Question and Answer Document_1232SA26Q0932.pdf

Question and Answer Document

Janitorial Services

August 13, 2026

1. Please provide the name of the current incumbent contractor.

J’s Associates, LLC

2. Please provide the current annual contract value.

$126,343.00

3. Please provide the current monthly contract value.

$10,528.58

4. Is the current contract covered by a Collective Bargaining Agreement (CBA)? If so, please provide a copy of the CBA or identify the applicable union.

No

5. For email proposal submissions, is there a maximum file size limit for attachments?

25 MB

6. Is a Day Porter required under this contract? If so, please provide the required number of Day Porters, their work schedules, and their specific duties.

Per section 2.1 of the PWS, Continuous coverage will be provided between the hours of 7:00 am to 5:00 pm.

7. Please confirm that janitorial services are required seven (7) days per week, excluding the four

(4) identified holidays, with continuous coverage from 7:00 a.m. to 5:00 p.m. (10 hours per day).

The USNA Campus is open 364 days to the general public excluding Christmas Day. The services within the SOW are for all days but Christmas as cleaning of the restrooms and grounds are still required.

8. Solicitation SOW, Section 4.2.7.1: Please clarify the required frequency for stripping and waxing hard floor surfaces. Is this service required annually or semi-annually?

Stripping of VCT Flooring shall be twice yearly every 6 months.

9. Solicitation SOW, Section 4.2.7.1: The SOW states that "waxed floors need to be properly stripped and waxed with no less than 10–12 coats of wax." Please confirm that the requirement is indeed 10–12 coats. Industry standards and most floor finish manufacturers typically recommend approximately 3–6 coats for similar facility types.

Stripping and waxing shall in in accordance with SOW Section 4.2.7.1

10. Does the Government require carpet shampooing for any of the buildings? If so, please provide the required cleaning frequency (e.g., annually or semi-annually)

Carpet cleaning is in accordance with SOW Section 4.3

11. Solicitation SOW, Section 4.5.2 – Interior Windows: Please specify the maximum interior window height the Contractor is responsible for cleaning. Will a lift or other specialized access equipment be required

Interior windows shall be cleaned in accordance with 4.5.2 and includes all windows. Most windows can be cleaned using ladders, but a lift may be needed to clean the lobby windows.

12. Please confirm that exterior window cleaning is not included within the scope of this solicitation.

Exterior window cleaning is not included.

13. Please confirm whether cleaning services for special events will be ordered and compensated as additional services using the fully burdened hourly labor rates

(IDIQ).

Cleaning services requested for after-hours events are a separate.

14. In addition to the completed SF1449, is there a separate Government pricing schedule or pricing worksheet that offerors are required to complete and submit?

Complete the price schedule located on page 2 of Attachment 1.

15. Has the scope of work changed since the current contract was awarded? If so, please identify the major changes.

16. What are the primary operational or performance challenges the Government has experienced under the current contract that the new contractor should be prepared to address?

The new vendor is responsible for providing janitorial services in accordance with the statement of work.

17. For heavy-duty floor care services such as strip & wax, carpet shampoo, will we be able to perform this overnight?

The above listed services can be after hours and weekends when properly scheduled through the COR.

18. The SOW states that services shall be performed between 7:00 AM and 5:00 PM with continuous coverage. Please clarify whether “continuous coverage” requires at least one contractor employee to be physically present throughout the entire 7:00 AM–5:00 PM period, or whether this language establishes the permissible service window.

Continues coverage is that a cleaning person is on site from 7:00 am to 5:00 pm.

19. Please confirm whether the 7:00 AM–5:00 PM continuous coverage requirement applies

Monday through Friday only, or whether continuous coverage is required on Saturdays and

Sundays as well.

The 7:00 am to 5:00 pm requirement is for all 7 days of the week.

20. For Saturday and Sunday service, please identify which buildings/areas require service and the expected service frequencies.

The following buildings are closed to the cleaning staff on Saturday and Sundays:

1. Admin Building Restricted Areas

2. Arbor House (Office Area)

3. Headhouse

4. Shops

All other areas are expected to be cleaned.

