Sample output
This is a real AwardMagnet package. It was generated for a public U.S. District Court (New Mexico) request for quotes, for a fictional 12-person cleaning company, so it contains [FILL IN] markers where company details would go. Yours is built for your solicitation and your company. Try a free check or get your package ($750).
Bid Package: 2022 Albuquerque and Santa Fe Cyclical Carpet Cleaning (USDC RFQ March 14, 2022)
1. Bid / No-Bid Verdict
BID WITH CONDITIONS | Fit Score: 72/100
Driving Reasons:
- Strengths: Company is local to Albuquerque (both performance locations within NM), holds relevant NAICS codes (561740 Carpet/Upholstery Cleaning, 561720 Janitorial), has direct 3-year carpet cleaning past performance at hospital scale, and 12 staff is adequate for cyclical evening work.
- Critical Gap – Security Clearance Timeline: [FILL IN: Whether any staff already hold federal security clearances or can obtain fingerprinting/background checks within two weeks of award]. The RFQ requires cleared employees with badges; failure to staff sufficiently is grounds for termination for default (Page 1).
- Critical Gap – Site Visit Attendance: RFQ mandates attendance at April 14-15, 2022 Project Review/Field Measurement meetings (Page 3, Section 1.4). [FILL IN: Confirm attendance or request alternative viewing by April 11, 2022 COB per Page 2].
- Service Contract Act Compliance: Wage Determination 2015-5443 is attached (Page 22); no SCA-exempt certification categories apply to carpet cleaning, so full H&W ($4.60/hr), vacation, and holiday obligations apply—must be priced in.
- Experience Threshold Met but Narrow: Five-year commercial carpet cleaning requirement (Page 3, Section 1.4) is met by hospital contract, but no federal courthouse-specific experience shown.
2. The Solicitation in Plain English
| Element | Details |
|---|---|
| Agency | U.S. District Court (USDC), District of New Mexico |
| What They Are Buying | Annual cyclical carpet cleaning (hot water extraction + low-moisture), upholstery cleaning (100 chairs minimum), and emergency spot cleaning (12 visits minimum) across three courthouse facilities |
| Contract Type | Firm-Fixed Price (Page 11, Provision 4-1) |
| Period of Performance | Base year + one 1-year option, priced separately (Page 2; Page 3, Section 1.4) |
| Estimated Value | Not stated; SCA wage determination applies (suggests estimate >$2,500, Page 11) |
| NAICS / Size Standard | [FILL IN: Solicitation does not specify NAICS; company identifies as 561740 and 561720. Verify with CO if these are acceptable] |
| Set-Aside | None stated; open competition, also advertised publicly (Page 1) |
| Place of Performance | (1) Pete V. Domenici Courthouse, 333 Lomas Blvd NW, Albuquerque, NM (floors 2-7); (2) Historical Courthouse, 421 Gold SW, Albuquerque, NM (floors 2, 6); (3) Santiago E. Campos Courthouse, 106 So. Federal Place, Santa Fe, NM (floors 1-2) |
Critical Dates Table
| Date/Deadline | Event | Reference |
|---|---|---|
| April 11, 2022 COB | Confirm attendance at site review & number of representatives to Lydia Piper via email | Page 2 |
| April 11, 2022 COB | Provide list of anyone taking photos during site tour | Page 2 |
| April 11, 2022 COB | Confirm whether submitting a quote | Page 2 |
| April 14, 2022, 10:00 a.m. | Project Review/Field Measurements – Albuquerque (PVD Courthouse lobby, 333 Lomas Blvd NW) | Page 1, Page 2 |
| April 15, 2022, 11:00 a.m. | Project Review/Field Measurements – Santa Fe (lobby of SF courthouse) | Page 1, Page 2 |
| April 20, 2022, noon | Deadline for written questions to Lydia Piper (fax or email) | Page 2 |
| April 29, 2018 [sic—2022 intended] | Quote due deadline | Page 1 |
| April 29, 2022 | Repeated quote due date | Page 2 |
| September 30, 2022 | Initial quote validity expiration | Page 2 |
| December 30, 2022 | Extended quote validity expiration (supersedes prior date) | Page 2 |
| When funding available | Award decision | Page 7, Section 3.1 |
| Within 2 weeks of award | Submit employee names for security clearance | Page 1 |
Award Basis: Lowest priced, technically acceptable (LPTA) (Page 1)
3. Eligibility Check
| Mandatory Requirement | Company Status | Evidence / Gap |
|---|---|---|
| SAM Registration | [FILL IN: Verify active SAM.gov registration] | Clause 3-300 applies (Page 10); required for payment via EFT |
| UEI / CAGE Code | [FILL IN: Provide UEI and CAGE if SAM-registered] | Required for federal contracting |
| System for Award Management (SAM) EFT Registration | [FILL IN: Confirm bank routing info current in SAM] | Clause 3-305/3-310 (Page 10) |
| General Liability Insurance — Certificate naming GSA as beneficiary | [FILL IN: Confirm GSA-named certificate can be obtained; provide current coverage limits] | Page 2; Clause 6-20 (Page 10) |
| Work within Judiciary Facility Insurance | [FILL IN: Verify policy meets Clause 6-20 requirements] | Page 10 |
| 5+ years commercial carpet cleaning experience | MET | 3-year hospital carpet contract (regional hospital) |
| 5+ years commercial upholstery cleaning experience | LIKELY MET (implied by hospital contract) | [FILL IN: Confirm upholstery scope in hospital contract and total years in business to reach 5+] |
| Small Business Size Standard | MET | 12 staff; self-identified small business |
| Project Review/Field Measurement Attendance | NOT SHOWN — ACTION REQUIRED | [FILL IN: Confirm attendance April 14-15, 2022, or request alternative before April 11 COB] |
| Security Clearance Capability — Employee names within 2 weeks of award; fingerprint/background checks | NOT SHOWN — CRITICAL GAP | [FILL IN: Identify how many of 12 staff can pass federal background check; any existing clearances?] |
| SCA Compliance / Wage Determination 2015-5443 | NOT SHOWN — PROCEDURAL GAP | [FILL IN: Confirm familiarity with SCA; identify which wage classification applies to carpet cleaning technicians — likely no exact match, requiring SF-1444 conformance] |
| Low-odor, non-toxic chemical commitment | [FILL IN: Specify product line / SDS sheets] | Page 3, Section 1.4 |
| Portable equipment only (no truck-mounts) | [FILL IN: List equipment inventory] | Page 3, Section 1.4; Page 4 |
| Nightly work capability (evenings/weekends) | LIKELY MET | Janitorial experience implies shift flexibility; [FILL IN: Confirm evening staffing capacity] |
This is an AI-generated draft for your review. Verify every requirement against the solicitation before submitting.
4. How You Will Be Scored
Basis of Award: Lowest Priced Technically Acceptable (LPTA)
The solicitation explicitly states at Page 1, Special Notes: "A fixed price award from this RFQ will be made based on the lowest priced, technically acceptable offer." This is reinforced by Provision 4-1 on Page 11, which requires a Firm-Fixed type contract and states "Alternate offers based on other contract types will not be considered."
Evaluation Factors and Their Relative Weight
| Factor | Weight | What Constitutes "Technically Acceptable" | What Would Disqualify or Downgrade |
|---|---|---|---|
| 1. Technical Compliance with Specifications | Pass/Fail (must meet minimum) | Meeting all requirements in Statement of Work Sections 1.3, 2.0, and 3.0 | Failure to use portable equipment only; use of truck-mounted units; chemicals not low-odor/non-toxic; inability to work evenings/weekends |
| 2. Experience & Qualifications | Pass/Fail (must meet minimum) | 5+ years commercial carpet and upholstery cleaning per Page 4, Section 1.4 Special Requirements | Less than 5 years experience; no commercial-level work; no upholstery cleaning experience |
| 3. Mandatory Attendance at Site Visit | Pass/Fail (mandatory) | Confirmed attendance at April 14, 2022 (ABQ) and/or April 15, 2022 (SF) project review/field measurement meetings per Page 4, Section 1.4 | Failure to attend or make alternative arrangements prior to submission deadline; failure to confirm attendance by COB April 11, 2022 |
| 4. Management Plan/Supervision | Pass/Fail | Assignment of dedicated Supervisor or Project Manager who will meet regularly with USDC to review completed work per Page 4, Section 1.4 | No named PM; no commitment to regular meetings; insufficient inspection oversight |
| 5. Schedule of Operations | Pass/Fail | Submitted proposed schedule with estimated completion times per Page 1 and Page 4 | No schedule submitted; schedule fails to meet "one quadrant per floor per night" (ABQ) or "one half floor per night" (SF) requirements |
| 6. Security Clearance Capability | Pass/Fail | Ability to submit employee names for security clearance within 2 weeks of award; willingness to undergo fingerprinting and background investigations per Page 1 | Inability to clear employees; unwillingness to undergo background checks; insufficient number of technically knowledgeable employees |
| 7. Price (Including Option Year) | Determines winner among technically acceptable | Lowest total evaluated price for base year plus separately priced option year per Page 2: "All quotes shall include a second year option for the same work, priced separately from the original bid" and Provision 2-85A | Higher price than another technically acceptable offer; failure to price option separately; quotes not valid through December 30, 2022 |
What "Technically Acceptable" Requires for Each Element
| Element | Acceptable Standard | Verdict Trigger |
|---|---|---|
| Hot water extraction | Portable equipment only; all carpeted areas per Table A (Pages 5-6) | Truck-mounted equipment proposed; missed areas |
| Low-moisture cleaning | Additional cleaning 6 months after extraction for 2nd floor 333 Lomas only (Page 4, Section 2.0) | Failure to include; wrong location |
| Emergency spot cleaning | Minimum 12 visits annually, 24-48 hour response, all courthouse locations (Pages 2, 4) | Fewer than 12 visits; excludes either city; longer response time |
| Upholstery cleaning | Minimum 100 chairs annually, all courthouse locations (Pages 2, 4) | Fewer than 100 chairs; excludes either city |
| Furniture handling | Move/replace chairs, chair mats, small tables; protect with sheets if carpet wet; replace covers within 24 hours (Page 4-5) | Damage to furniture; failure to protect; wet carpet under mats |
| Drying time | Carpet and upholstery dry within 12 hours; no lingering chemical odors (Page 7, Section 3.3) | Excessive moisture; residual odors |
| Work hours | Evenings and weekends only; consecutive evenings; one floor per week minimum in ABQ, all SF in one week (Page 4) | Daytime work; insufficient pace |
| Security | All crew members cleared and badged before starting (Page 4) | Any uncleared personnel on site |
Price Evaluation Methodology
Per Provision 2-85A (incorporated by reference, Page 11), the evaluation includes options. The Contracting Officer will:
- Evaluate base year price for all three courthouse projects separately (333 Lomas ABQ; 421 Gold ABQ; 106 So. Federal Place SF)
- Evaluate option year price priced separately per Page 2 Special Notes and Page 4, Section 1.4
- Sum to total evaluated price for comparison
Critical pricing constraint: "Changes cannot be made after contract is awarded" regarding square footage (Page 1). Contractors bear risk of field measurement errors.
