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Janitorial Services in Charleston, SC

Solicitation Number: HSBP1014Q0017
Agency: Department of Homeland Security
Office: Customs and Border Protection
Location: Procurement Directorate - IN
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There have been modifications to this notice. To view the most recent modification/amendment, click here
Added: Dec 11, 2013 1:44 pm

HSBP1014Q0017 - Port of Charleston Janitorial Service


This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.


The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-71, effective November 25, 2013.


This requirement is being procured as a Service-Disabled Veteran-Owned Small Business set-aside under NAICS code 561720.


If you are interested in this acquisition, you may participate by submitting your response in accordance with the instructions included herein.  The RFQ due date is no later than January 10th, 2014 at 12:00pm Noon Eastern Time.  Submission shall be via email to the contract specialist listed in quote submission section below.  It is the offeror's responsibility to read the RFQ and all related documents carefully and completely, to ensure the Government receives their submission on or before the date/time specified.


Offerors are required to submit a technical quote, past performance information and a price quote to Government officials for the purposes of assuring the prospective contractor has a complete understanding of the scope of this effort and has the capability to complete all statement of work (SOW) requirements.  The contract will be awarded to the lowest price technically acceptable that did not show a negative past performance.


If you have questions regarding this requirement, please submit your inquiries via email to  Please be advised that the Government reserves the right to transmit those questions and answers of a common interest to all prospective offerors.




The period of performance for this effort comprises one base year of twelve calendar months from the date of award and four option year periods.




  • A site visit and walk through is available before the submission of quotes.

  • This site visit is limited to key personnel from each organization that will be performing the work on this requirement.

  • Requests for a site visit must be submitted in email to Kathy Plachcinski at KATHY.S.PLACHCINSKI@CBP.DHS.GOV  (also, cc: Gary Orr via email to: no later than Friday, January 3, 2014 at 02:00pm Eastern Time. 

  • Notification of attendance shall include the full name of the attendee(s), phone number, email address and the name of the Company which they represent.




A. General Information:


The vendor shall submit electronic copies of the quote via email to no later than (NLT) January 10th, 2014 at 12:00pm Noon Eastern Time.


All quotes shall include:


A.  Tax Identification Number (TIN)

B.  Dun & Bradstreet Number (DUNS)

C.  North American Industrial Classification System (NAICS)

D.  Contact Name

E.  Contact Email Address

F.  Contact Phone Number

G.   Contact Fax Number

H.  Complete Business Mailing Address


Please ensure that your firm is SAM certified (


The following information shall be included in each set of submitted quote and labeled accordingly:


B. Submission Requirements:

Price Quote - Factor 1


The offeror shall submit a firm fixed price in accordance with the CLIN structure of the subject solicitation.  Offerors shall submit a total price derived from all CLINs.  All pricing shall be all-inclusive, including delivery and installation.  A price quote form is included in the solicitation.


CLIN 0001 - Janitorial Services per month - Port Charleston (Base Year)

CLIN 0002 - Janitorial Services per month - Port Charleston (Option Year 1)

CLIN 0003 - Janitorial Services per month - Port Charleston (Option Year 2)

CLIN 0004 - Janitorial Services per month - Port Charleston (Option Year 3)

CLIN 0005 - Janitorial Services per month - Port Charleston (Option Year 4)




Technical Approach - Factor 2


The offeror shall provide a technical quote which details the offeror is able to meet all requirements listed within this request for quote and corresponding attachments. The government will consider such items as TWIC cards, background investigation, quality of materials proposed, corporate experience for similar requirements, schedule and approach to completion and teaming approach needed to meet the aggressive timeline.


Past Performance - Factor 3


Each offeror shall complete and submit summaries for not more than three (3) relevant projects.  Relevant projects are those that are similar to those requested in this contract.  All references should be either ongoing or completed within the last three years.   The relevant projects summaries shall include the following information not to exceed one (1) page for each project (total page limit not to exceed 3 pages):


  • Project Name

  • Date of Contract

  • Type of Contract

  • Dollar Value of Contract

  • Period of Performance

  • Description of services provided

  • Name, email and telephone numbers for points of contact

  • (include Program Manager, Contracting Officer and/or the Contracting

  • Officer Representative)

  • Describe the relevance to the current requirement being solicited;


Contact information must be current.  Offerors are responsible for ensuring that the telephone numbers provided for the customer's representative indicated on each Project Summary are accurate and that the representative is aware that the U.S. Customs and Border Protection Procurement Office may be contacting them regarding the offeror's past performance.


Offerors must either provide the above information or affirmatively state that it possesses no relevant, directly related, or similar past performance.  If no past performance references are submitted, then a rating of neutral will be assigned. 




Offerors must submit, under separate cover, all (if any) assumptions, conditions, or exceptions with any of the terms and conditions of the SOW.  If not noted in this section of your quotation, it will be assumed that the offeror proposes no assumptions for award, and agrees to comply with all of the terms and conditions as set forth herein.  It is not the responsibility of the Government to seek out and identify assumptions, conditions, or exceptions buried within the Offeror's quote.