21. Does USDA require a minimum number of custodial personnel or minimum number of productive labor hours per day/week, or may the contractor determine staffing levels and shift configurations necessary to meet the performance standards?

The number of custodial staff is at the discretion of the vendor as long as the areas identified in the SOW are completed daily. It is the Govt expectation that staff is working from 7:00 am to 5:00 pm daily and that all performance standards are met.

22. Please provide the current incumbent staffing level and typical staffing schedule, including the approximate number of custodians and hours worked per day/week, if available.

Historically the staffing has been 2 full-time and 1 part-time staff per day. 1 full time from 7:00 am to 3:00 pm, 1 full time staff from 9:00 am to 5:00 pm and a part-time staff to cover outdoor trash pickup.

23. For the 720-square-foot South Farm trailer in Beltsville, please confirm that routine custodial service is required twice per month and that the contractor may determine the specific service days within the permitted performance hours.

The service for South Farm are per section 4 of the SOW and shall be completed twice per month (every 2 wks). They shall be scheduled through the COR and should be consistent in length between visits.

24. Please provide the approximate average weekly labor hours historically utilized to perform the current janitorial requirement, if available.

The current contractor has 1 staff from 7:00 am to 3:00 pm and one part-time staff 1:00 pm to

5:00 pm.

25. Is there a requirement for the number of people who will be servicing this contract? If not, is there a number of individuals that is deemed insufficiently too low?

Based on past contracts the vendors that were successful had 2 full-time and 1 part-time staff which seemed to fulfill all the performance requirements. But staffing levels are at the discretion of the vendor.

26. Is there current information on the budgeted amount for supplies provided for the National

Agriculture Library? Can you confirm that approximately 500,000 people visit throughout the year?

We do not have this information.

27. It was mentioned during the site visit that 10 to 12 coats of wax would be required. I see in the solicitation that it mentions floor buffing and burnishing in Attachment 2, Section 4.2.5. I see that there is stripping of wax, but I don't see a mention that wax is to be put on the floor. I see a mention for burnishing with gel on non-carpeted floors throughout the facility, and that this would be done twice a month. Is this work strip and wax, or will we be stripping and not waxing, but gel burnishing instead?

The non-carpeted flooring (VCT and Terrazzo) will require stripping of all wax. The VCT will then be sealed and waxed in accordance with Section 4.2.7.1. The Terrazzo flooring will not be waxed and maintained in accordance with section 4.2.5

28. Regarding the stripping and waxing/gel burnishing, the contract says that that will happen twice a month, which entails 24 times per year. It was mentioned, however, in the walkthrough that this would be done weekly. I also see it mentioned that this is done biweekly. Please clarify the frequency of burnishing.

Per section 4.2.5 the frequency is twice a month. It is the Govt expectation that the frequency is equally spaced within the month.

29. Is there an expectation that certain areas need to be cleaned multiple times per day? If so, what would be the frequency requirements of addressing various areas?

A standard of cleanliness must be maintained in all areas to include restrooms and common spaces. Frequency is dependent on being able to maintain that standard.

30. Up to how high would we be cleaning for interior windows in all the facilities?

Most interior windows in the office and hallways are 9 ft and can be cleaned using a ladder, but the upper windows in the lobby which top out at 18 ft from floor may require special equipment.

31. What is the wage requirement for this solicitation?

Wage determination No. 2015-4281, Revision No. 38, Dated 7/30/2026 will be incorporated into this contract.

32. Is there a cost for background checks? It was mentioned in the walkthrough site visit that background checks will be performed by the client, not the awarded vendor, but is there still a fee for this processing?

There are no costs associated with the background checks.

33. Please clarify the background investigation and security screening requirements for contractor personnel. Specifically, what level of background check is required, whether fingerprinting or federal suitability screening is necessary, whether specific disqualifying criteria apply, and whether personnel must receive approval prior to beginning work on site.

T-2 investigation which requires fingerprints and a suitability screening. Fingerprints are the responsibility of the contractor.

