Intent_to_Sole_Source_-_RTP_Custodial_FINAL_1.pdf

The U.S. Environmental Protection Agency (EPA) intends to extend its sole source bridge contract 68HERC24C0045 with United Federal Facility Services, LLC (UFFS) under the authority of FAR Part 6.302-1, Only One Responsible Source And No Other Supplies Or Services Will Satisfy Agency Requirements, for not less than two months, with options totaling a maximum potential extension of four months. This bridge contract provides continued custodial support for the EPA’s Research Triangle Park (RTP), NC and Chapel Hill, NC facilities. Main campus facilities are located at 109 TW Alexander Dr, RTP, NC; The Chapel Hill facility is located at 104 Mason Farm Road, Chapel Hill, NC.

UFFS’s contract currently expires after March 31, 2025. The EPA is currently in the process of procuring a new, long-term 8(a) contract for these services; however, a protest, subsequent scope changes, and solicitation amendments have delayed this new contract award. The new contract will not be awarded prior to UFFS’s bridge contract expiration. The custodial services performed at the U.S. EPA RTP and Chapel Hill facilities are critical services that maintain the facilities and ensure employee health and safety. If a break in service were to occur, EPA’s 1.2 million square foot campus, housing 15 offices and 2,000+ employees, would be without janitorial support. Sanitary conditions would deteriorate immediately. Halting operations cannot be permitted.

Among the many custodial duties required at these facilities, critical activities include:

• Clean floors and base moldings

• Sweep and vacuum floors

• Clean and dust surfaces

• Clean light fixtures

• Clean washrooms, shower fixtures, and tile

• Ensure proper toilet function

• Empty trash containers

• Prevent and flag slippery, hazardous conditions

• Wipe down eat-in dining area tables

• Restock female hygiene dispensers

• Restock surface sanitizing wipes

• Sweep debris at four smoking shelters

• Wipe down exterior patio tables and chairs

• Respond to regular service calls

• Respond to emergency service requests

• Provide dumpsters and dumpster service

• Provide recycling services

• Provide and exchange exterior door mats

• Provide all necessary custodial supplies and equipment, including, but not limited to, toilet paper, paper towels, toilet seat covers, waste container liners, and cleaning products

The nature of this acquisition requires the U.S. EPA to use the authority cited because of the complex nature, large volume/scope of services, and short time frame to procure the services required. The services under the current contract are critical. All contract services are geared towards keeping work areas and building occupants safe and ensuring that EPA business is conducted under consistent, sanitary, and safe environmental conditions. A break in these services would have an extremely detrimental effect on the health and safety of the facilities, their occupants, and the EPA’s daily activities.

In addition, the time required to locate an alternative qualified 8(a) contractor that is capable of performing the requirements in the Performance Work Statement (PWS), solicit, evaluate, negotiate with, make award to, and mobilize is not practicable prior to 04/01/2025, and would not be cost effective or efficient for a period of performance that could be as brief as the two-month period that is the minimum planned to be covered by this extension. UFFS can provide continuity for the complex facility operations under the current PWS without a delay or break in service.

EPA plans to exit its Chapel Hill lease at some point between now and July 31, 2025. However, the exact exit date is unknown. Therefore, support of the Chapel Hill facility will be structured as four one-month options. All four months of Chapel Hill support may be exercised, zero months of Chapel Hill support may be exercised, or any other one-month increment may be exercised.

This uncertainty only adds to the challenge and complexity that a new potential contractor may face.

UFFS is uniquely qualified for providing the required custodial activities for the RTP and Chapel Hill facilities during the extension period. Their existing management structure and personnel will allow for work to continue without interruption. Having key managment personnel in place, as well as a strong management structure, will eliminate the possibility of disruptions to building occupants. Such a disruption may occur if a new contractor were brought in, in such a short period of time. UFFS is also uniquely qualified for this work because of their in-depth knowledge of the RTP facilities and what is required, from a custodial perspective, to keep them operating smoothly and safely. This knowledge is critical to keep the RTP laboratories operational and the building occupants safe. It is not feasible to contract with and train a new 8(a) contractor and get them up to speed in the time prior to the current contract’s expiration date. The research performed at the EPA RTP campus is mission critical and having a disruption in services, which could potentially close the labs for a period of time, cannot be permitted.

This requirement will utilize FAR Parts 12 and 19. The North American Industry Classification System (NAICS) code is 561720, Janitorial Services, with a small business size of $22M. The anticipated Period of Performance is no less than two months but may be as much as four months if all potential options are exercised.

THIS NOTICE IS NOT A REQUEST FOR PROPOSALS. Notwithstanding, all responsible sources that believe they are capable of meeting the EPA’s requirement may submit a capability statement, proposal, or quotation—that must address the outlined requirements above—which shall be considered by the agency. Such documentation must be submitted to the Contracting Officer by 11:59 PM Eastern Time on March 27, 2025. A determination not to compete the proposed firm-fixed-price contract based upon the responses received to this notice is solely within the discretion of the Government. All questions should be directed to the Contracting Officer, Greg Forrest, at forrest.greg@epa.gov. Responses to this notice must be submitted electronically via email. Telephone responses will not be honored.