RFI Sustainable Cleaning Products and Vendor Managed Inventory Services.doc

Request for Information

Reference # RFI-AOCSSB-022420230001 Sustainable Cleaning Products & Vendor Managed Inventory Services

Indefinite Delivery Indefinite Quantity (IDIQ)

This is not a Request for Proposals, this is for market research purposes Background:

The objective of this IDIQ is to implement sustainable cleaning products and a Vendor Management Inventory (VMI) that promotes standardization for the cleaning product type, product delivery and usage on campus.

The intent is to create product consistency, reduce non-standard product consumption, and increase labor efficiency and proper chemical usage that meet AOC’s sustainability goals.

Sustainable cleaning is a planned and organized approach to cleaning that is designed to protect the occupants’ and workers' health and, reduce the impact on human health, and the environment. Unlike a traditional cleaning program, a green custodial program takes a holistic approach to building cleaning and goes beyond simple appearances to focus on health and the environmental impacts.

The AOC would like to recognize the following goals:

· Elimination of inventory investment;

· A transition process from the current process

· Consolidate the supplier base for the products;

· Virtual elimination of delivery of products from stores to users;

· Virtual elimination or major reduction of back-orders;

· Receipt of quality products at maximum value;

· Timely deliveries at lowest cost to the AOC and to the contractor;

· Firm pricing for the products;

· Accurate history of product utilization and expenditures;

· Lower acquisition costs through transactional reduction processes;

· A strong co-operative and proactive relationship with the contractor

· Reduce administrative burden on purchasing agents associated with frequent, low cost purchased for supplies.

Please see Attachment J.1 Anticipated IDIQ Items for a list of items covered by the anticipated IDIQ.

Anticipated Scope of Work:

1.0 Cleaning Products

The contractor shall identify custodial products to meet the cleaning needs of the AOC’s buildings spaces and common areas, offices, hallways, hearing rooms, entrances, gyms, elevators, shops, bathrooms, floors, and congressional member suites if applicable. The AOC’s target is to meet Green Seal standards to the extent possible. (Green Seal, Eco Logo, CRI, and EPA Safer Choice) and Safety Data Sheet (SDS ). The AOC reserves the right to obtain and use non-sustainable cleaning products . The AOC shall provide full list of cleaning areas upon the kickoff meeting. The contractor shall administer green cleaning products, Vendor Managed Inventory, and basic training of currently used products. See Tab titled “Cleaning Products” in Attachment J.1 for the list of cleaning products.

2.0 Paper Products

All sustainable paper products proposed under this task shall hold a third party environmental certification, such as Green Seal, Eco Logo or equivalent. The Contractor will provide sanitary paper products including but not limited to toilet paper, paper towels, and sanitary toilet seat covers. See Tab titled “Paper Products” in Attachment J.1 for the list of paper products.

3.0 Bags

The Contractor shall provide bags for the usage of the custodial and recycling teams. These bags shall follow AOC color and size requirements. See Tab titled “Bags” in Attachment J.1 for the list of types of bags.

4.0 Cleaning Applicators and Wearables

The Contractor shall provide cleaning applicators (e.g., mops, cloths, brooms, spary bottles) for commercial cleaning products as well as wearables (e.g., gloves). See Tab titled “Applicators & Wearables” in Attachment J.1 for the list of applicators and wearables.

5.0 Equipment

The contractor shall provide electric custodial and labor equipment. See Tab titled “Equipment” in Attachment J.1 for the list of equipment under this IDIQ, also, the Government reserves the right to phase in need equipment if it so chooses.

6.0 Analyze and Monitor Inventory

The contractor shall do an analysis of usage and propose optimal ordering and inventory stock levels. The contractor shall maintain historical records and reorder inventory stock levels should be maintained at 50% of weekly usage. The contractor shall utilize a phased approach to transition existing cleaning products to new products. The contractor shall maintain and monitor product inventory to promote standardization of products on all three shifts. The contractor shall provide proper product dilution control systems to ensure consistency and accuracy of all products requiring dilution to the quantities that the jurisdiction specifies.

Chemical mixing station and inventory supply closet locations will be provided upon award of contract.

