FACILITIES MAINTENANCE SERVICES FOR USDA, AMS, COTTON & TOBACCO PROGRAM

Purpose: USDA intends to issue a single-award, firm fixed-price, Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract for a five-year period (five one-year Ordering Periods) for Facilities Maintenance Services for the USDA, AMS, Cotton and Tobacco Program in Memphis, TN. The government anticipates issuing the award in late June or early July 2025.

The Contractor must furnish all labor, materials, equipment, parts, permits, insurance, supervision and transportation necessary to maintain building systems specified within the Performance Work Statement (PWS) and provide full maintenance service, including routine/preventive maintenance, scheduled inspections, additional services (emergency and other repairs), including all of its operating, distributing and controlling components. These systems must be maintained at optimum efficiency in accordance with manufacturers’ recommendations.

Facilities Maintenance Services must be provided for the USDA, AMS, Cotton and Tobacco Program at the following two (2) facilities:

USDA, Agricultural Marketing Service (AMS)

Cotton and Tobacco Program

Cotton Division

3275 Appling Rd

Memphis, TN 38133

The Contractor must always maintain the standards of operation, efficiency, safety, capacity, etc., of the equipment as designed by the manufacturer and installed. It is the intent that interrupted service depreciation is kept to a minimum through an adequate preventive maintenance program.

Questions: Vendor questions must be submitted to Matthew Phillips (Matthew.Phillips3@usda.gov) by 5:00 p.m. CDT Friday, June 20, 2025. Questions submitted after that time/date will be answered at the discretion of the USDA.

Site Visit: A site visit for this solicitation will be conducted on Monday, June 9, 2025 at 9:00 a.m. CDT at the USDA, AMS, Cotton & Tobacco Program facility located at 3275 Appling Rd., Memphis, TN 38133.

Attendance to the site visit is not a mandatory prerequisite of submitting a quotation in response to this solicitation, though Vendors are encouraged to make an on-site, in-depth review of the facility, equipment, job requirements, etc. prior to submitting a quotation. Vendors will not be reimbursed for any time or costs associated with attending the optional site visit.

Evaluation of Quotes: The following factors will be utilized to evaluate quotations:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Award will be issued to the Vendor whose quote is determined to provide best value to the Government, price and other (technical) factors considered. Technical factors, including the Technical Approach Narrative (Factor 1), Key Personnel (Factor 2), Experience & Past Performance (Factor 3), when combined, are significantly more important than cost or price (Factor 4).

• Factor 1: Technical Approach Narrative – This Factor considers the Technical Approach Narrative submitted by the Vendor. The Technical Approach Narrative submitted by the Vendor with their quotation must emphasize methods, outcomes, desired results/objectives to accomplish the services required within the Performance Work Statement. The Technical Approach Narrative submitted by the Vendor who is awarded the contract resulting from this solicitation will be incorporated within the resulting contract.
  • Factor 1 Instructions - The Technical Approach Narrative submitted with the Vendor’s quotation must address the scope of the services required and must demonstrate a clear understanding of the requirements of this Performance Work Statement. The Technical Approach Narrative submitted by the Vendor must not exceed five (5) pages in length, including pictures and tables. At a minimum, the Technical Approach Narrative must:
    • Demonstrate how the Vendor will accomplish Standard Services (Sec. 1.1.1 Preventative Maintenance, Sec. 1.1.2 Scheduled Inspections and Adjustments, Sec. 1.1.3 Indoor Pest Control, and Sec. 1.1.4 Emergency Power Equipment) and the results to be achieved.
    • Demonstrate how the Vendor will accomplish Additional Services (As-Needed Maintenance, Sec. 1.2.1 Emergency Repairs & Sec. 1.2.2 Other Repairs) when ordered, including meeting required response and repair times.
    • Demonstrate how the Contractor will provide the required deliverables to the USDA Technical Point-of-Contact and maintain a maintenance log.
• Factor 2: Key Personnel - This Factor considers the Key Personnel proposed by the Vendor; consideration will be given to the demonstrated experience and qualifications of the proposed Key Personnel on relevant projects of similar nature to the services required in this solicitation. Proposed Key Personnel will be evaluated as to qualifications and experience in all areas necessary to effectively perform the required work. It is expected that the proposed Key Personnel will be the Contractor’s designated Project Manager and Emergency Point-of-Contact.
  • Factor 2 Instructions - For this evaluation factor, the contractor must provide the names and qualifications of the Key Personnel identified within the Performance Work Statement (ref. Sec. 1.6 CONTRACTOR KEY PERSONNEL) and proposed for this requirement in the form of resumes. Resumes for each key team member must include educational qualifications and experience, as applicable. The Vendor must clearly present the separate credentials of each proposed key team member and must provide a concise summary of each proposed key team member’s separate duties and responsibilities as proposed for this requirement for services. Resumes for all proposed key team members must, at a minimum, demonstrate that the proposed key team member meets the experience outlined and information required for each position as outlined within the Performance Work Statement.
• Factor 3: Experience and Past Performance – Experience and Past Performance will be evaluated for all projects submitted to demonstrate similar experience to ascertain the probability of successfully performing the required efforts of the Performance Work Statement.

