Eugene, OR ATCT Janitorial Services

Amendment 0002 - The purpose of this amendment is to incorporate the updated Frequency Chart, the Questions & Answers document, and the Site Visit Sign-In Sheet into this solicitation. There will be no changes to the terms and/or conditions as a result of this amendment.

Amendment 0001 - The purpose of this amendment is to extend the proposal due date to December 3, 2025 and open this solicitation up for competition with a total small business set aside. There will be no changes to the terms and/or conditions as a result of this modification.

This Solicitation (SIR) is for Janitorial Services for the Eugene, OR Air Traffic Control Tower (ATCT) to be completed as required in the Statement of Work (SOW) that is located as attachment J-1 of the attached Solicitation 697DCK-26-R-00040.

This acquisition is set aside for small business.  The principal North American Industry Classification System (NAICS) code applicable to this effort is 561720 – Janitorial Services.

The resulting award will be Firm-Fixed Price Contract. 

A Site Visit will be held on Thursday, November 13, 2025 at 9:00 am Local Time. Please email me with the names of those attending and the name of the company they are representing no later than Wednesday, November 12, 2025 by 12:00 noon Central Time.  Each company will be limited to two (2) total attendees and will be required to have a REAL ID to be granted access to the facility.  Please document all your questions while at the site visit and submit them to Jennifer J Davis (contact@example.gov) via email by the date and time as directed below.  Questions will not be answered during the site visit.

Questions or comments pertaining to this SIR must be submitted in written form via email to Jennifer J Davis, Contracting Officer, at contact@example.gov no later than 12 noon Central Time on Monday, November 17, 2025.  Questions and responses that clarify the SIR may be provided to all Offerors; if this information is provided to all Offerors, the source of the questions will not be identified.  Responses to all questions and any necessary amendments made to the SIR will be made by 2:00 pm Central Time on Thursday, November 20, 2025.

All responses must reference the solicitation number (697DCK-26-R-00040) and be submitted to the following email address: contact@example.gov.

SA18 PROPOSAL CONTENT

Submission of Offer. An Offeror must submit an offer which includes the following.

Proposal (Provide 1 copy).

NOTE: The contractor's proposal shall include:

[ ] Cover letter stating that no exceptions are taken to any specification requirements or contract terms and condition, or detailed summary of all exceptions taken.

[ ] Signed SOLICITATION, OFFER, AND AWARD form (plus all amendments issued).

[ ] Part I, Section B, SUPPLIES/SERVICES & PRICE/COST thru Part IV, Section K, REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS (Note: ensure Offeror completes Section I, clause 3.6.3-3 Hazardous Material Identification and Material Safety Data). The FAA does not follow the FAR therefore a submission of a SAM.gov FAR Clause Report does not meet this requirement. All AMS clauses in this solicitation must be completed.

[ ] A Technical Proposal demonstrating how all the required services in the Statement of Work will be completed and a demonstration of Key Personnel that will manage this contract.

[ ] A certificate of liability from your insurance company that shows you can meet the requirements identified in in Section I, AMS Clause 3.4.1-12 Insurance (Oct 2019).

[ ] No less than three (3) Past Experience References of similar work (e.g. must be janitorial services of a similar size and scope) to the requirements in this SIR.

[ ] No less than three (3) Past Performance Submittals (Customer Satisfaction Surveys) completed and submitted by a third party that show completion of similar work, e.g must be janitorial services of a similar size and scope to the requirements in this SIR. The Customer Satisfaction Survey attached in Section J, attachment number J-4 is required to be used for the Past Performance Submittals.

[ ] Completed Contractor Staffing Access Questionnaire

SA56 EVALUATION FACTORS FOR AWARD - SERVICES

The Government will make award to the contractor offering the lowest priced, technically acceptable offer. The Government will make award to the responsible offeror whose proposal conforms to the solicitation terms and conditions.

In accordance with AMS Policy Section 3.2.2.3.1.2.2, Communications with Offerors, the purpose of

communications is to ensure mutual understanding between the FAA and offerors about all aspects of the procurement, including the offerors' submittals/proposals. Communications with offerors may take place throughout the source selection process, through contract award, and following award as necessary. Offeror responses to Communication Items may be considered in the evaluation of an offeror’s proposal. Where communications do not result in any changes in the Government’s requirements or SIR, the Government is not required to request or accept offeror revisions.

The Government may hold one-on-one meetings with individual offerors as it pertains to their offers. One-on-one communications may continue throughout the process at the Government’s discretion. Communications with one offeror do not necessitate communications with all other offerors. All communications between the Government and offerors must be through the CO or individuals designated by the CO in writing. Offerors must submit written communications to the CO. The FAA also reserves the right to award a contract immediately following the conclusion of evaluations and is not required to conduct discussions or negotiations with the successful Offeror or any other Offeror.