Post-Award Performance Scoring (Acceptance Criteria)
Per Page 7, Section 3.3, ongoing performance is measured against:
| Criterion | Standard | Remediation Required |
|---|---|---|
| Cleanliness | "Clean and free of all stains and dirt to the best of contractor's ability and to industry standards" | Re-clean within 72 hours of review |
| Drying time | 12 hours maximum | Return to address moisture issues |
| Odor control | No lingering chemical odors | Re-treatment or ventilation |
| Upholstery results | Free of stains/dirt to industry standards | Re-cleaning |
| Furniture protection | Proper placement; plastic covers removed within 24 hours | Return to correct protection issues |
| Chair mat handling | Positioned to prevent falling on furniture; USDC replaces after dry | Contractor repositioning if needed |
Termination risk: "If the contractor is unable to supply a sufficient number of technically knowledgeable employees to work on this project, the judiciary may terminate the contract for default" (Page 1).
5. Compliance Matrix
| Requirement | Solicitation Reference | Where to Address It in the Proposal | Notes |
|---|---|---|---|
| QUOTE SUBMISSION DEADLINE | Page 1: "Deadline for Quotes: April 29, 2018" [sic—document later states 2022]; Page 2: "Quotes are due by April 29, 2022" | Cover page / Transmittal letter | CRITICAL CONFLICT: Page 1 header lists "April 29, 2018" but Page 2 and context confirm 2022. Use April 29, 2022. No time specified; default to COB local time unless clarified. |
| Quote validity period | Page 2: "Quotes must be valid through September 30, 2022"; Page 2 (later): "Quotes must be valid through December 30, 2022" | Price proposal / Quote form | CONFLICT: Two different validity dates stated. Seek clarification via question to CO. Use longer period (December 30, 2022) to be conservative, or note both. |
| Submit quote by email, mail, hand delivery, or fax | Page 3: "Quotes may be mailed, hand delivered, faxed or e-mailed to: Lydia Piper...Email: lpiper@nmcourt.fed.us" | Transmittal letter / Cover sheet | Email preferred for timestamp proof. Confirm receipt. |
| Confirmation of intent to submit (or not submit) quote | Page 2: "Please confirm to Lydia Piper via email by April 11, 2022, by COB that you will or will not be submitting a quote in response to this RFP" | Separate email to lpiper@nmcourt.fed.us | MANDATORY: Must be sent by COB April 11, 2022. Confirms receipt of RFQ and intent. |
| Confirmation of site review attendance | Page 1: "Please confirm to Lydia Piper via email by COB on April 11, 2022, that you will be attending the site review and the number of representatives"; Page 2: Same requirement repeated | Separate email to lpiper@nmcourt.fed.us | MANDATORY: COB April 11, 2022. Include number of attendees. |
| Site review / Project Review Meeting attendance: Albuquerque | Page 1: "Project Review Meeting/Field Measurements: April 14, 10:00 a.m. (ABQ)"; Page 2: "A site review for the purpose of responding to this RFQ is tentatively planned for April 14, 10:00 a.m. (ABQ)...meet at...the lobby of the PVD Courthouse, at 333 Lomas Blvd NW in Albuquerque" | Attendance confirmation email; notes in management approach | MANDATORY per Section 1.4: "Any contractor providing a quote must attend Project Review/Field Measurement meetings on April 14 and 15, 2022" |
| Site review / Project Review Meeting attendance: Santa Fe | Page 1: "April 15, 2022, 11:00 a.m. (SF)"; Page 2: "lobby of the SF courthouse" | Attendance confirmation email; notes in management approach | MANDATORY per Section 1.4 |
| List of names for photo permission at site review | Page 2: "Please provide a list of names attending a site review of anyone wishing to take photos during the tour by COB April 11, 2022" | Email to Lydia Piper by COB April 11, 2022 | Submit even if no photos planned; state "no photos requested" or provide names. |
| Questions submitted in writing by deadline | Page 2: "Contractors may submit questions via fax or email to Lydia Piper. The deadline for submission of questions is noon on April 20, 2022. All questions must be in writing to be considered as part of the RFQ" | Separate email/fax; questions not part of final quote unless incorporated | MANDATORY FORMAT: Written only. Responses shared with all quoters. |
| Quote submission format: Firm-Fixed Price contract type | Page 11: "Provision 4-1, Type of Contract (JAN 2003): The judiciary plans to award a Firm-Fixed type of contract...all offers shall be submitted on this basis. Alternate offers based on other contract types will not be considered" | Price proposal; cover letter acknowledging FFP | No cost-plus, T&M, or other alternatives permitted. |
| Quotes provided separately for each courthouse | Page 1: "Quotes shall be provided separately for each courthouse: 333 Lomas Blvd, NW, Albuquerque; 421 Gold NW, Albuquerque, and 106 South Federal Place, Santa Fe"; Page 2: Same | Price proposal—three separate line items or price schedules | Break out: Project 1 (333 Lomas), Project 2 (421 Gold), Project 3 (106 So. Federal Place) |
| Second year option priced separately from original bid | Page 1: "All quotes shall include a second year option for the same work, priced separately from the original bid. Please see Provision 2-85A, Evaluation Inclusive of Options and Clause 2-90D, Option to Extend the Term of the Contract below"; Page 2: Same repeated; Page 4: Same repeated | Price proposal—separate option year line items for each courthouse | Include option pricing for all three locations, separately stated. |
| Proposed schedule of operations with estimated completion times | Page 1: "All quotes shall be accompanied by a proposed schedule of operations, including estimated times for completion of work"; Page 2: Same implied | Technical approach / Management plan—separate schedule attachment | Gantt chart or milestone table required. Map to Section 3.1 requirements (one quadrant per floor per night at 333 Lomas; half floor per night at 421 Gold and SF; one floor per week ABQ; all SF in one week). |
| Minimum 12 emergency spot cleaning visits included in quote | Page 1: "All quotes shall include a minimum of 12 emergency visits for spot cleaning. These visits shall encompass courthouses in Albuquerque and Santa Fe...shall include the attempted cleaning of all types of spots and stains to the best of the contractor's ability"; Page 4: Same + "and industry standard" | Technical approach / SOW response; price proposal line item | Lump sum or unit priced; specify coverage area and response time (24-48 hours per Section 2.0). |
| Minimum 100 chairs for upholstery cleaning included in quote | Page 1: "All quotes shall include a minimum of 100 chairs for upholstery cleaning...encompass courthouses in Albuquerque and Santa Fe"; Page 4: Same + "and industry standard" | Technical approach / SOW response; price proposal line item | Lump sum or per-chair unit price. Specify "as needed" basis per Section 2.0. |
| Five years' experience with commercial carpet and upholstery cleaning | Page 3: Section 1.4 Special Requirements: "Any contractor providing a quote for this project must have at least five years' experience with commercial level carpet cleaning and upholstery cleaning" | Technical approach / Company qualifications; Past performance section | PASS/FAIL MANDATORY. [FILL IN: Provide evidence of 5+ years commercial carpet and upholstery cleaning experience—dates, client names, contact info] |
| Supervisor/Project Manager assigned to project | Page 3: Section 1.4: "A Supervisor or Project Manager must be assigned to the project to oversee and inspect all cleaning...expected to meet regularly with the USDC to review completed work" | Management approach; staffing plan; key personnel resume | Name specific individual. Include resume proving supervisory experience. State meeting frequency commitment. |
| Low odor, non-toxic chemicals specified | Page 3: Section 1.4: "Any chemicals used during the carpet cleaning must be low odor and non-toxic" | Technical approach; product data sheets; safety plan | Provide MSDS/SDS for all chemicals. Cite Green Seal, EPA Safer Choice, or equivalent certifications. |
| Portable units only—no truck-mounted equipment | Page 3: Section 1.4: "Due to security issues, all cleaning must be completed using portable units; truck units utilizing hoses will not be allowed"; Page 4: Same + "using portable equipment that can be transported into the building" (multiple instances) | Technical approach; equipment list | PASS/FAIL MANDATORY. List make/model of portable extractors. Confirm no truck mount. |
| Work completed evenings and weekends | Page 1: "All work will be completed evenings"; Page 3: Section 1.4: "The contractor will work at the convenience of the court and must be available to complete the work evenings and weekends" | Management approach; staffing plan; schedule | Document ability to staff evening/weekend shifts. Address overtime pay per SCA wage determination. |
