SOLICITATION NOTICE
S -- FY14CLEANING PREQUALIFICATION - PREQUALIFICATION
- Notice Date
- 11/27/2013
- Notice Type
- Presolicitation
- NAICS
- 561720
— Janitorial Services
- Contracting Office
- United States Postal Service, Facilities Purchasing, HQ Facilities Services, 475 L'Enfant Plaza SW Rm 1P100, Washington, District of Columbia, 20260-6440
- ZIP Code
- 20260-6440
- Solicitation Number
- USPSCLEANINGPREQUALIFICATION
- Archive Date
- 1/28/2014
- Point of Contact
- Matthew Halbe, Phone: 303-743-1240, JEREMY B HANCOCK, Phone: 303-743-1387
- E-Mail Address
-
matthew.r.halbe2@usps.gov, jeremy.b.hancock@usps.gov
(matthew.r.halbe2@usps.gov, jeremy.b.hancock@usps.gov)
- Small Business Set-Aside
- N/A
- Description
- CLEANING PREQUALIFICATION DOCUMENT United States Postal Service Prequalification Package Requirement for Cleaning Services at U.S. Postal Service Sites Prepared by: Matthew R. Halbe, Purchasing Specialist U.S. Postal Service Facility Services Category Management Center (CMC) 3300 South Parker Road, Suite 400 Aurora CO 80014-3500 November 26, 2013 Prequalification Package Table of Contents Contents Page The Prequalification Process 3 Service Requirements 4 Questions and Submission Information 4 Supplier Requirements 5 The Prequalification Process General A self-supporting government enterprise, the U.S. Postal Service is the only delivery service that reaches every address in the nation, 151 million residences, businesses and Post Office Boxes. The Postal Service receives no tax dollars for operating expenses, and relies on the sale of postage, products and services to fund its operations. With over 31,000 retail locations and the most frequently visited website in the federal government, usps.com, the Postal Service has annual revenue of more than $65 billion, over 520,000 career employees, and handles nearly 40 percent of the world's mail. To enhance competition, ensure quality performance, and obtain the best value for our purchasing dollars, it is Postal Service policy to prequalify commercial suppliers whenever practical. The overall objective of doing a prequalification is to reduce purchase risk, shorten cycle time, and maximize overall value for the Postal Service. Prequalified suppliers are firms or individuals who have demonstrated the ability to perform consistently at a high level of quality and reliability. Quality may be demonstrated by providing high quality services, and by maintaining a documented quality system. Reliability may be demonstrated by consistently delivering the highest quality service. Consolidated Cleaning Services The USPS is considering potential sources capable of providing Cleaning Services for various Postal facilities. Any of the Postal Service's 31,000+ sites nation-wide may be included in any possible future sourcing initiative. The USPS intends to prequalify suppliers who can meet the requirements identified herein. A purchasing team will review the information submitted in accordance with the Supplier Requirements listed below. Only prospective suppliers with proven financial capabilities that have been in business providing Cleaning/Janitorial Services Management services in the United States for at least five (5) years prior to the issuance date of this prequalification package will be considered. The USPS may reject any or all submissions, and may waive informalities and minor irregularities in written responses received. Landscaping may be added as needed or when it is in the best interest Postal Service's best interest. Process Details The Postal Service intends to prequalify suppliers that meet the capability and past performance requirements cited in this document. A purchasing team will review and evaluate documentation submitted by interested suppliers in accordance with the evaluation factors listed in this prequalification package. To receive credit for evaluation purposes, suppliers must meet all the requirements and submit adequate documentation. Failure to address an item or submit the required documentation will be reflected negatively in the evaluation scoring. Prequalification of suppliers takes place prior to a formal solicitation process. Prequalification identifies suppliers with proven records of capability and reliability; and eliminates those that are not the "best-in-class". The Prequalification list will be maintained for two years. After the purchasing team reviews and analyzes the supplier responses based on information requested in this prequalification process, suppliers may be placed on the prequalified list. All qualified suppliers may not be placed on the prequalified list if the purchase team determines (1) that a smaller group will provide adequate competition, or (2) that some suppliers are considerably more qualified than others, thereby precluding purchasing opportunities for the less qualified. During this process, each prospective supplier can be assured of the following: All suppliers will be treated fairly and objectively. The inclusion or exclusion of a particular supplier will be based on business decisions alone and will be judged solely on the predetermined prequalification criteria. The list will include a sufficient number of suppliers to ensure adequate competition for any purchases. Any sensitive business information provided by a supplier will be sufficiently protected from disclosure. Upon completion of evaluations and establishment of the prequalification list, suppliers who submitted responses to prequalification packages will be notified of their response's status. The prequalification list will be in effect for two years after its issuance date. The prequalification process does not constitute an assurance that a subsequent Request for Proposal (RFP) will be issued. When or if a RFP is created, it will only be issued to some or all of the suppliers on the prequalification list. Should an RFP be issued, it may or may not result in an award. The Postal Service reserves the right to make more than one award to procure the services discussed herein. The USPS may elect to use the information received in the responses to this prequalification process to satisfy subsequent business needs without respect to its source. Late Submissions Any documentation received at the office designated in the prequalification package after the exact time specified for receipt will not be considered unless it is received before the evaluation takes place, and: It is the only submission received; or Consideration of the submission is determined to be in the Postal Service's best interest. Service Requirements