34. The solicitation appears to identify terrazzo flooring under a maintenance schedule similar to

VCT flooring; however, during the site visit it was stated that the terrazzo flooring is not waxed.

Please clarify the required maintenance method and frequency for terrazzo flooring and whether the contractor may propose an alternative polishing schedule, such as annual polishing, as part of its technical approach.

Terrazzo flooring is per Section 4.2.5 of the SOW

35. Please clarify the specific exterior areas included in the litter and trash patrol requirement. If available, please provide a site map or written description identifying the parking lots, walkways, grounds, and other exterior areas for which the contractor will be responsible.

All areas adjacent to and around the trash receptacle areas. Any trash visible while traveling around the campus.

36. Would the contractor be permitted to store a small single-axle trailer, utility cart, or similar equipment on site for the purpose of transporting trash, supplies, and materials between campus locations and designated dumpsters?

Yes, a location will be assigned

37. Would offerors be permitted to conduct an additional limited site walk-through prior to proposal submission for the purpose of verifying site conditions and preparing an accurate technical and pricing proposal? If permitted, may the visit include both public-facing and administrative/non-public areas, provided no secured areas are entered and staff operations are not disrupted?

Additional site visits can be completed in the areas open to the public on the vendors’ own time. No access will be granted to the restricted areas.

38. Section 4.25 states that all wax must be stripped from the terrazzo flooring. Can the Government confirm whether the existing terrazzo currently has a wax finish that requires stripping? If not, please clarify whether this requirement applies only where wax is currently present.

The terrazzo flooring has wax.

39. Section 4.25 requires buffing and burnishing of floors twice per month. Can the Government clarify whether this requirement applies to both terrazzo and VCT flooring, or only to specific floor types?

This requirement is for VCT and Terrazzo flooring

40. Would USNA permit the use of disposable urinal mats that are placed on the floor underneath the urinals—not inside the urinals—and replaced on a frequent, routine basis as an acceptable method of controlling odor and maintaining cleanliness?

The USNA will not permit the use of disposable urinal mats.

41. Section 4.56 requires rubber or polyester entrance mats to be vacuumed and/or hosed down outside. Can the Government clarify the expected frequency for this service, whether it should be performed on a defined schedule or as needed, or whether offerors should propose the frequency as part of their technical approach?

The frequency is based on maintaining the standard of cleaning and can vary depending on the outside conditions but must be cleaned at a minimum once daily.

42. Section 4.5.11 states that no routine cleaning is required in the Herbarium. Can the Government provide the building and room number for the Herbarium? Additionally, are there any other rooms or spaces that should be excluded from the routine cleaning schedule? If so, please provide the applicable building and room numbers.

Rooms G29 and G30 in the basement and Room 161 on the 1st floor.

43. Section 8 states that employees working in a laboratory environment must possess the skills, knowledge, and training required to safely work in a research laboratory environment. Can the

Government identify the specific buildings and room numbers that are considered laboratory environments requiring this training, or should offerors assume that this requirement applies to all buildings and spaces covered under the contract?

At this time the USNA does not have any Laboratories that require special training but may acquire labs in the future in which we can address the training requirements.

44. Some of the maps provided with the solicitation have readability issues. Can the Government provide higher-resolution, legible copies of the maps or otherwise furnish readable floor plans for all buildings included in the contract?

The clarity of the floorplans is what we have available.

45. SOW page 3 indicates the contractor is responsible for providing a vehicle/s, among other requirements. In support of aiding contractor pricing efforts, would the government give an indication of approximate driving distances between buildings or the total anticipated daily driving that would occur for routine janitorial service (incl restrooms)?

Traveling distance is dependent on the driver and their path but the approximate milage is 9 miles of road on site and is a total distance between South Farm and USNA is approx. 20 miles each way.

46. Section 6: Supervision of Contract Work indicates that "The supervisor... shall be on-site or available at all times while contract work is in progress". Would the government allow a fully on-call supervisor (not typically on site) that could always be available and ready to come on-site in the case of an emergency or other unusual situation?