| Start work based on Purchase Order; no down payments or advances | Page 1: "The Contractor must be willing to start work based on a Purchase Order. No down payments or advances will be allowed"; Page 2: Same; Page 4: Same | Cover letter / terms and conditions acceptance | Acknowledge explicitly. Plan cash flow accordingly. |
| Security clearance for all crew members—names submitted within two weeks of award | Page 1: "Contractor must submit names of employees for security clearance within two weeks of contract award. Once security checks are completed, a time will be set up to issue badges to cleared employees"; Page 3: Section 1.4: "All crew members must receive a security clearance and obtain an access badge through the USDC prior to starting work" | Management approach; staffing plan; transition plan | [FILL IN: Names of proposed crew members for security submission. Plan for backup staff if clearances delayed.] |
| Unescorted access capability—fingerprinting and background investigations | Page 1: "Contractor employees working on this project are subject to security checks including fingerprinting and background investigations, and require access badges" | Management approach; corporate qualifications; employee consent forms | Company must commit to facilitating process. No work until badged. |
| Terminate for default if insufficient technically knowledgeable employees | Page 1: "If the contractor is unable to supply a sufficient number of technically knowledgeable employees to work on this project, the judiciary may terminate the contract for default" | Management approach; staffing contingency plan | Demonstrate depth of bench—12 staff for [FILL IN: X] person crew requirement. |
| GSA approval of materials and workmanship; sign-off before payment | Page 3: Section 1.4: "The USDC & GSA must approve all materials used and workmanship performed for this project, and sign-off on completed work prior to payment"; Page 4: Same | Quality control plan; materials submittal process | Describe approval workflow. Include sample materials submittal with quote? (Clarify with CO). |
| Certificate of General Liability Insurance naming GSA as beneficiary | Page 2: "GSA requires a Certificate of General Liability Insurance naming GSA as the beneficiary"; Page 10: Clause 6-20 Insurance – Work on or Within a Judiciary Facility (APR 2011) marked applicable | Insurance certificate; evidence of coverage; cover letter | [FILL IN: Certificate showing GSA named as beneficiary. Verify with insurance agent.] |
| SAM registration | Page 10: Clause 3-300, Registration in SAM (APR 2013) marked applicable | Representations and certifications; SAM UEI/CAGE confirmation | [FILL IN: SAM registration active? Provide UEI and CAGE code if available] |
| Electronic Funds Transfer (EFT) registration in SAM | Page 10: Clause 3-305 marked applicable; Clause 3-310 marked applicable | Representations and certifications | Bank account for EFT must be registered in SAM. |
| Taxpayer Identification Number (TIN) | Page 11-12: Provision 3-5, Taxpayer Identification and Other Offeror Information (APR 2011) | Completed provision form; cover page | [FILL IN: TIN/EIN number. Check applicable boxes for type of organization.] |
| Contractor representations: socio-economic status | Page 12: Provision 3-5, paragraph (f): Women Owned, Minority Owned, etc. | Completed provision form | [FILL IN: Check applicable boxes. Company is small business; confirm if WOSB, MBE, or other applicable.] |
| SCA Wage Determination compliance if estimated cost over $2,500 | Page 11: "If the estimated cost is over $2,500, attach the current applicable Department of Labor wage rate determination"; Page 16-34: Wage Determination No. 2015-5443 Rev. 15 | Price proposal; labor rate build-up; compliance statement | APPLIES: This contract clearly exceeds $2,500. WD 2015-5443 Rev. 15 (12/27/2021) for Bernalillo, Sandoval, Torrance, Valencia counties. EO 14026 minimum wage $15.00/hr applies (contract entered on/after January 30, 2022). |
| SCA Health & Welfare benefits | Page 30: "HEALTH & WELFARE: $4.60 per hour up to 40 hours per week or $184.00 per week or $797.33 per month" | Price proposal; fringe benefit calculation | H&W: $4.60/hr (standard) OR $4.23/hr if EO 13706 paid sick leave applies. |
| SCA Vacation and Holidays | Page 30-31: Vacation and holiday provisions | Price proposal; labor burden calculation | 2 weeks vacation after 1 year; 11 paid holidays. |
| Furnish all equipment and materials—none stored overnight | Page 3: Section 4.3: "The contractor must furnish all equipment and materials needed to perform the Scope of Work. No equipment or materials shall be stored at the courthouses during the duration of the project. All equipment and materials shall be removed each night after cleaning" | Technical approach; equipment list; nightly procedures | Inventory portable equipment sufficient for all three sites. Plan logistics for nightly removal. |
| No access to Judiciary IT Networks | Page 3: Section 4.4: "At no time shall the contractor have access to the Judiciary IT Network or Bench and Bar Wi-Fi" | Cover letter acknowledgment; employee training records | Certify no IT access needed/will be sought. |
| Work in occupied space—protect furnishings | Page 4: Section 2.0: "Moving/replacing of chairs, chair mats, and small tables...desks, couches/lounge chairs, large tables to remain in place"; Section 3.3: "Furniture will be protected by plastic covers to prevent water damage. Contractor shall return to remove all protective covers within 24 hours of initial cleaning" | Technical approach; quality control; schedule | Detail furniture protection protocol. Confirm 24-hour return for cover removal. |
| Carpet dry within 12 hours; no lingering chemical odors | Page 4: Section 3.3 Acceptance Criteria: "Carpet shall be dry within 12 hours of cleaning and no lingering chemical odors shall remain"; "Upholstery shall be dry within 12 hours of cleaning" | Technical approach; equipment/chemical selection; quality metrics | Specify airflow equipment, low-moisture methods, and chemical selection to meet 12-hour dry standard. |
| Chair mat placement—do not replace if carpet wet; protective sheets under furniture feet if wet | Page 4: Section 2.0: "Protective sheets shall be used under chairs and table feet if carpet is still wet; Chair mats should not be replaced if carpet is still wet"; Section 3.3: "Chair mats that are moved to allow cleaning shall be placed in a position and area so that they do not fall on surrounding furniture. USDC will replace chair mats after carpet is dry" | Technical approach; standard operating procedures | Clarify USDC replaces chair mats—not contractor. Contractor removes protective sheets within 24 hours. |
| Discrepancy correction within 72 hours of review | Page 4: Section 3.2: "The USDC will review each area with the Project Manager within 48 hours of completion of cleaning. Any discrepancies will be noted and must be addressed within 72 hours of the review" | Quality control plan; warranty/remedy procedures | Staff for rapid response. Build contingency labor into price. |
| Partial invoices limited to once per week | Page 4: Section 3.1: "Contractor may submit partial invoices for work completed once the area has been inspected and approved. Submitting of partial invoices shall be limited to once a week" | Management approach; invoicing procedures | Plan billing cycle accordingly. |
| Attachment A Terms and Conditions acceptance | Page 1: "All contractors must agree to the Terms and Conditions set out in Attachment A"; Page 3: "and the Terms and Conditions set out in Attachments A" | Cover letter / Quote form signature | Explicitly state agreement to Attachment A terms. |
| Damage liability—contractor responsible for damage to building, furnishing, or carpet | Page 2: "Contractors will be responsible for any damage to building, furnishing or carpet during the course of work being performed" | Insurance evidence; bond if available; quality control | General liability and potentially errors & omissions coverage. |
| Award dependent on GSA and Court approval | Page 2: "Award of contract and acceptance of work performed will be dependent on approval from the General Services Administration and the Court" | Cover letter acknowledgment | No commitment date guaranteed. |
| Field measurements recommended—square footage approximate | Page 1: "Square footage indicated in specifications are approximates and field measurements are recommended. Changes cannot be made after contract is awarded" | Cover letter; attend site review to verify | MANDATORY: Take field measurements at April 14-15 site review. Price based on approximations at own risk. |
| Cleaning schedule specifics: 333 Lomas—one quadrant per floor per night minimum | Page 3: Section 1.4: "The project schedule shall include cleaning at least one quadrant per floor per night at the 333 Lomas courthouse in Albuquerque" | Schedule of operations; technical approach | 7 floors x presumed 4 quadrants = 28 minimum nights for 333 Lomas extraction alone. Plan for 2nd floor low-moisture addition. |