7.0 Vendor Managed Inventory

The VMI program shall include inventory management, quality control, stock rotation, secure safe keeping, and the option for product replacement. This program includes the following tasks:

8.0 Inventory Regulations and Minimum Required Shelf Life

The contractor shall establish and maintain inventory, maintain shelf-life criteria, and provide quality control of product as necessary in accordance to the end item Safety Data Sheets (SDS), State & Federal regulations pertaining to shelf-life of chemical cleaning supplies. Storage of the product at government facilities shall be in a secured and properly temperature controlled area. All stored product must maintain a shelf life expectancy of at least six (6) months.

9.0 Inventory Location and Access

Inventory shall be located in the government facilities, such as a storerooms and lockers. The government shall provide the vendor access to the government’s VMI storage facilities during normal business hours. The government will arrange for the proper authorization and/or badges to facilitate access for the contract representative(s)

10.0 Reporting

All inventory reports will show inventory levels by location, and shelf life of the required products located at each storage facility. Reports shall be provided on a monthly basis, no later than the 15th of each month for preceding month. The initial reports will start being submitted to the Government-designated COR within 30 days of the signing of this agreement.

a) Any subsequent location or quantity changes made to the VMI inventory must be reported to the Contract Officer Representative COR within 2 days of the change with plans to make the location whole within 5 calendar days. The vendor’s subsequent monthly report will include VMI inventory detailing quantities, lot numbers, Internal AOC Item number, and description of the contracted product detailed in the scope. The reports should also confirm the availability and location of the inventory. At a minimum, the vendor shall maintain an inventory availability record and provide a monthly status report confirming the availability and location of the inventory and any actions that affected the product(s) availability and/or shelf-life expiration. Reports shall be sent electronically to the COR.

b) Reports are due on the fifteenth (15th) day of each month, or as otherwise instructed by the Government’s Contracting Officer.

c) All Contractor records are to be retained and available to the Government for a minimum period of five years from the date of the conclusion of this contract and these records may then be destroyed upon the five-year anniversary date.

11.0 Acceptable Inventory Levels and Reporting

The contractor shall maintain historical records and all line item inventory levels shall be maintained at a minimum of 50% availability of the inventory requirement. In the event of the shortfall below 50%, contractor shall notify the COR and provide a replenishment schedule and plan within 2 business days that ensures a 100% inventory availability level within 5 calendar days. If replenishment will require more time, contractor will notify COR of required time.

The COR will conduct a quarterly 100% physical inventory of all products at all storage facilities stored within the jurisdictions locations. Vendors shall support this physical inventory requirement with personnel and equipment. The vendor shall strive to maintain 100% physical inventory of product under this VMI contract. The VMI accuracy requirement is 96% or greater. All inventory discrepancies require causative research to identify the cause/effect and provide corrective measures. The vendors shall provide a summary of this inventory report detailing the cause/effect of the inventory shortfall and detail a plan to take corrective measures. This report will be due to the COR within 5 business days of completion of the physical inventory.

12.0 Vendor Point(s) of Contact

Within 15 days of the signing of this contract the COR shall provide a listing of the names, titles and telephone numbers (non-emergency and emergency) of Key Personnel who should be contacted for visits, inventory status, and access during normal and after business hours. The government shall notify and provide the contractor in writing any future updates or changes to the listing within 24 hours of making the update or change.

13.0 Inspections

The contractor shall make all directed mutually agreed upon changes as soon as possible, but no later than 15 days from the Government’s identification of problems regarding storage, inventory management, or other discrepancies identified through scheduled or non-scheduled storage sites visits, or by other means of acknowledgment.

14.0 Market Change Affecting Product Listings

Should the market change, the Government and/or Contractor shall submit a request in writing to update the product listings. All changes of this nature shall be mutually agreed upon via a written modification of this contract. Product additions shall be subject to a 60 day implementation period to achieve full required inventory availability level. If the government finds that the products are fair and reasonable, then a bilateral contract modification of the product changed/added, along with the cost comparisons of the open market will be executed.

If a product covered under this contract is discontinued or the status of a product changes (e.g. long term back order), or if Contractor no longer markets, co-markets or sells a product, the Contractor shall notify the COR in writing and request that the product be deleted from this contract. The vendor shall propose in writing to the COR a plan to substitute a product of equal significance.