The requirement is a full-time supervisor on site including weekends. This can be one of the staff assigned.

47. Section 2 reads "Services will be performed ... with continuous coverage." To confirm the requirement, does this indicate that the government wants at least one contractor staff member present between the hours of 7:00am and 5:00pm?

Yes, continuous service is coverage from 7:00 am to 5:00 pm 7 days a week.

48. Section 4.1.5 reads "Pick up all litter found inside and outside the building." The Arboretum is quite large: is the requirement for grounds policing throughout the entire Arboretum or will an

"outside limit" be delineated for each building?

around the campus.

49. Section 4.2.5 reads: "All wax needs to be stripped off the terrazzo flooring and maintained with a high speed burnisher and burnishing gel." Meanwhile, section 4.2.7.1 mentions the terrazzo flooring when it indicates that "Waxed floors need to be properly stripped and waxed." Will the government please clarify whether the terrazzo flooring has been waxed to date, as well as whether it is the government's intention to continue that practice? If so, would the government indicate a desired frequency for strip-and-wax?

Stripping and waxing is Twice during the contract year

50. Will the government consider alternate approaches to those described in the SOW including desired frequencies and floor care techniques?

The SOW will be used to perform the review for the solicitation and will be the basis for the performance standards.

51. Please confirm whether any employees currently performing janitorial services under the incumbent contract are represented by a labor union or covered by a Collective Bargaining

Agreement. If so, please provide the applicable CBA, including all current wage rates, fringe benefits, work rules, and any memoranda or amendments incorporated into the agreement.

The current employees are not covered under a CBA

52. Section 4.7 states that an additional person may be required during certain events. Should this labor be included within the firm-fixed-price contract, or will additional staffing be separately authorized and compensated?

All after-hours activity will be separate from the base contract and will be based on an hourly rate established in your proposal and billed as a separate line item monthly.

53. Several SOW sections allow the COR to direct additional cleaning frequencies. Please clarify whether additional cleaning beyond the stated frequencies will be considered within the fixed-price contract or ordered separately.

All cleaning requirements are covered within the SOW. The ability of the COR to request additional frequency is not outside the scope and would be limited. Any frequency change that would impact the schedule permanently would be discussed with the vendor prior to initiating.

54. The SOW identifies routine events, weddings, and FONA-sponsored events but does not quantify anticipated effort. Can you clarify how we should price Special Events and provide average duration, average attendance, typical staffing expectations, number of events held after normal duty hours on average, and average labor hours historically required.

Based on the last 2 years we have accumulated approximately 100 hrs. per contract year.

55. The government will evaluate the quality of the offeror’s performance on prior contracts.

Sources may include CPARS, past performance questionnaires, and other verifiable references.

Can you clarify if CPARS and/or PPQs are required, or are you leaving it up to offerors as to how they want to present their past performance/prior experience?

It is the responsibility of the vendor to provide their performance experience in a manner that will allow the evaluation team to assess the performance.

56. Please provide historical annual consumption quantities for:

Toilet tissue

Paper towals

Soap

Trash liners

Sanitary disposal bags

Other Government-required consumables

Not Available. Provided by existing contractor.

57. Can you please provide a copy of the sign in sheets from the site visit on 8/10?

No.

58. It was stated in the pre-bid meeting that the National Arboretum had statistics for the number of visitors by month for the last several years. Can this data for the last 3 or 4 years by month be made available? We need some method to estimate the volume of paper products (paper towels, Toilet paper, etc.), hand soap and other consumables we need to budget for. This is a critical issue, as the cost of paper consumable products is the most significant recurring cost we have, next to labor, in determining pricing.

The information available is not accurate. It is estimated that the attendance during the spring

(Mar – Jun) that we experience the highest volume which can reach up to 15K to 20 K per day on the weekends. Daily volume is greatly reduced. The volume reduces as the summer months go into fall and the winter months is estimated around 200 to 250 per day with a slight increase on the weekends.