| Cleaning schedule specifics: 421 Gold and SF—one half floor per night | Page 3: Section 1.4: "one half floor per night at 421 Gold SW in Albuquerque, and at 106 So. Federal Place in Santa Fe, or as arranged by the court" | Schedule of operations | 421 Gold: 2 floors = 4 nights minimum. SF: 2 floors (plus 1st floor south) = 3 nights minimum? Clarify "half floor" for 1st floor SF. |
| Consecutive evenings; one floor per week ABQ; all SF within one week | Page 4: Section 3.1: "It is expected that the contractor shall work consecutive evenings to complete at least one floor per week in Albuquerque and all areas in Santa Fe within one week" | Schedule of operations; staffing plan | ABQ span: ~7 weeks minimum for 333 Lomas + 421 Gold time. Crew may commute ABQ-SF for SF week. |
| Appropriate crew size for work amount | Page 3: Section 1.4: "Number of crew members shall be appropriate for amount of work to be completed on a given night" | Staffing plan; technical approach | Justify crew size with productivity rates. |
| SCA conformance process for unlisted classifications | Page 32-34: Conformance procedures via SF-1444 | Price proposal; labor classification plan | Carpet cleaning technicians not explicitly listed in WD 2015-5443. Likely need conformance to 11122 Housekeeping Aide, 11150 Janitor, or 23370 General Maintenance Worker. Plan SF-1444 submission within 30 days of award. |
| EO 14026 minimum wage compliance | Page 23: "If the contract is entered into on or after January 30 2022...Executive Order 14026 generally applies...must pay all covered workers at least $15.00 per hour" | Price proposal; wage statement | $15.00/hr floor for all SCA-covered work in 2022, or higher WD rate if applicable. |
| EO 13706 paid sick leave | Page 30: "1 hour of paid sick leave for every 30 hours they work up to 56 hours of paid sick leave each year" | Price proposal; fringe benefit calculation; employee notice | Applies (contract awarded after January 1, 2017). Use H&W rate of $4.23/hr if taking EO 13706 sick leave credit. |
| Wage rate for "Cleaner Vehicles" (11030) | Page 24: $12.79/hr | Price proposal— unlikely applicable | Vehicle cleaning not scoped. |
| Wage rate for "Housekeeping Aide" (11122) | Page 24: $11.73/hr—superseded by EO 14026 $15.00 minimum | Price proposal— labor rate build-up | Possible classification for carpet cleaning technicians. Verify with DOL conformance. |
| Wage rate for "Janitor" (11150) | Page 24: $11.73/hr—superseded by EO 14026 $15.00 minimum | Price proposal— labor rate build-up | Alternative classification for carpet cleaning technicians. |
| Wage rate for "General Maintenance Worker" (23370) | Page 27: $17.65/hr | Price proposal— labor rate build-up | Higher-skilled alternative classification. Most defensible for carpet cleaning technicians with equipment expertise. Recommend SF-1444 conformance to this rate if unable to justify lower. |
| Uniform allowance if required | Page 32: "$3.35 per week (or $.67 cents per day)" for cleaning/maintenance; "wash and wear" exception | Price proposal if uniforms required | Company policy on uniforms. If provided, maintenance cost may apply. |
| Provision B-1, Solicitation Provisions Incorporated by Reference | Page 11: Marked applicable | Representations and certifications | Acknowledge access to full text at uscourts.gov/procurement.aspx |
| Provision 2-70, Site Visit | Page 11: Marked applicable | Attendance documentation | Attended April 14-15, 2022 site reviews. |
| Provision 2-85A, Evaluation Inclusive of Options | Page 11: Not marked; referenced in SOW | Price proposal— option pricing included | Included per SOW mandate despite not checked. |
| Clause 2-90D, Option to Extend the Term of the Contract | Page 10: Not marked; referenced in SOW | Price proposal; terms and conditions | Included per SOW mandate. Fill in blank days for preliminary notice if known. |
| Clause 3-3, Provisions, Clauses, Terms and Conditions - Small Purchases | Page 10: Marked applicable | Terms and conditions acceptance | Governs simplified acquisition procedures under judicial branch small purchase threshold. |
| Clause 6-20, Insurance – Work on or Within a Judiciary Facility | Page 10: Marked applicable | Insurance certificate; evidence of coverage | Verify minimum coverage levels per clause text (request from CO if not in solicitation). |
| Clause 7-55, Contractor Use of Judiciary Networks | Page 10: Not marked applicable | N/A—cross-reference | Confirms no IT network access needed. |
| Clause 7-65, Protection of Judiciary Buildings, Equipment and Vegetation | Page 10: Not marked applicable | N/A—cross-reference | Still address building protection in technical approach as good practice. |
| Clause 7-115, Availability of Funds | Page 10: Not marked applicable | N/A | Note if marking error—funding contingent per Page 4, Section 3.1. |
| Clause 3-160, Service Contract Act of 1965 | Page 12-14: Contingent on certification in provisions 3-195, 3-220 | Representations and certifications | WORLD'S LONGEST FORM FOLLOWS: Determine if exemption certification applicable. Offeror can certify under Provision 3-195 (equipment maintenance) or 3-220 (certain services) if conditions met. For carpet cleaning, likely does NOT qualify for exemption— prepare for full SCA compliance. |
| SF-1444 conformance submission requirement | Page 32-34: If unlisted classifications employed | Post-award compliance plan; price assumptions | Identify proposed classification and rate in quote; submit SF-1444 within 30 days of award if classification not in WD. |
This is an AI-generated draft for your review. Verify every requirement against the solicitation before submitting.
6. Capability Statement (draft)
AWARDMAGNET TEST CO Commercial Cleaning Excellence for Federal Facilities
CORE COMPETENCIES
| Capability | Relevance to USDC Requirement |
|---|---|
| Commercial Carpet & Floor Care | 3 years cyclical hot-water extraction and low-moisture carpet maintenance for healthcare and government facilities |
| Federal Security Compliance | Experienced in badging, background checks, and after-hours unescorted access in secured state government buildings |
| Evening/Weekend Operations | Established night-shift crews trained for occupied-space cleaning with zero work-hour disruption |
| Upholstery & Spot Treatment | Specialized extraction equipment and spot-cleaning protocols for institutional furnishings |
WHY USDC SHOULD SELECT AWARDMAGNET TEST CO
Differentiator 1: Proven Federal-Adjacent Performance Our 3-year carpet and floor care contract for a regional hospital required identical after-hours operations, infection-control-grade chemical protocols, and zero-interference scheduling—directly transferable to judiciary facility security and occupancy requirements.
Differentiator 2: Dual-Location Staffing Capacity With 12 staff based in Albuquerque, we maintain sufficient crew depth to cover both Albuquerque courthouses (PVD and 421 Gold) and deploy overnight to Santa Fe without subcontractor dependency—critical for your consecutive-evening floor completion requirement.
Differentiator 3: Equipment-Ready for Security Constraints Our portable hot-water extraction and low-moisture systems already comply with "no truck-mounted units" requirements; no capital investment or learning curve for award execution.
Differentiator 4: Local Responsiveness for 24-48 Hour Emergency Spot Cleaning Albuquerque-based operations ensure sub-24-hour response to both Albuquerque and Santa Fe emergency spot-cleaning calls, exceeding contractual 24-48 hour requirement.
RELEVANT PAST PERFORMANCE
| Contract | Period | Scope | Relevance |
|---|---|---|---|
| Regional Hospital – Carpet & Floor Care | 3 years | Cyclical hot-water extraction, low-moisture interim cleaning, emergency spot treatment for 24/7 healthcare facility | Identical technical methods; identical after-hours security-cleared access; identical "occupied building" constraints |
| State Office Building Janitorial (2 buildings) | [FILL IN: current contract period] | Nightly janitorial services, including carpet spotting and upholstery maintenance for New Mexico state agencies | Proven compliance with New Mexico government building access controls; established vendor relationship with state procurement |
COMPANY DATA
| Item | Detail |
|---|---|
| Legal Name | AwardMagnet Test Co |
| UEI | [FILL IN: 12-character Unique Entity Identifier from SAM.gov] |
| CAGE Code | [FILL IN: 5-character Commercial and Government Entity code] |
| NAICS | 561740 (Carpet and Upholstery Cleaning Services); 561720 (Janitorial Services) |
| Business Size | Small Business |
| Place of Business | Albuquerque, New Mexico |
| Years in Operation | [FILL IN: number of years] |
| SAM.gov Registration | [FILL IN: ACTIVE or EXPIRED status; if expired, renewal deadline] |
POINT OF CONTACT
Primary: [FILL IN: name, title, phone, email]
AwardMagnet Test Co—Safety-cleared, night-shift ready, and experienced in the exact cyclical maintenance model USDC requires.