Proposals shall be evaluated as either 'acceptable' or unacceptable’ on the basis of the following criteria:

A. Past Experience.

Provide a list of at least three (3) successful contracts that provided grounds maintenance services within the past five (5) years. Specifically identify projects of similar size and scope as described in the Scope of Work in this solicitation. Be specific and provide details. For each project address the following points:

a) Project Title, description and contract number

b) Client names, phone numbers, and contact person

c) Dollar Value

d) Scope of Work in detail

e) Percentages of work subcontracted and nature of that work

f) Award and Completion dates

g) Any contractual issues or technical matters disputed, and resolution thereof

h) Any claims and resolution thereof (i.e., nature, number dollar value)

i) Any relevant information that would reflect on the offeror’s ability to meet schedule constraints

Standard for Review: An acceptable proposal must demonstrate at least three (3) successful relevant projects in the past five (5) years similar to the current requirement. If any of the information required is not included in the form then the Offeror will be considered non-responsive and evaluated as unacceptable. Failure to demonstrate the minimally acceptability standards under this factor will result in an "UNACCEPTABLE" rating and possible elimination from further consideration for contract award. The FAA reserves the right to contact the customers listed as references, and to apply that information in its final determination.

B. Past Performance.

An Offeror is required to have at least three (3) CSS from third party references completed and submitted directly to Jennifer J Davis at contact@example.gov. The CSS is attached to the solicitation announcement as Attachment J-4 and is required to be used for the Past Performance Submittals.

Standard for Review: At least three (3) CSS must be received from third party references before the solicitation deadline with an average rating of Good or higher. The FAA reserves the right to contact customers listed as references and conduct a CSS by telephone in the event there is insufficient competition due to the lack of surveys received. If the Contractor does not have an applicable performance history, then within the cover letter the Contractor must indicate the reason for such absence of past performance history and provide a proposed project management plan to ensure the quality of the services to be performed. Keep in mind that the FAA may use information other than that provided by the Contractor in connection with this solicitation. Any negative customer review that is verified by the CO may deem the proposal unacceptable and will be rejected from further consideration.

CONSIDERATION OF PRICE: The offeror must submit pricing information as prescribed in PART I – SECTION B of the Request for Offers. The Government will make award based on successful negotiation of price and conformance with solicitation terms and conditions to the lowest priced, technically acceptable offer. Pricing is required for the base and each option year for each service. If full pricing is not received, the proposal will be deemed unacceptable.

The FAA will evaluate proposals for reasonableness in accordance with AMS Policy Section 3.2.3.2 and AMS Procurement Guidance Section T3.2.3. A price is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. When determining price reasonableness, the Government reserves the right to compare the Offeror’s proposed prices to the Independent Government Cost Estimate, to published catalog or market prices, to prior prices paid for the same or similar items and services, or as compared to any other sources. The FAA reserves the right to perform price realism and/or cost realism in accordance with AMS T.3.2.3(A)(1). The FAA reserves the right to conduct cost analysis if necessary to ensure a fair and reasonable price and to support the price realism and/or cost realism analysis. The FAA, at its sole

discretion, may require additional information to conduct cost and price analysis or reject proposals lacking completeness or consistency.

(End of Provision)

Contractors must be registered with the System for Award Management, www.sam.gov on the date established for receipt of offers (December 3, 2025). Reference AMS Clause 3.3.1-33, paragraph (d), “if the offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer may proceed to award to the next otherwise successful registered Offeror.”

DURING THE SOLICITATION, ALL COMMUNICATIONS WILL BE CONDUCTED ONLY WITH JENNIFER J DAVIS, CONTRACT SPECIALIST, VIA EMAIL (contact@example.gov).  NO PHONE CALLS WILL BE ACCEPTED.

MILESTONES
SIR out – 11/5/26

Site Visit Attendee List Due – 11/12/25 by 12 noon CT

Site Visit – 11/13/25 at 9:00 am Local Time

Questions due – 11/17/25 by 12 noon CT

Answers out – 11/20/25 by 2:00 pm CT

Proposals due – 12/3/25 by 12 noon CT

All submissions must be received no later than 12:00 noon Central Time on Wednesday, December 3, 2025.  Offerors assume full responsibility of ensuring that proposals are received at the place and by the date and time specified above.  Late submittal of proposals will not be accepted. 

The Government will not be liable for costs associated with the preparation and submittal of inquiries or responses to this announcement and will not reimburse any firm for costs incurred in responding to this SIR.  Responses will not be returned.