Cleaning Requirements at USPS facilities are defined by: Attachment 1 - Statement of Work: This document defines general performance and quality standards, depending on the type of space. Attachment 2 - Building Inventory (Form MS-4869): This document calls out the types of space in each facility (i.e., workroom, lobby, offices, etc.) and the square footage of those spaces. Attachment 3 - Frequency of Performance Schedules (Forms MS-4900 & MS-4960): These documents define the frequency for performance of various cleaning tasks. Samples of each of these documents are included in the "Attachments" section of the eSourcing event. Questions and Submission Information The prequalification process is not a solicitation. Pricing is not an evaluation factor in the prequalification process and business packages must not include any pricing information. To receive credit for evaluation purposes, suppliers must meet all the requirements and submit all requested documentation. Suppliers must address each of the criteria independently and in-depth. Examples and explanations providing details of capabilities are required. Written responses to criteria such as "will comply", "we can do that", or the like, will be reflected negatively in the evaluation scoring. All questions regarding this package and/or the prequalification process must be emailed to cmc.facilityservicesdenver@usps.gov no later than Thursday, January 9, at 9:00 Mountain Time. Written responses to all received questions will be distributed to all companies through the eSourcing messaging system. A summary of all questions and answers will be posted on the eSourcing site by 12:00 Mountain Time on Thursday, January 9. Prequalification submissions must address each requirement listed in the Supplier Requirements section of this package. Prequalification submissions must be submitted through the USPS eSourcing System (uspsesourcing.emptoris.com). The deadline for submission is Monday, January 13 at 12:00 Mountain Time. In order to participate in the prequalification event, you must: •a. Register as a supplier in the USPS eSourcing Solution system at https://uspsesourcing.emptoris.com; •b. Send an email to cmc.facilityservicesdenver@usps.gov by 5:00 PM MT on Friday, January 3, 2014, expressing interest. Once you are registered, Facility Services CMC staff will add you to the event in the eSourcing System and you will be able to respond to the requirements. Note: The USPS will not be responsible for incomplete submissions due to Internet failure or any other technical problems. Supplier Requirements Suppliers are asked to provide responses to questions in 4 questionnaires, listed below. Their responses will be scored by a USPS evaluation team, and the highest rated suppliers may be invited to participate in future solicitations. •1. Supplier Capability - 40% •1.1. Attach copies of your financial statements (income statements and balance sheets) for the last three completed years (2010, 2011, 2012). Statements must include: •• Net Sales •• Cost of Services •• Operating Expenses •• Other Income & Expenses •• Taxes & Interest •• Cash •• Accounts Receivable •• Total assets & liabilities •• Total current assets & liabilities •1.2. Review of credit report. List your EIN below. If you wish us to consider a parent company's health as well as your own, include their EIN. We use the Equifax Commercial Information Solutions credit report for this review. •1.3. Describe availability of staffing to meet contractual obligations. •1.4. Outline your audit process for ensuring SCA compliance by subcontractors. Include frequency of reviews/audits. •1.5. Is your company ISO-9000 certified and/or ISSA-CIMS certified? •2. Past Performance - 30% •2.1. Discuss your company's history of providing cleaning services, with specific reference to your experience with multi-site contracts. Include reference names and contact information (phone and email) for current and former multi-site clients. •2.2. Cite 2 examples of cleaners that failed to perform, how you discovered the failures, and how you dealt with the issues. What is the longest period of time a site suffered degraded service due to a contractor performance issue in the last year? How many service interruptions/missed services were caused by cleaner performance issues on your largest 2 contracts in the last year? •2.3. Discuss your company's history of providing landscaping services, with specific reference to your experience with multi-site contracts. Include reference names and contact information (phone and email) for current and former multi-site clients. •3. Quality Management System (QMS) - 20% •3.1. Discuss how you handle absences, both scheduled and unscheduled. Discuss your process for replacing cleaners who quit, including estimates of replacement times. Include information on how absences/missed services are tracked and credited. •3.2. How is cleaner performance and customer satisfaction monitored and measured? Cite methodology and frequency of actions. •3.3. Describe problem reporting, resolution, and tracking process. Include information on how attendance is tracked and managed. •3.4. Cleaning Personnel -Selection •• Of the cleaning personnel who will perform the services, what percentages will be employees vs. subcontractors? •• Describe selection and hiring procedures for employees/subcontractors. Include your procedures for considering small, minority, and woman-owned businesses. Attach a copy of your standard subcontracting agreement. •• How are incumbent cleaners considered for positions? •3.5. Cleaning Personnel - Training, Security, and Startup •• Describe your training process for cleaning personnel. Including subjects covered, training methods, and methods of confirming completion. Be specific. •• What process is used to perform background checks and ensure cleaners meet security clearance requirements? •• When you receive a request to add a site, how long does it take to start service? What factors affect this time? •4. Transition/Implementation Plan - 10% •4.1. Provide a sample implementation plan. Include a timeline listing major milestones with dates, communication method with Postmasters/site managers, and any anticipated risk factors. •4.2. Cite an example of a multi-site transition with another customer and provide references.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USPS/FP/HQFS/USPSCLEANINGPREQUALIFICATION/listing.html)
- Record
- SN03242455-W 20131129/131127234306-3d90575a80b4878f5b08499f02d63457 (fbodaily.com)
- Source
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