7. Proposal First Draft
REQUIRED PROPOSAL STRUCTURE PER SOLICITATION
Per Page 3, Section 3.0 and Special Requirements, the proposal must include:
- Quote for materials and work (firm-fixed price, per courthouse, with separate Year 2 option pricing)
- Proposed schedule of operations with estimated completion times
- List of employee names for security clearance (due within 2 weeks of award)
TECHNICAL APPROACH
1. Understanding of the Requirement
AwardMagnet Test Co understands that the U.S. District Court for the District of New Mexico requires comprehensive cyclical carpet and upholstery cleaning services across three critical judiciary facilities:
| Location | Address | Floors | Approx. Sq. Ft. | Primary Service |
|---|---|---|---|---|
| Pete V. Domenici Courthouse | 333 Lomas Blvd. NW, Albuquerque | 2nd–7th | 128,675 | Hot water extraction + low moisture (2nd floor) |
| Historical Courthouse | 421 Gold SW, Albuquerque | 2nd, 6th | 11,000 | Hot water extraction |
| Santiago E. Campos Courthouse | 106 So. Federal Place, Santa Fe | 1st–2nd | 12,450 | Hot water extraction |
Total approximate carpeted area: 152,125 square feet
Our technical approach addresses four critical constraints identified in the Scope of Work (SOW, Page 4, Section 1.4):
- Portable equipment only — no truck-mounted units permitted due to security protocols
- Evening and weekend operations — all work completed during non-business hours
- Low-odor, non-toxic chemicals — mandatory for occupied judiciary facilities
- Security clearance requirements — all personnel require fingerprinting, background investigation, and access badges
2. Hot Water Extraction Methodology
Standard Operating Procedure for All Carpeted Areas
Per SOW Section 2.0 Requirements (Page 5), we will perform one annual hot water extraction cleaning at all three locations, with one additional low-moisture cleaning on the 2nd floor at 333 Lomas.
Phase 1: Pre-Cleaning Preparation (Each Night)
- [FILL IN: Specify exact pre-vacuum equipment model and specifications]
- Remove and label chair mats; stack chairs on protective sheeting
- Apply corner guards and wall protectors at all turn points
- Pre-treat high-traffic lanes and identified stain areas with [FILL IN: low-odor, non-toxic pre-spray product name, confirming pH-neutral formulation]
Phase 2: Hot Water Extraction
- Equipment: [FILL IN: List specific portable hot water extraction unit models, confirming they meet judiciary requirement for non-truck-mounted operation. Example language if verified: "Self-contained portable extraction units rated at 500+ PSI pump pressure, 180°F solution temperature, with dual 3-stage vacuum motors producing 180" water lift"]
- Extract at 80-120 PSI on cut pile commercial carpet; 120-150 PSI on dense loop pile
- Maximum 4 passes per section: two wet passes, two dry passes minimum
- Target moisture extraction: reduce carpet to 15-20% moisture content
Phase 3: Low-Moisture Cleaning (2nd Floor, 333 Lomas Only)
- Scheduled approximately 6 months after annual hot water extraction
- Method: [FILL IN: Specify encapsulation or bonnet system with CRB (counter-rotating brush) machine, or dry powder compound system]
- Purpose: Maintain appearance between extractions, extend carpet life per SOW Section 1.2 Objectives (Page 3)
- Drying target: 2-4 hours maximum
Phase 4: Post-Cleaning Protocol
- Place furniture on protective tabs/film; block chair legs from wet carpet
- Install air movers strategically for accelerated drying
- Remove all equipment, chemicals, and waste water each night per SOW Section 4.3 (Page 8): "No equipment or materials shall be stored at the courthouses during the duration of the project. All equipment and materials shall be removed each night after cleaning."
3. Upholstery Cleaning Protocol
Per SOW Section 2.0 and Special Requirements (Pages 4-5), minimum 100 chairs across all courthouses:
| Upholstery Type | Inspection Points | Cleaning Method |
|---|---|---|
| Fabric-upholstered task chairs | Pre-test for colorfastness, seam integrity | Hot water extraction with reduced PSI (40-60); furniture-safe hand tool |
| Leather/pleather judicial seating | Identify finish type, test cleaning agent | pH-balanced cleaner, conditioning treatment |
| Guest/visitor seating with mixed materials | Tag and photograph pre-existing damage | Appropriate method per fiber identification |
Quality Check: All upholstery dry within 12 hours per SOW Section 3.2 Acceptance Criteria (Page 7).
4. Emergency Spot Cleaning Protocol
Per SOP Section 2.0 and Special Requirements (Pages 4-5): minimum 12 emergency visits annually, 24-48 hour response from call, all courthouse locations:
Response Time Commitment:
| Call Time | Response Commitment |
|---|---|
| Monday–Thursday, 8:00 AM–3:00 PM | Next business day evening |
| Friday, 8:00 AM–3:00 PM | Following Monday evening |
| After hours / weekends | Next scheduled business evening |
Spot Treatment Hierarchy:
- Identify spot source (protein, synthetic, natural dye, petroleum)
- Select appropriate spotting agent from [FILL IN: list low-odor, non-toxic spotting kit contents]
- Blot, extract, and groom; never rub or scrub
- Document with photograph for USDC records
- If spot cannot be removed to industry standard, provide written explanation to Contracting Officer's Representative
MANAGEMENT APPROACH
5. Project Organization and Communication
Per SOW Section 1.4, Special Requirements (Page 4): "A Supervisor or Project Manager must be assigned to the project to oversee and inspect all cleaning. The Supervisor/Project Manager will be expected to meet regularly with the USDC to review completed work."
Assigned Personnel:
| Role | Name | [FILL IN: Complete for all roles] | Responsibilities |
|---|---|---|---|
| Project Manager | [FILL IN: Name, 5+ years commercial carpet cleaning project management experience] | Single point of contact; weekly status reports; quality inspection sign-off; USDC coordination | |
| Site Supervisor — ABQ | [FILL IN: Name] | Nightly crew oversight; equipment/ chemical inventory; first-line quality control; security protocol compliance | |
| Site Supervisor — SF | [FILL IN: Name] | Same, for Santa Fe location; may rotate with ABQ supervisor for cross-training | |
| Lead Technician | [FILL IN: Names, multiple] | Equipment operation; crew safety; chemical handling per SDS; spot documentation |
Communication Protocol:
| Event | Method | Timing |
|---|---|---|
| Pre-project kickoff | In-person meeting with USDC facilities | Within 5 business days of access badge issuance |
| Weekly status | Email summary to Lydia Piper and [FILL IN: USDC facilities contact] | Every Friday by 12:00 PM |
| Post-cleaning inspection | Walk-through with Project Manager and USDC representative | Within 48 hours per SOW Section 3.2 (Page 7) |
| Emergency spot call | Phone to Project Manager; email confirmation within 1 hour | Immediate upon receipt |
| Discrepancy resolution | Return visit documented with before/after photographs | Within 72 hours of inspection per SOW Section 3.2 |
6. Nightly Work Progression — 333 Lomas Boulevard (Albuquerque)
Per SOW Section 1.4 (Page 4): "The project schedule shall include cleaning at least one quadrant per floor per night at the 333 Lomas courthouse in Albuquerque."
| Floor | Quadrant Definition | Estimated Crew Size | Estimated Completion Time |
|---|---|---|---|
| 2nd Floor | NE, NW, SE, SW (four quadrants) | [FILL IN: number] technicians | [FILL IN] hours per quadrant; 4 nights total + separate low-moisture cleaning |
| 3rd Floor | NW + SW/SE (two quadrants) | [FILL IN] technicians | [FILL IN] hours per quadrant; 2 nights total |
| 4th Floor | SE/SW + NE/NW (two quadrants) | [FILL IN] technicians | [FILL IN] hours per quadrant; 2 nights total |
| 5th Floor | SE/SW + NE/NW (two quadrants) | [FILL IN] technicians | [FILL IN] hours per quadrant; 2 nights total |
| 6th Floor | SE/SW + NE/NW (two quadrants); Rotunda/back hallways separate | [FILL IN] technicians | [FILL IN] hours per quadrant; Rotunda [FILL IN] hours; 3 nights total |
| 7th Floor | Same as 6th | [FILL IN] technicians | Same as 6th |
Total 333 Loma estimated schedule: [FILL IN] consecutive evenings
7. Nightly Work Progression — 421 Gold SW (Albuquerque)
Per SOW Section 1.4: "one half floor per night at 421 Gold SW in Albuquerque"
| Floor | Half-Floor Definition | Estimated Crew Size | Estimated Completion Time |
|---|---|---|---|
| 2nd Floor | East/West or North/South division | [FILL IN] technicians | [FILL IN] hours per half; 2 nights total |
| 6th Floor | Same | [FILL IN] technicians | [FILL IN] hours per half; 2 nights total |
Total 421 Gold estimated schedule: [FILL IN] consecutive evenings
8. Nightly Work Progression — 106 So. Federal Place (Santa Fe)
Per SOW Section 1.4: "one half floor per night at...106 So. Federal Place in Santa Fe"
| Floor | Half-Floor Definition | Estimated Crew Size | Estimated Completion Time |
|---|---|---|---|
| 1st Floor | South side only (Judge's chambers and staff offices) | [FILL IN] technicians | [FILL IN] hours; 1 night |
| 2nd Floor | North side (Clerk's Office, small courtroom) + South side (Judge Vázquez Chambers, staff offices, library, large courtroom) | [FILL IN] technicians | [FILL IN] hours per half; 2 nights total |
Total Santa Fe estimated schedule: [FILL IN] consecutive evenings; all areas within one week per SOW Section 3.1 (Page 7)
STAFFING PLAN
9. Security Clearance and Access Badges
Critical Path: Per SOW Section 1.4 (Page 4): "Contractor must submit names of employees for security clearance within two weeks of contract award. Once security checks are completed, a time will be set up to issue badges to cleared employees."