15.0 Product Recalls

In the event of a Product recall, the vendor shall notify the COR within 2 business days after initial incident; if results are found to be a deviation, a detailed report explaining the reason for the recall, and a plan and schedule to restock inventory or stock a substitute product shall be submitted to COR within 30 days of incident.

16.0 Should the Government’s requirements decrease or increase

Should the Government’s requirements decrease or increase, the Government will inform and instruct the vendor to adjust the amount of property held so as to achieve the new requirement level. Upon any decrease or increase to the required inventory levels that results in the total inventory value being changed, then the resultant VMI fees (firm fixed percent times inventory value) shall be adjusted accordingly through a bilateral contract modification.

17.0 VMI Website available to the COR

The Contractor shall establish a website link that the COR may use to query the status of quantity of orders, back-orders, quantity requisitions, pickups/returns, and request expedited delivery. The information will be maintained by the Contractor and up to date at all times.

18.0 Deliver cleaning products to custodial closets

The contractor shall deliver cleaning products to custodial closets to reduce inefficiencies with transportation and maintain inventory on a weekly basis. Deliveries to custodial closets must be made to all locations within the jurisdictions as identified within (paragraph 1.4 Scope-Task 3) of the Statement of Work.

19.0 Basic hands-on training of each product

The contractor shall conduct a basic hands on training of each product to custodial supervisors, employees, laborers and shop employees on the proper usage of products. Training shall also include signage and visual aids to support usage and training.

20.0 Other

The AOC may purchase cleaning products and materials that are outside of the VMI from the contractor, in other words, not all products available for purchsae under this IDIQ are part of VMI.

21.0 Green Cleaning Certification

The contractor shall provide in-house certification training for custodial, labor and trade shops to meet cleaning standard requirements such as Green Seal and/or Cleaning Industry Management Standards (CIMs) dated October 6, 2009.

22.0 Preventative Maintenance Checks and Services (PMCS) on New Contractor Provided Equipment

New equipment that the Government purchases from the contractor under this IDIQ shall come with a maintenance / service plan.

1) The contractor shall provide Preventive Maintenance Checks and Services (PMCS) for the following motorized cleaning equipment that it sells to the Government. The new equipment will come with a maintenance / service plan

2) Purchasing of new equipment

a. Contractor will provide warranty towards new equipment purchased for the duration of the contract.

b. The contractor may develop a plan for the phase-out of old unserviceable equipment.

3) Service Plan

· If equipment is required to be taken back to contractor’s service center, then the contactor shall provide a short-term loan of same brand or equal size and type to the government until Government equipment is returned from being serviced.

· The contractor shall provide janitorial equipment’s supply and lease to own equipment with maintenance plan included.

· Contractor shall develop Preventive Maintenance Checks and Service (PMCS) for all Equipment assets covered under this contract.

Instructions for Responding to this RFI:

1) Please provide a response to the following questions from the Government:

a) Will your company be interested in submitting a proposal for this requirement if an RFP is issued?

b) Can your company perform this requirement under its GSA Schedule contract? If so, what is the GSA Schedule contract number? What SIN is this usually done under? This question is for the purposes of determining if FAR 8.4 would be the best procurement approach for this effort.

c) What questions do you have for the Government? Is Attachment J.1 apprehensible if it was a pricelist attached to an RFP?

d) Please provide examples of past contracts within the past three years that are either completed or ongoing that have the same or similar scope of work. Please provide the awarded contract dollar amount as well.

e) Any other information you believe will be of interest to the Government.

Please email responses to Roman Davydov at roman.davydov@aoc.gov by noon on March 06, 2023 Thank you, Roman Davydov Contracting Officer roman.davydov@aoc.gov

Architect of the Capitol

Supplies, Services, and Material Management Division (SSMMD)

Ford House Office Building H2-263

Washington, DC 20515 www.aoc.gov Architect of the Capitol | Supplies, Services, and Material Management Division

Ford House Office Building, Room H2-263 | Washington, DC 20515 | 202.226.2557 | www.aoc.gov Architect of the Capitol | Supplies, Services, and Material Management Division

Ford House Office Building, Room H2-263 | Washington, DC 20515 | 202.226.2557 | www.aoc.gov