59. Because the volume of consumption for paper and soap products is so unpredictable, would you consider providing these items? It has become common practice for the client to do this for 2 reasons; 1) often the client can procure them as an agency at a much better discount than can the vendor, 2) Not having to estimate this cost, the vendor can provide a more competitive and accurate rate for the cleaning services being provided. This would save money for both parties.

The USNA staff have considered this in the past but have decided to leave this in the SOW for the contractor to supply.

60. Can the successful bidder be provided access to interview the current cleaning staff?

Yes

61. Can the Government provide the manufacturer/model or required sizes/types for existing paper towel, toilet tissue, soap, and other dispensers so offerors can accurately price compatible consumables?

Paper products info.

Toilet Paper Single Roll – Solaris Paper 21724 4.06 x 3.66

Toilet Paper Large Twin DBl – 9”

Paper Towels – Pro Multifold 9.25 x 9.5

Paper Towels Rolled – GA Pacific Model #2-100365-1 7 7/8

Soap Dispenser - Both under counter and wall mounted

62. The SOW states that the contractor shall provide equipment “including vehicles.” Can the vehicle remain on-site for transportation between buildings/restrooms or for service to South Farm?

Yes, we will provide a location.

63. Without directing contractor staffing methodology, can USDA provide the approximate number of janitorial personnel historically used to service the facilities under the current or previous contract? This information would assist offerors in understanding the historical workload.

Based on past contracts the vendors that were successful had 2 full-time and 1 part-time staff, which seemed to fulfill all the performance requirements. But staffing levels are at the discretion of the vendor unless performance is affected.

64. Beyond the contractor's required weekly inspection report, does USDA currently use a formal inspection checklist, Quality Assurance Surveillance Plan (QASP), performance score, or

Acceptable Quality Level (AQL) that will be used to evaluate janitorial performance?

Currently, we do not have any formal checklist. Any discrepancies would be related to the vendor in the form of a list.

65. Could the Government please provide clearer and more legible floor plans for the following areas, as the floor plans included in Attachment 2 appear blurry and certain details are difficult to identify?

The clarity of the floorplans is what we have available.

66. Is a dedicated on-site supervisor required, or may the supervisor also perform janitorial duties?

The supervisor can be one of the cleaning staff.

67. For South Farm in Beltsville, does the Government expect dedicated personnel, or may the same personnel serving the National Arboretum also service South Farm?

The cleaning at South Farm can be accomplished by the USNA staff.

68. Are travel time and transportation between the Washington, DC facility and South Farm expected to be included in the firm-fixed price?

69. Can the Government provide a detailed floor plan or room-by-room square footage breakdown for both locations?

Square footage is in the SOW. The clarity of the floorplans is what we have available.

70. Does the stated 35,586 SF include all areas requiring routine cleaning, or are there additional areas that contractors should account for?

71. Are the approximately 720 SF at South Farm included in every CLIN/option year, or is the scope subject to change?

Every CLIN/option year

72. If additional personnel are required for after-hours or weekend events, are those labor costs included in the base FFP or separately compensated?

All after-hours activity will be separate from the base contract and will be based on an hourly rate established in your proposal and billed as a separate line item monthly.

73. Are toilet paper, paper towels, hand soap, sanitary products, liners, and other restroom consumables entirely contractor-furnished?

74. Is the contractor responsible for all costs associated with PIV enrollment, badging, and employee access?

All costs associated with the PIV enrollment are covered by the USNA

75. If the applicable wage determination changes during an option year, will the contract price be adjusted in accordance with the applicable SCA price-adjustment provisions?

Price may be adjusted annually through an economic price adjustment request.

76. Please identify the approximate maximum height of the interior windows included in this requirement. Please also clarify whether the contractor is responsible for furnishing lifts, scaffolding, or other specialized access equipment necessary to clean elevated interior glass.

Most interior windows in the office and hallways are 9 ft and can be cleaned using a ladder, but the upper windows in the lobby which top out at 18 ft from floor may require special equipment which is the responsibility of the contractor.

77. Can the Government provide the referenced map identifying the exterior areas and boundaries for which the janitorial contractor will be responsible for daily litter and refuse collection?

