USDA Snow Removal RFQ Proposal Gap Analysis and Compliance Review

Solicitation / RFQ Number

1232SA26Q0432

Explicitly referenced throughout

Covered

Service / Project

Seasonal snow removal / ice treatment services for USDA ARS CCRU

Matches project and location

Covered

Place of Performance

502 Walnut Street, Madison, WI 53726

Explicitly stated

Covered

Period of Performance

07/01/2026–06/30/2031 (base + 4 option years)

Explicitly stated

Covered

Contract Type

Firm-Fixed Price (FFP)

States firm-fixed-price quotation

Covered

Award Approach / Evaluation

LPTA process described; best value language also present

States LPTA and single award; does not address past performance submission

Partially Covered

Quote components

Include FFP quote on letterhead with item description, unit price per item, total price for all CLINs; include SAM UEI

States quote on letterhead; UEI on letterhead; refers to Attachment 4; does not show item descriptions/unit prices in narrative

Partially Covered

If letterhead pricing detail is not actually included, quote may be deemed nonresponsive.

Attachment 4

Completed and signed Attachment 4 Price Schedule of Line Items

States completed and signed Attachment 4 included (base + all option years)

Covered

Ensure the actual submission includes signed Attachment 4.

Pricing for all items

To be responsive, submit pricing for all items; pricing for base + all option periods on individual CLINs

States pricing included for base + all options and complete for all CLINs

Covered

None.

Electronic submission method

Submit electronically by email only to Contract Specialist; reference solicitation number

Does not explicitly state email submission/compliance to address/subject line requirements

Gap

Administrative noncompliance could risk rejection if misdirected or missing required reference in email.

Submission deadline

Due Monday, May 4, 2026 by 3:00 p.m. CT; no late quotes

Not acknowledged

Gap

No explicit internal control statement to ensure on-time submission.

Acceptance period

Hold prices firm for 60 calendar days

Explicitly agrees to 60 days

Covered

None.

Questions process

Questions via email only; due April 29, 2026 at 12:00 PM CT; no calls

Not addressed

Gap

Low performance risk, but indicates lack of procedural acknowledgement.

Site visit

Site visit scheduled Apr 27, 2026; POC provided

Not addressed (attendance not required stated nowhere in criteria)

Gap

If site conditions materially affect approach/pricing, lack of acknowledgement could be viewed as limited diligence.

Sign-in for interior access

Incoming personnel must report for sign-in when interior work required; sign-in and escort

Acknowledges sign-in/escort if interior access required

Covered

Add an SOP-style sentence: ‘No unescorted interior access; comply with COR direction.’

Hygiene protocols

All contractors expected to follow current hygiene protocols

Acknowledges following current hygiene protocols

Covered

None.

PIV / workforce integrity clause (AGAR 452.204-71)

If applicable, comply with PIV policies; appoint PIV rep; maintain list; vet personnel; prevent substitution; removal/replacement

Mentions ‘workforce integrity and accountability should PIV or other access credentials become applicable’ and removal/replacement on Gov direction

Partially Covered

Missing: explicit PIV representative appointment, maintained eligibility list, and specific controls against identity substitution/fraud indicators.

Basic safeguarding of covered contractor information systems (52.240-93)

Safeguarding requirements may apply if covered information systems are used

Not addressed

Gap

If any Government information is handled (emails, work orders), lack of acknowledgement may be viewed as compliance weakness.

AGAR 452.203-70 (Provision) / 452.203-71 (Clause)

Anti-discrimination & DEI compliance certification; conditions of payment; include in subcontract solicitations (452.203-71(f))

Explicitly acknowledges and certifies compliance; states flowdown to subcontractors

Covered

Add explicit statement that subcontract solicitations will include 452.203-71 language verbatim (if subcontracting anticipated).

FAR 52.204-13 SAM Maintenance (if checked)

Maintain active SAM registration

States SAM will be maintained current for duration

Covered

None.

FAR 52.237-2 Protection of Government Buildings, Equipment, and Vegetation

Protect property/vegetation; repair/avoid damage

Commits to property protection; markers; careful operations near landscaping

Covered

Consider adding a damage-reporting and corrective action commitment.

FAR 52.237-3 Continuity of Services

Maintain continuity; orderly transition; continued performance

Implicit continuity (on-call staffing; replacement staff); not explicitly tied to clause requirements

Partially Covered

Add explicit ‘continuity of services’ statement and contingency plan (equipment failure, staffing, severe storms).

FAR 52.222-41 SCLS + WD#2015-4897

Pay required wages/fringes; comply with WD

Explicitly commits to comply with SCLS and WD#2015-4897

Covered

None.

FAR 52.222-50 Combating Trafficking in Persons

Prohibit trafficking-related activities; compliance plan if applicable

Not addressed

Gap

Add a one-paragraph certification of compliance and (if applicable) note existence of internal policy/training.