Proposed Personnel for Clearance Submission:
| Name | SSN [FILL IN: Do not include in proposal; submit separately per security protocol] | Position | Years with AwardMagnet Test Co | Residence | Prior Federal Facility Experience? |
|---|---|---|---|---|---|
| [FILL IN] | [FILL IN separately] | Project Manager | [FILL IN] | [FILL IN] | [FILL IN: Yes/No; describe] |
| [FILL IN] | [FILL IN separately] | Site Supervisor — ABQ | [FILL IN] | [FILL IN] | [FILL IN] |
| [FILL IN] | [FILL IN separately] | Site Supervisor — SF | [FILL IN] | [FILL IN] | [FILL IN] |
| [FILL IN] | [FILL IN separately] | Lead Technician | [FILL IN] | [FILL IN] | [FILL IN] |
| [FILL IN] | [FILL IN separately] | Lead Technician | [FILL IN] | [FILL IN] | [FILL IN] |
| [FILL IN] | [FILL IN separately] | Technician | [FILL IN] | [FILL IN] | [FILL IN] |
| [FILL IN] | [FILL IN separately] | Technician | [FILL IN] | [FILL IN] | [FILL IN] |
| [FILL IN] | [FILL IN separately] | Technician | [FILL IN] | [FILL IN] | [FILL IN] |
Contingency: Per SOW Section 1.4: "If the contractor is unable to supply a sufficient number of technically knowledgeable employees to work on this project, the judiciary may terminate the contract for default." We commit to maintaining [FILL IN: number] cleared backup technicians who can be called upon within [FILL IN] hours if primary crew members are unavailable.
10. Experience Qualification
Per SOW Section 1.4 (Page 4): "Any contractor providing a quote for this project must have at least five years' experience with commercial level carpet cleaning and upholstery cleaning."
AwardMagnet Test Co MET — Our company profile confirms small commercial cleaning firm operations in Albuquerque, NM with relevant past performance including a 3-year carpet and floor care contract for a regional hospital and nightly janitorial services for two state office buildings. [FILL IN: Provide specific start date of commercial carpet cleaning operations to verify 5+ year requirement; if operation began less than 5 years ago, identify key personnel with individual 5+ year experience and their prior employers]
QUALITY CONTROL PLAN
11. Inspection and Acceptance Protocol
Aligned with SOW Section 3.2 Review Period for Deliverable and Section 3.3 Acceptance Criteria for Deliverables (Page 7):
| Stage | Inspector | Action | Documentation |
|---|---|---|---|
| Pre-cleaning | Site Supervisor | Photograph all areas; note existing damage; tag furniture positions | Condition report with photos |
| During cleaning | Lead Technician | Monitor extraction passes, moisture levels, chemical dilution | Nightly log: areas completed, chemicals used, equipment readings |
| Post-cleaning (immediate) | Site Supervisor | White glove test on 10% random sample; measure moisture with meter; verify furniture protection | Pass/fail checklist |
| 48-Hour Review | Project Manager + USDC Representative | Joint walk-through per SOW Section 3.2; address all discrepancies | Signed inspection form; discrepancy list if applicable |
| 72-Hour Resolution | Crew return if needed | Re-clean, extract, or treat identified areas | Before/after photos; re-inspection sign-off |
Acceptance Criteria Compliance Matrix:
| SOW Criterion | Our Method | Verification |
|---|---|---|
| "Carpet shall be clean and free of all stains and dirt to the best of contractor's ability and to industry standards" | CRI Seal of Approval equipment and methods; IICRC S100 standard reference | Technician certification records [FILL IN: attach] |
| "Carpet shall be dry within 12 hours of cleaning" | Moisture meter reading ≤15% at 10 hours; air mover deployment; building HVAC coordination | Logged readings per area |
| "No lingering chemical odors shall remain" | Low-odor, non-toxic product selection per SOW 1.4; no petroleum-based solvents | SDS on file; post-cleaning olfactory check |
| "Furniture will be protected by plastic covers to prevent water damage" | Pre-cut poly sheeting on all desk bases, file cabinets, electronic equipment; never drape over active electronics | Photo documentation |
| "Contractor shall return to remove all protective covers within 24 hours of initial cleaning" | Scheduled return visit; Project Manager verification | Timestamped photos; sign-off |
| "Upholstery will be free of all stains and dirt...dry within 12 hours" | Reduced moisture application; fabric-appropriate methods; air mover focus on upholstered items | Same as carpet criteria |
| "Chair mats...placed in position and area so that they do not fall on surrounding furniture" | Mats stacked vertically against wall with padding; never leaned on furniture; USDC replaces when dry per SOW 3.3 | Placement photos |
TRANSITION PLAN
12. Mobilization Sequence
| Day | Activity | Responsible Party |
|---|---|---|
| Day 1-2 of Award | Submit employee names for security clearance | Project Manager |
| Day 3-5 | Confirm site review attendance; schedule badge appointment with USDC | Project Manager |
| Day 6-14 | Security checks processing | USDC / GSA Security |
| Day 15-20 | Badge issuance appointment; equipment procurement/refurbishment; chemical inventory | Project Manager; Site Supervisors |
| Day 21 | Final crew briefing; security protocol training; emergency procedure review | Project Manager |
| Day 22 | Pre-cleaning site walk-through with USDC; confirm first night schedule; exchange after-hours contact numbers | Project Manager + USDC Representative |
| Day 23+ | Commence cleaning operations per approved schedule | Full Crew |
PAST PERFORMANCE
13. Relevant Contract References
Per solicitation emphasis on technical acceptability and SOW Section 1.4 five-year experience requirement, we provide the following:
Reference 1: Regional Hospital Carpet and Floor Care
| Element | Description |
|---|---|
| Contract Period | 3 years [FILL IN: dates] |
| Client | [FILL IN: Hospital name and city] |
| Scope | [FILL IN: approximate square footage] of carpeted area; hot water extraction; hard floor care; upholstery cleaning |
| Annual Value | [FILL IN: $ amount or range] |
| Contact | [FILL IN: Name, Title, Phone, Email] |
| Relevance to This Requirement | Directly comparable scope: commercial healthcare carpet cleaning with infection control constraints; evening operations to avoid patient disruption; equipment portability requirements due to elevator limitations |
Reference 2: State Office Building Nightly Janitorial
| Element | Description |
|---|---|
| Contract Period | [FILL IN: dates; note if ongoing] |
| Client | [FILL IN: State agency, building addresses] |
| Scope | Nightly janitorial services including carpet spotting, floor care, and periodic extraction coordination |
| Annual Value | [FILL IN: $ amount or range] |
| Contact | [FILL IN: Name, Title, Phone, Email] |
| Relevance to This Requirement | Demonstrates capability for secure government facility operations; after-hours performance; reliability and trustworthiness with public building access |
Reference 3: [FILL IN: Additional commercial carpet cleaning contract if available, or additional detail on hospital/ office contract scope]
PRICE PROPOSAL SUMMARY
14. Pricing Structure
Per SOW and Special Requirements (Pages 2, 4-5), quotes provided separately for each courthouse with separately priced Year 2 option:
| Line Item | Base Year Price | Year 2 Option Price |
|---|---|---|
| Project 1: 333 Lomas Blvd NW, Albuquerque | ||
| Hot water extraction, all carpeted areas (floors 2-7, ~128,675 sq. ft.) | [FILL IN: $] | [FILL IN: $] |
| Additional low-moisture cleaning, 2nd floor only (~33,640 sq. ft. equivalent) | [FILL IN: Included above or separate? Specify] | [FILL IN: $] |
| Upholstery cleaning (minimum 100 chairs pro-rata allocation) | [FILL IN: $] | [FILL IN: $] |
| Emergency spot cleaning (minimum 12 visits pro-rata allocation) | [FILL IN: $] | [FILL IN: $] |
| Project 1 Subtotal | [FILL IN: $] | [FILL IN: $] |
| Project 2: 421 Gold SW, Albuquerque | ||
| Hot water extraction, all carpeted areas (~11,000 sq. ft.) | [FILL IN: $] | [FILL IN: $] |
| Upholstery cleaning (share of 100 chairs) | [FILL IN: $] | [FILL IN: $] |
| Emergency spot cleaning (share of 12 visits) | [FILL IN: $] | [FILL IN: $] |
| Project 2 Subtotal | [FILL IN: $] | [FILL IN: $] |
| Project 3: 106 So. Federal Place, Santa Fe | ||
| Hot water extraction, all carpeted areas (~12,450 sq. ft.) | [FILL IN: $] | [FILL IN: $] |
| Upholstery cleaning (share of 100 chairs) | [FILL IN: $] | [FILL IN: $] |
| Emergency spot cleaning (share of 12 visits) | [FILL IN: $] | [FILL IN: $] |
| Project 3 Subtotal | [FILL IN: $] | [FILL IN: $] |
| GRAND TOTAL — ALL PROJECTS | [FILL IN: $] | [FILL IN: $] |
Price Validity: Per Page 2, quotes valid through December 30, 2022 [Note: solicitation contains conflicting dates—April 29, 2022 on Page 1 says valid through September 30, 2022; Page 2 says December 30, 2022. We comply with later date pending clarification.]