The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the lowest price technically acceptable without a negative past performance. The following factors shall be used to evaluate offers:


Factor 1 - Price

Factor 2 - Technical Approach

Factor 3 - Past Performance


The Government intends to evaluate quotes and award without discussions with offerors. Therefore, the offerors initial quote should contain the offerors best terms from a price and technical standpoint. However, the government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received in accordance with FAR 52.212-1.




Contracting POCs


Mr. Gary Orr

Border Enforcement Contracting Division

Contract Specialist





Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. 


Communications pertaining to the contract administration will be addressed to the Contracting Officer.  No changes to the statement of work are authorized without a written modification to the contract executed by the Contracting Officer.


The Contractor is advised that only the Contracting Officer can change or modify the contract terms or take any other action, which obligates the Government.  No changes to the statement of work, contract terms, or conditions are authorized without a written modification to the contract executed by the Contracting Officer.


Contractors who rely on direction from other than the Contracting Officer do so at their own risk and expense.  Such actions do not bind the Government contractually.  Any contractual questions shall be directed to the contract specialist, Gary Orr via email (




  1. Statement of Work (SOW)

  2. Quote form

  3. Wage determination 2005-2473

Added: Dec 19, 2013 3:30 pm
The purpose of this modification is to answer vendor questions.

The approximate number of employees/other that are in attendance at each of the facilities requiring janitorial assistance:


Columbus Street - No paper/soap as they don't clean restroom here.  However there are 9 employees (trash can purpose maybe)

Airport - 15 employees

Wando Terminal - 27 employees

CES - only until end of March - 18 employees

RPM/Portal booths - 2 employees in each

Added: Jan 02, 2014 2:15 pm


The purpose of this amendment is to answer vendor questions.


1.       Please advise if storage space will be provided for cleaning equipment and supplies at each location. 

A. There will be limited space available for daily supplies.


2.       Attachment A lists "Supply restrooms, showers, & holding cells" as a task. Kindly provide of list a required supplies for the restroom. 

A.  Are you wanting a list such as "paper towels, toilet paper, etc."


3.      Will toilet seat covers be required as a part of restroom supplies? 

A.  Not necessary


4.      Attachment A does not specifically call for the cleaning of toilets, sinks, urinals. Please advise at what frequency those items need to be cleaned. 

A.  Page 6 of the SOW provides paragraph reflect the specifics of Attachment A.


5.      Attachment A lists "Perform Spot cleaning" as a task. Please advise if this is for carpets or for another area. 

A.  Page 6 of the SOW provides paragraph as to what this entails.


6.       Please clarify whether the large windows at the airport are part of the task list. The outside windows look to be a part of another cleaning contract altogether.  

A.  Windows not cleaned


7.      Does the Department of Homeland Security use the WAWF system for invoicing? 

A.  No, invoices will need to be emailed to the email addresses that will be provided on the PO.


8.     On page 8 of 27 of the RFQ ...on "Section 1 Schedules" states that the delivery date is 01/31/2015. Is this correct? Or, should it be 2014? 

A.  01/31/2015 is the anticipated last day of base year.


9.      Are uniforms a requirement for this contract? 

A.  Not required


10.    Page 3 of 27 of SF 1449 provides the Requirements for Quote Submission.  However, page 26 of 27 also provides Instructions to Offerors - Commercial Items (Jul 2013) in accordance with FAR 52.212-1.  Please confirm which format is acceptable for this Quote Submission. 

A.  Please follow instructions per page 3.


11.    Please provide clarification as to what the Government means in paragraph 12 of the SOW reference "The Contractor shall ensure that his employees know how to turn in [emphasis added] a fire alarm." 

A.  This is a typo, the word "in" should be changed to "on."




12.    Paragraph 14 of the SOW requires "The Contractor will dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act (RCRA) and its' associated state and local regulations."  Does the Government have an EPA ID Number that will allow the Contractor to dispose of any hazardous waste in accordance with RCRA, or is it the Government's intent that the Contractor apply for its own EPA ID Number.  

A.  As far as I know we don't have an EPA number.  The vendor would need their own.

Please consult the list of document viewers if you cannot open a file.

Statement of Work

Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Statement of Work
Posted Date:
December 11, 2013
HSBP1014Q0017.pdf (232.59 Kb)
Description: RFQ
SOW.pdf (438.37 Kb)
Description: SOW
Description: Quote Form
2005-2473.pdf (28.51 Kb)
Description: wage determination

Amendment 1

Posted Date:
December 18, 2013
SOW.pdf (583.41 Kb)
Description: Verbiage has been removed from the first page of the SOW in the "Scope of Work" section.
6650 Telecom Drive
Intech Two, Suite 100
Indianapolis, Indiana 46278
United States
Charleston, South Carolina
United States
Gary M. Orr