs – 2 people, 1 hour each o 374 locker room cleaning and labs mopping – 2 people, 2 hours each
- Access and escort requirements Please confirm whether escorted access is required for all janitorial staff until Tier 2 clearance is fully adjudicated, and whether escorts are provided by the Government or must be coordinated in advance.
o Escorted access is required for all janitorial staff.
o Escorts will be provided by government
- Site visit attendance Is attendance at the scheduled site visit on December 17, 2025 mandatory for quote responsiveness, or strongly encouraged but not required?
o A site visit is not required.
- Award and transition timing
Please confirm whether the anticipated award date of September 27, 2026 remains accurate and if there is an expected transition or onboarding period prior to the start of services.
o The period of performance is the date of award (soon after solicitations are due) on January 12, 2026-September 27, 2026.
- Solicitation Number & Due Date
Could you please confirm the correct solicitation number (1232SA26Q0024
vs. 1232SA25Q0024) and the official quotation due date and time that govern this RFQ?
o Solicitation number 1232SA26Q0024, quotes due January 12, 2026
4:00 PM CST.
- Period of Performance
Please confirm the base period of performance start and end dates, and whether any option periods apply beyond FAR 52.217-8 (Option to Extend Services).
o Only FAR 52.217-8 applies. There are no option periods. Period of performance is the award date (soon after solicitations are due)- September 27, 2026.
- Pricing Structure
Is pricing expected to be submitted on a monthly basis, annual total, or per CLIN, and is there a required pricing format/template we should follow?
• No pricing format/template
• Typically we are invoiced monthly for services provided.
- Security & Access
Could you confirm the expected timeline for T1 suitability and Tier 2 clearance, and whether contractor personnel will be escorted at all times until adjudication is complete?
• Contractor personnel will be escorted until adjudication is complete.
• T1 suitability and Tier 2 clearances typically take 30-90 days
- Is there a current vendor? If so, what was their contract number, please?
o This is a new requirement.
- Have Buildings 1301 and 374 been cleaned on a regular basis over the past 6 months?
o Yes, these areas have been cleaned weekly
- Have there been any operational or compliance challenges with janitorial staff working on the “hot” side of the BSL-3 facility (e.g., time lost to changing clothes, showers, escorts, or access delays)?
o Time to change and shower is factored into the service time o Once scheduled, there should not be any escort or access delays
- Have there been any prior performance or staffing issues, and are there expectations for supervisory presence beyond the SOW?
- I ask because: The SOW calls for weekly labor reviews and periodic supervisory visits, especially for unusual situations or training. This will help me gauge whether the CO expects hands-on management due to past issues.
o The facility has had an issue in the past with lack of oversight resulting in service quality issues, not having back up staff available for time off, personal time or emergencies
- How many staff members are required to perform the work?
• Minimum 2
Is there an existing incumbent? If yes, please provide the contract number
- This is a new requirement.
- Will the contractor be responsible for providing all monthly paper consumables? Such as toilet paper, paper towels, trash bags, hand soap, etc..
o No
File details come from the government source that posted it. Updated .