The past performance evaluation will be specifically based upon the satisfactory completion of services performed compared to the services required under this solicitation, the record of conforming to contract requirements and standards of good workmanship, and the commitment to customer satisfaction. The Past Performance evaluation will also consider any past performance information regarding predecessor companies, key personnel who have relevant experience or subcontractors that performed major or critical aspects of the requirement when such information is relevant. For joint ventures, past performance records of both firms will be considered. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will not be evaluated favorably or unfavorably on past performance.

• • Factor 3 Instructions - Vendors must use “Attachment 2 – Vendor Experience & Past Performance Sheet” and include a minimum of two (2) but no more than five (5) references for experience with projects of the same or similar service and magnitude. Each project must have been performed within the past five (5) years from the date of this solicitation. Vendors must complete the “Customer Identification” section within the attachment for each project referenced.
• Factor 4: Price – The resulting award will be a Firm Fixed-Price IDIQ contract. The Government may use various price analysis techniques and procedures to evaluate price reasonableness.

The awarded firm-fixed-price for Standard Services (Section 1.1) during Ordering Period 1 will serve as the minimum guarantee under this IDIQ Contract.

• • Factor 4 Instructions - Vendors must utilize the “Attachment 1 - Price Quotation Spreadsheet” that is attached to the solicitation to submit their price quotation.
• Miscellaneous Documents: This is not an evaluation factor. However, failure to submit completed, required documents may result in the Vendor’s quotation being considered non-responsive and eliminated from further award consideration.
  • Miscellaneous Documents Quotation Submission Instructions: In addition to submitting a complete technical quotation (Factors 1 through 3), and completed price quotation (Factor 4) as required for the evaluated factors, the Vendor must submit the following other documents:
    • Standard Form (SF) 1449 (Vendor must complete Blocks 17a., 30a., 30b., and 30c. on page 1 of the SF 1449).
    • Standard Form (SF) 30 (Vendor must acknowledge amendments to the solicitation, if any are issued, by completing Blocks 8., 15A., 15B., and 15C. on page 1 of the SF 30).
    • Attachment 1 - Vendor Quotation Form.
    • Attachment 2 - Vendor Experience and Past Performance Sheet.
    • Attachment 3 - Vendor FAR Representations Solicitation 12639525Q0124.

The resulting award will be a Firm Fixed-Price IDIQ contract. The Government may use various price analysis techniques and procedures to evaluate price reasonableness.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Instructions to Vendors:

All Vendors must be registered in the System for Award Management (www.sam.gov).  The Vendor’s SAM.gov Unique Entity Identifier (UEI) must be specified within the quotation (Attachment 1).

The UEI will be utilized to obtain the Contractor’s SAM.gov Federal Contractors Registration within the System for Award Management (SAM) at http://www.sam.gov, in accordance with Federal Acquisition Regulation (FAR) 52.204-7. The Contractor’s registration within SAM must be current and active in SAM at time of quote and award. The online SAM Certification and Representations for business size determination must qualify as a small business in accordance with the applicable NAICS code 561210 – Maintenance of Other Industrial Buildings (2022 NAICS), with a Small Business Administration (SBA) size standard of $47.0 Million. The applicable Product Service Code (PSC) is Z1EZ.

Please note that registering in the SAM database is free of charge. Free SAM registration assistance can be obtained by calling the help desk toll free at 866-606-8220. Free assistance can also be found via Apex Accelerators; please visit the following website to find an APTAC center: https://www.apexaccelerators.us/#/.

Vendors must submit the following documents to the Contract Specialist, Matthew Phillips via e-mail at Matthew.Phillips3@usda.gov prior to the closing time/date of the solicitation as stated within SAM.gov. Please be aware that the size of the email may take longer to send. If over 2MB, you may need to send more than one email. Please make sure that you receive an email back from the Contract Specialist stating that it has been received:

• Completed and signed copy of SF1449 (Posted as an attachment with the solicitation on www.sam.gov).
• Standard Forms (SF) 30 (If any Amendments are issued)
• Completed Attachment 1 – Vendor Quotation Form
• Completed Attachment 2 - Vendor Experience and Past Performance Sheet
• Completed Attachment 3 - Vendor FAR Representations Solicitation 12639525Q0124 (Note: Attachment 3 does not relate to an evaluation factor for award; however, failure to submit a completed Attachment 3 may render a Vendor’s quote ineligible for an award).