Facilities Maintenance Services for the USDA, AMS, Cotton and Tobacco Program in Lamesa, TX and Lubbock, TX

Active

Contract Opportunity

Purpose: USDA intends to issue a single-award, firm fixed-price, Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract for a base period of approximately one year, and four (4) one-year option periods for Facilities Maintenance Services for the USDA, AMS, Cotton and Tobacco Program in Lamesa, TX and Lubbock, TX. The government anticipates issuing the award on or about April 15, 2025.

The Contractor must furnish all labor, materials, equipment, parts, permits, insurance, supervision and transportation necessary to maintain all building systems and provide full maintenance service, including routine/preventive, (minor) repairs, inspections, emergency/major maintenance services, for the building systems, 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:

Cotton and Tobacco Program

Cotton Division

906 North Elgin

Lamesa, Texas 79331

Cotton and Tobacco Program

Cotton Division

120 Texas Tech Parkway

Lubbock, Texas 79415

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.

Site Visits (optional): Vendors may attend a site visit to be held on Tuesday, March 25, 2025 at both facilities. A site visit will be held at the Lamesa, TX USDA, AMS, Cotton Classing Facility at 9:00 a.m. on March 25th, and a site visit will be held at the Lubbock, TX USDA, AMS, Cotton Classing Facility at 1:00 p.m. on March 25th. Vendors ARE NOT required to attend either site visit to be eligible for award; the site visits are optional. Any cost to Vendors to attend either site visit is the sole responsibility of the Vendor.

Previous Contract Information: Currently, these services are being provided for both locations under Contract 12474020D0005. The incumbent contractor is GRG SANDERS & COMPANY located in Lubbock, TX. The firm fixed prices for standard services under this contract are currently $6,599.33/mo. (Lamesa, TX) and $6,011.15/mo. (Lubbock, TX).

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 made 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), Quality Control Program (Factor 2), Key Personnel (Factor 3), Experience & Past Performance (Factor 4), when combined, are significantly more important than cost or price (Factor 5).

• 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 Statement of Work. 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 Statement of Work. 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 and Sec. 1.1.2 Scheduled Inspections and Adjustments) and the results to be achieved for both included Cotton Classing Facilities.
    
    
    • Demonstrate how the Vendor will accomplish Additional Services (As-Needed Maintenance, Sec. 1.2.1 Emergency Repairs & Sec. 1.2.2 Major Repairs) when ordered, including meeting required response and repair times for both Cotton Classing Facilities.
    
    
    • Demonstrate how the Contractor will provide the required monthly service reports to the Contracting Officer’s Representative (COR) and maintain a maintenance log.
    
    
    
    
  
  
  
  


• Factor 2: Quality Control Program - A complete Quality Control Program (QCP) must be submitted by the Vendor with the initial quotation. The QCP submitted must demonstrate that the Contractor will ensure high quality services and deliverables and to ensure that all requirements of the contract are met. The QCP serves as a written system for identifying and correcting deficiencies and specifies a system for determining whether or the required services are being met. The QCP must be specific to the contract specifications and location(s) listed. The following is for use in determining acceptability of the contractor’s proposed Quality Control Plan.
  
  
  
  • Factor 2 Instructions – The QCP submitted by the Vendor must not exceed a total of ten (10) pages in length and include the following, at a minimum:
    
    
    
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      • Detail the Contractor’s methods, frequencies, documentation, and remedies for ensuring that work performed is of the highest quality.
      
      
      
      
    
    
    • How the Contractor will control quality of services.
    
    
    • Describe procedures for correcting problems and addressing quality assurance findings by the Government.
    
    
    • Methods of identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.
    
    
    • How the Contractor will monitor and respond to deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.
    
    
    • Defined roles and responsibilities of Contractor personnel as it relates to quality control.
    
    
    • QCP Inspection Plan or Checklist: As a part of the QCP, the Contractor must develop an inspection plan or checklist that ensures a safe and efficient level of quality control inspections for all services provided under this Contract. The inspection plan or checklist must detail how services at the work site will be inspected to ensure that the outcome of the work meets all the quality standards set forth in the contract and must include, but is not limited to: Date of inspection performed; Location of inspection; Description of findings; Description of Equipment to include make/model when available; Description of action(s) taken (if necessary); Signature and date of completion.
    
    
    
    
  
  
  
  


• Factor 3: 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 individuals who perform work under this contract.
  
  
  
  • Factor 3 Instructions - For this evaluation factor, the contractor must provide the names and qualifications of the Key Personnel identified within the Statement of Work (ref. Sec. 1.5 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 Statement of Work.
  
  
  
  


• Factor 4: 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 Statement of Work.

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 take into account 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.

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  • Factor 4 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 5: 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 Maintenance Services (Section 1.1.1 Preventative Maintenance and Sec. 1.1.2 Scheduled Inspections and Adjustments) during Ordering Period 1 will serve as the minimum guarantee under this IDIQ Contract.

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  • Factor 5 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 4), and completed price quotation (Factor 5) 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 3 - Vendor FAR Representations Solicitation 12639525Q0073.
    
    
    
    
  
  
  
  

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 238220 - Plumbing, Heating, and Air Conditioning Contractors (2022 NAICS), with a Small Business Administration (SBA) size standard of $19.0 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 at your local Association of Procurement Technical Assistance Centers (APTAC) office, please visit the following website to find an APTAC center: https://www.aptac-us.org/contracting-assistance/.

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 12639525Q0073 (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).

LIST OF ATTACHMENTS & EXHIBITS:

Attachment 1 - Price Quotation Spreadsheet

Attachment 2 - Vendor Experience & Past Performance Sheet

Exhibit 1 - Equipment Lists USDA AMS CT Lamesa and Lubbock Mar 2025

Exhibit 2 - USDA AMS CT Lamesa Drawings Mar 2025

Exhibit 3 - USDA AMS CT Lubbock Drawings Mar 2025

Exhibit 4 - USDA AMS CT Lamesa Equipment Pictures Mar 2025

Exhibit 5 - Applicable US DOL Wage Determination 2015-5269 Rev No 27 Dated Dec 23 2024 Dawson Co TX Lamesa

Exhibit 6 - Applicable US DOL Wage Determination 2015-5243 Rev No 25 Dated Dec 23 2024 Lubbock Co TX Lubbock

Attachments/Links