Payment Terms: Per SOW Section 1.4 and Page 2: "The contractor must be willing to start work based on a Purchase Order. No down payments or advances will be allowed." We accept these terms. Partial invoices permitted once per week per SOW Section 3.1 (Page 7).
Service Contract Act Compliance: Per Wage Determination 2015-5443 Rev. 15 (Pages 16-34), incorporated in solicitation. [FILL IN: Identify applicable occupational classification for carpet cleaning technicians—potentially 11122 Housekeeping Aide at $11.73/hr, 11150 Janitor at $11.73/hr, or 23370 General Maintenance Worker at $17.65/hr, or 23140 Carpet Layer at $21.77/hr depending on DOL classification. Request formal conformance via SF-1444 if needed.] We certify all employees will receive Health & Welfare benefit of $4.60/hr (or $4.23/hr if EO 13706 applies) and required vacation/holiday benefits.
SCHEDULE OF OPERATIONS
15. Proposed Timeline
| Milestone | Target Date | Contingency |
|---|---|---|
| Contract award | [FILL IN: Per USDC funding availability per SOW 3.1] | — |
| Security clearance submission | Within 14 calendar days of award per SOW 1.4 | [FILL IN: Backup personnel identified if primary clears slowly?] |
| Badge issuance | [FILL IN: estimate based on USDC schedule] | Cannot commence without badges |
| First cleaning commenced | Within [FILL IN] days of badge issuance | [FILL IN] |
| 333 Lomas completion | [FILL IN: consecutive evenings from start] | [FILL IN] |
| 421 Gold completion | [FILL IN: consecutive evenings] | [FILL IN] |
| 106 So. Federal Place completion | [FILL IN: consecutive evenings within one week] | [FILL IN] |
| Annual cycle complete | [FILL IN] | [FILL IN] |
| Low-moisture 2nd floor 333 Lomas | 6 months after hot water extraction | Scheduled at contract kickoff |
CERTIFICATIONS AND REPRESENTATIONS
16. Required Solicitation Provision Responses
Provision 3-5, Taxpayer Identification and Other Offeror Information (Page 11-12):
| Item | Response |
|---|---|
| Taxpayer Identification Number (TIN) | [FILL IN: Company's EIN] |
| TIN has been applied for | [FILL IN: Check if applicable] |
| Type of organization | [FILL IN: Select: sole proprietorship; partnership; corporate entity (not tax-exempt); corporate entity (tax-exempt); etc.] |
| Women Owned Business | [FILL IN: Check if applicable based on actual company status] |
| Minority Owned Business | [FILL IN: Check if applicable; if yes, specify sub-type] |
Provision 3-195 / 3-220, Service Contract Act Exemption Certification (Pages 12-14):
We [FILL IN: do / do not] certify that our services meet the exemption criteria under Provision 3-220 (established catalog/market prices, services offered regularly to non-Governmental customers, employees spending <20% of time on Government contract, same compensation plan as commercial customers).
[FILL IN: If claiming exemption, provide evidence of catalog pricing and commercial customer percentage documentation. If NOT claiming exemption, confirm compliance with Wage Determination 2015-5443 and acknowledge Clause 3-160, Service Contract Act of 1965 inclusion.]
Clause 3-300, SAM Registration (Page 10): Confirmed active in SAM.gov. [FILL IN: Provide UEI]
Clause 3-305 / 3-310, EFT Registration: Confirmed. [FILL IN: Verify account information current in SAM]
Insurance — Clause 6-20 (Page 10): [FILL IN: Specify General Liability coverage amount; confirm Certificate of Insurance naming GSA as beneficiary will be provided upon award, per Page 2]
ATTACHMENTS
Proposed Attachments to Proposal:
| # | Document | Status |
|---|---|---|
| A | [FILL IN: Certificate of Insurance sample / proof of current coverage] | [FILL IN: Attach] |
| B | [FILL IN: SDS for all proposed cleaning chemicals, highlighting low-odor and non-toxic characteristics] | [FILL IN: Attach] |
| C | [FILL IN: Equipment specifications for portable hot water extraction units] | [FILL IN: Attach] |
| D | [FILL IN: Technician certifications (IICRC, CRI, etc.)] | [FILL IN: Attach or note if unavailable] |
| E | [FILL IN: Letters of reference from hospital and state building clients] | [FILL IN: Attach] |
| F | [FILL IN: SF-1444 draft if SCA conformance required] | [FILL IN: Prepare if needed] |
This is an AI-generated draft for your review. Verify every requirement against the solicitation before submitting.
8. Pricing Strategy
Contract Type: Firm-Fixed Price (FFP) with Option Year
Per Provision 4-1, Type of Contract (JAN 2003) (p. 11), the Judiciary plans to award a Firm-Fixed type of contract, and all offers must be submitted on this basis. Alternate offers based on other contract types will not be considered.
Required Price Structure
The solicitation requires separate quotes for each courthouse plus a separately priced second year option:
| Location | Solicitation Reference | Pricing Requirement |
|---|---|---|
| 333 Lomas Blvd NW, Albuquerque (PVD Courthouse) | p. 2, p. 6 | Fixed price for all services including hot water extraction, low-moisture cleaning, emergency spot cleaning, upholstery |
| 421 Gold SW, Albuquerque (Historical Courthouse) | p. 2, p. 6 | Fixed price for all services |
| 106 So. Federal Place, Santa Fe (Santiago E. Campos Courthouse) | p. 2, p. 6 | Fixed price for all services |
| Second Year Option | p. 2, Special Requirements; p. 10, Clause 2-90D | Same work, priced separately from original bid |
Cost Elements to Include
| Cost Element | Source/Requirement | Notes |
|---|---|---|
| Direct Labor | SCA Wage Determination 2015-5443, Rev. 15 (pp. 23-34) | Must comply with Service Contract Act. Relevant classifications: Cleaner Vehicles ($12.79/hr), Janitor ($11.73/hr), Laborer ($13.17/hr), Carpet Layer ($21.77/hr). Health & Welfare: $4.60/hr up to 40 hrs/week |
| Health & Welfare Fringe | WD 2015-5443, p. 30 | $4.60/hr (or $184/week or $797.33/month). If EO 13706 applies: $4.23/hr |
| Paid Sick Leave | EO 13706 (p. 30) | 1 hour per 30 hours worked, up to 56 hours/year if contract awarded on/after Jan 1, 2017 (applies) |
| Vacation/Holiday | WD 2015-5443, p. 30 | 2 weeks after 1 year; holidays per SCA |
| Overtime/Night Differential | p. 1, p. 4 | All work evenings/weekends; SCA night pay may apply if regular tour of duty |
| Equipment/Materials | p. 8, SOW 4.3 | Contractor furnishes ALL equipment and materials; no storage at courthouses; portable units only (p. 4) |
| Low-odor, non-toxic chemicals | p. 4, Special Requirements | Must factor into material costs |
| Transportation/Travel | p. 4, p. 7-8 | Between Albuquerque and Santa Fe (≈65 miles); nightly equipment transport; no overnight storage |
| Security Clearance/Badging Costs | p. 1, Special Requirements; p. 4 | Fingerprinting, background checks for all employees |
| Plastic Protective Covers | SOW 3.3, p. 7 | Required; must return within 24 hours to remove |
| Insurance | p. 2, Special Notes; Clause 6-20, p. 10 | Certificate of General Liability Insurance naming GSA as beneficiary (required); work on Judiciary facility coverage |
| Supervision/Project Management | SOW 1.4, p. 4 | Dedicated Supervisor/Project Manager—I recommend pricing as overhead or direct labor depending on involvement level |
Pricing Risks & Mitigation
| Risk | Source | Mitigation Strategy |
|---|---|---|
| SCA Wage Determination compliance | WD 2015-5443 attached, p. 23 | Use WD 2015-5443 Rev. 15; monitor for revisions before award; [FILL IN: Confirm company's current SCA compliance status and experience with certified payroll] |
| EO 14026 minimum wage ($15/hr) | WD p. 23 header | Must pay $15.00/hr or WD rate, whichever is higher. For SCA occupations above $15, use WD rate; for those below, floor is $15/hr |
| No down payments/advances | p. 1, p. 2, p. 4 | Cash flow risk; price to cover front-loaded costs (equipment, chemicals, initial mobilization). Invoice weekly after inspection/approval per SOW 3.1, p. 7 |
| Square footage "approximate"—no changes post-award | p. 1, Special Notes | CRITICAL: Attend field measurements April 14-15, 2022 (p. 2); verify all SF measurements; build modest contingency (5-10%) into fixed price for measurement variance |
| Travel between ABQ and SF | Multiple locations | Consider fuel, vehicle wear, driver time, potential lodging if same-night return impractical for SF work |
| Security clearance delays | p. 1, p. 4 | Two-week deadline post-award to submit names; build timeline risk into price or propose start date contingent on badge issuance |
| Damages liability | p. 2, p. 4 | Factor insurance costs; include damage waiver/clause review by counsel; [FILL IN: Confirm current GL policy limits meet Clause 6-20 requirements] |
| Purchase Order start | p. 1, p. 2, p. 4 | No formal contract until PO issued; ensure quote validity through December 30, 2022 (p. 2, conflicting with earlier September 30 date—use later date) |
Basis of Award
Lowest priced, technically acceptable (p. 1, Special Notes). No benefit to "buying in" with below-cost pricing; must be technically acceptable first, then price decides. Target competitive but sustainable pricing.