Additionally, please confirm whether this responsibility includes parking areas, roadways, landscaped areas, event areas, and other public grounds beyond the immediate vicinity of the buildings and exterior restroom facilities.

around the campus at building entrances etc.

78. Please confirm whether the Government expects a dedicated contractor vehicle to remain onsite during the required service hours. If so, are there minimum specifications or requirements regarding vehicle type, size, registration, insurance, markings, parking, or onsite storage?

The contractor is responsible for providing a means for their staff to transport trash and supplies around campus between building and to and from trash receptacles and dumpsters.

They are also responsible for transportation to and from South Farm. The vehicle must be licensed and insured.

79. Please confirm whether approximately two labor hours per visit is the Government’s anticipated cleaning time for the 720 square foot South Farm trailer.

The estimated time to clean South Farm is 2 hours not including travel time which will vary depending on the time of day.

80. Please identify the specific personnel security, identity verification, fingerprinting, background investigation, and badging requirements applicable to contractor employees assigned to this requirement. If a specific investigation or credentialing standard applies, please identify the required level and anticipated processing timeframe so that appropriate onboarding and transition time can be incorporated into our staffing plan.

T-2 investigation which requires fingerprints and a suitability screening. Fingerprints are the responsibility of the contractor.

81. Section 4.7 identifies approximately seven routine special events annually and approximately 25 to 30 weddings, primarily during the spring and summer. During the site visit, we recall discussion of approximately 100 additional janitorial labor hours per contract year associated with special event and wedding support. Please confirm whether approximately 100 additional labor hours per contract year is the Government’s anticipated quantity. If 100 hours is not the anticipated quantity, can the Government provide the approximate historical annual labor hours associated with special event and wedding support, particularly after hours support?

Additionally, please clarify whether this additional event labor should be incorporated into the firm fixed monthly price or separately priced as an annual event allowance.

Based on the last 2 years we have logged approximately 100 hours of TAS hours for special after hours events. These hours shall be submitted as separate hours not part of the base funds.

82. Please clarify the Government’s intended floor care system for the terrazzo flooring, specifically:

a. Whether the terrazzo flooring is intended to receive floor finish/wax after stripping.

b. Whether 10 to 12 coats is the Government’s intended number of coats or whether this language should reflect a different requirement.

c. Whether the Government has a required or preferred floor finish, burnishing gel, manufacturer, product specification, or floor care system.

d. Whether the initial stripping and application of the required floor finish is expected immediately following contract commencement.

a. Once the terrazzo floor is stripped the contractor shall apply the manufactures recommend sealer.

b. As stated in the SOW the Govt requires 10 to 12 coats

c. Floor finish products like all cleaning products will be required to be submitted and approved by the USNA Team prior to use.

d. It is the Govt expectations that the floor care begins within the first 60 days after award.

83. Please confirm whether the initial stripping and restoration of applicable terrazzo and other hard flooring is included within the recurring firm fixed price or whether the Government anticipates an initial floor restoration followed by ongoing maintenance and twice monthly burnishing.

Additionally, can the Government provide the approximate square footage by flooring type requiring stripping, refinishing, waxing/finishing, and/or burnishing? This information would assist us in accurately determining initial equipment, materials, floor finish, labor, and recurring floor maintenance requirements.

It is confirmed that the initial stripping and restoration is part of the base firm fixed price.

Square footage is listed in the SOW.

84. The building schedule identifies several public restroom locations, including the Asian Collection

Bathrooms, M Street Bathrooms, Arbor House Public Bathrooms, Administration Building public restrooms, and additional restroom facilities throughout the campus. Please confirm that all restroom facilities identified in the building schedule are included within the approximately

35,586 square feet and are included within the contractor’s required services and firm fixed price. Additionally, are there any seasonal restrooms, portable restroom facilities, or other public restroom locations that the contractor will be responsible for servicing that are not identified in the SOW building schedule?

It is confirmed that all areas to be cleaned are part of the total square footage listed in the statement of work. Any additional seasonal restrooms (port-a-potties) are maintained by the company supplying the restrooms.