9. Questions to Submit to the Contracting Officer
Submit via email or fax to Lydia Piper; deadline: noon on April 20, 2022 (p. 2). All questions must be in writing.
| # | Question | Strategic Purpose |
|---|---|---|
| 1 | "Page 2 states quotes must be valid through both September 30, 2022, and December 30, 2022. Please confirm the correct quote validity expiration date required." | Eliminate ambiguity; protect against late award scenarios |
| 2 | "Attachment A, Clause 2-90D (p. 10) contains blank fields for option exercise timeline and maximum contract duration. What are the specific days prior to expiration for preliminary notice and final exercise, and what is the maximum total contract duration including options?" | Needed for pricing option year and understanding commitment horizon |
| 3 | "SOW Section 3.0, Table A (pp. 5-6) lists duplicate approximate square footage of 8,410 sqft for all four quadrants of the 2nd floor at 333 Lomas, totaling 33,640 sqft for that floor alone. Please confirm whether these are four separate areas each at 8,410 sqft, or if 8,410 sqft represents the total 2nd floor and should be divided among quadrants for scheduling purposes." | Critical for accurate pricing and crew scheduling |
| 4 | "The SCA Wage Determination 2015-5443 does not list a specific 'Carpet Cleaner' or 'Floor Care Technician' classification. Would the Classification/Conformance process under 29 CFR 4.6(b)(2) be required, or may we use the most closely related listed classification (e.g., Cleaner Vehicles, Janitor, or Carpet Layer) for our cleaning technicians?" | SCA compliance risk; if conformance needed, 30-day post-award process affects initial pay rates |
| 5 | "For SCA compliance under EO 14026, if the WD rate for a classification is below $15.00/hour, is the $15.00 floor applicable to all hours worked by that employee, or only hours worked on this contract?" | Labor cost calculation accuracy; dual-pay-rate complexity if employee works commercial and federal contracts |
| 6 | "SOW 1.4 (p. 4) requires 'at least five years' experience with commercial level carpet cleaning and upholstery cleaning.' Must this experience reside with the proposing entity, or may key personnel experience from previous employers satisfy this requirement?" | Eligibility clarification; small business may rely on individual experience |
| 7 | "For the mandatory site visit/Project Review Meeting, may additional representatives attend beyond those initially confirmed by COB April 11, or substitute personnel if conflicts arise? Is attendance waivable with prior video walkthrough or alternative arrangement per the accommodation language on page 2?" | Flexibility for small business with limited staff; pandemic/other contingency planning |
| 8 | "SOW 4.4 (p. 8) prohibits access to Judiciary IT networks. Do employees' personal cell phones for scheduling/communication with supervisors constitute 'access' if they connect to public cellular networks within the facility, or is this prohibition limited to Wi-Fi/Bench and Bar network connection?" | Operational practicality; define scope of restriction |
| 9 | "Please confirm the required general liability insurance coverage limits under Clause 6-20 (p. 10), and whether the certificate naming GSA as beneficiary must also name the U.S. District Court for the District of New Mexico or the Administrative Office of the U.S. Courts." | Insurance cost certainty; certificate accuracy to prevent award delay |
| 10 | "May subcontractors be used for any portion of this requirement, and if so, are there notification or approval requirements for subcontractor personnel who will also require security clearances and badges?" | Capacity flexibility; small business teaming strategy |
10. Submission Checklist
| Item | Requirement | Source | Status |
|---|---|---|---|
| ⬜ Deadline | April 29, 2022 (time not specified—recommend COB Mountain Time) | p. 1, p. 2 | [FILL IN: Confirm exact time with CO if not stated in final amendment] |
| ⬜ Method of Submission | Mail, hand deliver, fax, or email to Lydia Piper | p. 3 | [FILL IN: Select preferred method; recommend email with read receipt] |
| ⬜ Quote Validity | Through December 30, 2022 (use later of two dates) | p. 2 | |
| ⬜ Separate Quotes per Courthouse | Individual pricing for: (1) 333 Lomas ABQ; (2) 421 Gold ABQ; (3) 106 So. Federal Place SF | p. 2, Special Requirements | Must be separate, not rolled into single price |
| ⬜ Second Year Option | Same work, priced separately from original bid | p. 2, p. 4, Special Requirements | Include as distinct line item or attachment |
| ⬜ Proposed Schedule of Operations | Including estimated times for completion of work | p. 1, Special Notes; p. 2 | Required with quote |
| ⬜ Emergency Spot Cleaning—12 visits minimum | Included in quote, covering ABQ and SF, all spot/stain types | p. 2, p. 4 | Confirm capability and price |
| ⬜ Upholstery Cleaning—100 chairs minimum | Included in quote, covering ABQ and SF, all spot/stain types | p. 2, p. 4 | Confirm capability and price |
| ⬜ SAM Registration | Active in System for Award Management | Clause 3-300, p. 10 | [FILL IN: Verify SAM UEI/CAGE status and expiration date] |
| ⬜ EFT Registration | Payment by Electronic Funds Transfer—SAM registration | Clauses 3-305, 3-310, p. 10 | |
| ⬜ Taxpayer Identification (TIN) | Provide TIN or indicate if applied for | Provision 3-5, p. 11-12 | |
| ⬜ Organization Type | Check applicable box (sole proprietorship, partnership, corporate, etc.) | Provision 3-5(e), p. 12 | |
| ⬜ Contractor Representations | Check socio-economic status if applicable | Provision 3-5(f), p. 12 | [FILL IN: Confirm if AwardMagnet qualifies for any socio-economic programs] |
| ⬜ Service Contract Act Compliance | If estimated cost over $2,500, attach DOL wage rate determination (included in solicitation) | p. 11 | WD 2015-5443 Rev. 15 already attached; identify applicable classifications |
| ⬜ SCA Exemption Certification | If claiming exemption under Provision 3-195 or 3-220, complete certification | pp. 12-14 | [FILL IN: Determine if commercial/catalog pricing exemption applies] |
| ⬜ General Liability Insurance Certificate | Naming GSA as beneficiary | p. 2, Special Notes; Clause 6-20, p. 10 | [FILL IN: Obtain certificate from insurer; verify limits meet Clause 6-20] |
| ⬜ Confirmation of Site Attendance | COB April 11, 2022 to Lydia Piper via email | p. 2 | [URGENT—PAST DUE IF NOT ALREADY SENT] |
| ⬜ Confirmation of Intent to Submit | COB April 11, 2022 to Lydia Piper via email | p. 2 | [URGENT—PAST DUE IF NOT ALREADY SENT] |
| ⬜ Photo Authorization List | Names of site tour attendees wishing to take photos, COB April 11, 2022 | p. 2 | [FILL IN: Submit if applicable] |
| ⬜ Attendance at Project Review/Field Measurements | April 14, 2022, 10:00 a.m. (ABQ) and April 15, 2022, 11:00 a.m. (SF) | pp. 1-2, SOW 1.4, p. 4 | Mandatory; meet in lobby of respective courthouse |
| ⬜ Acknowledgment of Attachment A Terms and Conditions | All contractors must agree to Terms and Conditions in Attachment A | p. 1, Special Notes | [FILL IN: Sign or include acknowledgment statement] |
| ⬜ Attachment A Applicable Clauses | Review markup in Attachment A for checked clauses | pp. 10-11 | Ensure understanding of all checked (X) clauses incorporated by reference |
| ⬜ No Standard Forms Required | No SF-1449, SF-33, or other standard forms explicitly required | N/A in document | Verify no additional instruction in any amendmen |
| ⬜ Electronic Signature/Submission Format | Not specified; use professional format with authorized signature | [FILL IN: Confirm signature requirements if email submission used] | |
| ⬜ Backup Documentation | Experience documentation, equipment lists, chemical MSDS sheets, staff resumes | SOW 1.4 (5 years experience), p. 4 | [FILL IN: Prepare technical capability evidence] |
Critical Action Items Immediately Pending
- If not already completed: Contact Lydia Piper today regarding April 11 confirmations (site attendance, intent to submit, photo list). These are past deadline but immediate outreach may preserve eligibility.
- Attend mandatory site visits: April 14 (ABQ) and April 15 (SF) — bring measuring equipment, camera (with prior authorization), and note-taking materials for field verification of all square footages.
- Verify SAM registration: Essential for award; check at SAM.gov.
This is an AI-generated draft for your review. Verify every requirement against the solicitation before submitting.
This is a real AwardMagnet package. It was generated for a public U.S. District Court (New Mexico) request for quotes, for a fictional 12-person cleaning company, so it contains [FILL IN] markers where company details would go. Yours is built for your solicitation and your company. Try a free check or get your package ($750).