FAR 52.224-3 Privacy Training (if applicable)

Ensure privacy training for personnel handling personal data

Not addressed

Gap

Add conditional compliance: ‘If personnel handle Government PII, we will complete required privacy training prior to access.’

FAR 52.226-8 Texting while driving

Encourage ban on texting while driving

Not addressed

Gap

Add policy statement for vehicle operators.

FAR 52.203-17 Whistleblower rights / 52.203-19 internal confidentiality statements

Employee notice rights; do not require prohibited confidentiality agreements

Not addressed

Gap

Add brief compliance acknowledgement to reduce clause-compliance ambiguity.

Scope objective

Provide a clean workplace free of snow and ice; perform all locations as on site map

Commits to safe/compliant services across lot/sidewalks/entries; references CCRU location image

Covered

Good alignment; consider explicitly stating “clean workplace free of snow and ice” as the outcome standard.

Parking lot snow removal areas

Entire parking lot + incline to loading dock; per map

Explicitly covers parking lot, incline, loading dock area

Covered

None.

Dumpster access

Plow around garbage and recycling dumpsters; keep clear for pickup

Explicitly commits to plow around dumpsters and keep pickup area clear

Covered

None.

Accumulation trigger

Snow removal dictated by one inch or greater accumulation

Explicitly acknowledges 1-inch trigger and monitoring to initiate promptly

Covered

None.

Neighboring property protection

Avoid damaging Forest Products soil/grass line; avoid blocking their entrance pathways

Explicitly commits to avoid damage and blocking; describes controlled turning/blade positioning

Covered

None.

Pre-season markers

Place markers before inclement weather to show boundaries/sidewalks; avoid lawn/landscaping damage

Explicitly states preseason placement of visible markers

Covered

None.

Sidewalk clearing locations

North side (Gifford Pinchot & Walnut), between building/lot, to front entry, to loading dock doors, to greenhouse exterior door

Explicitly lists all these sidewalk/door routes

Covered

None.

Ice treatment — contractor-furnished

Provide salt/deicer for parking lot and sidewalks regardless of snow presence; as conditions warrant

Explicitly commits to furnish/apply regardless of snow presence; proactive for black ice etc.

Covered

None.

Ice treatment — Government-furnished alternative deicer

USDA provides alternative deicer only at main/front entrances and sidewalk/steps to loading dock indicated by container presence

Explicitly recognizes container-indicated areas and limited use

Covered

None.

Restricted application surfaces

Apply provided deicer only over concrete pavers at front sidewalk entrance way + sidewalk pavers/steps leading to loading dock entrance

Explicitly commits to apply only to those pavers/steps and not elsewhere

Covered

None.

All other surfaces

Contractor provides standard deicer for all other surfaces

Explicitly commits to contractor-furnished deicer elsewhere

Covered

None.

Licensed drivers

All personnel operating motor vehicles must have valid current driver’s license appropriate to vehicle class/jurisdiction

Explicitly commits and describes verification controls

Covered

None.

Key personnel / supervision

Contractor supplies personnel; supervision and coordination is contractor responsibility

Describes supervisor/foreman dispatch and QC role

Covered

None.

Deliverables / schedule

Deliverables arrive at CCRU loading dock during normal hours (Mon–Fri 7:30–4:00 CDT)

No explicit acknowledgement; proposal discusses operations but not “deliverables” timing

Gap

Could be minor if no physical deliverables are required; but requirement is stated and should be acknowledged.

Travel

Government travel not authorized; trip charges/fees must be pre-approved and outlined

Not addressed

Gap

Risk of later dispute on extra charges for mobilization/trips; add explicit ‘no trip charges unless pre-approved’ statement.

Data rights / proprietary info

Proprietary info applicable to contractor tasks should be outlined with guidance to protect if warranted

Not addressed

Gap

If proposal includes proprietary methods/pricing, mark and state handling expectations.

Section 508

N/A

Not addressed

Covered

No action required.

Technical acceptability narrative detail

Provide detailed explanation of ability to perform; address how requirements in SOW will be accomplished; simple capabilities statement insufficient

Provides detailed operational approach for all major SOW tasks

Covered

Strength: supports ‘Acceptable’ technical rating.

Exceptions disclosure

Explain any SOW requirement that cannot be accomplished; exceptions may cause unacceptable

States ‘no exceptions’ to SOW; confirms ability to accomplish all tasks

Covered

Ensure no contradictions elsewhere (e.g., deliverables/travel).

Past performance information

Government may use contractor references, USDA history, CPARS; ratings acceptable/neutral/unacceptable

No references, contract examples, or CPARS identifiers provided

Gap

May not prevent evaluation (Gov may use other sources), but reduces chance of ‘Acceptable’ vs ‘Neutral’ and limits evaluator confidence.

LPTA method awareness

Only lowest priced evaluated first; then next if unacceptable

Acknowledges LPTA/single award; does not address how past performance will be assessed

Partially Covered

Low direct risk; include brief statement that references are available upon request.

R-01

Quote rejected or deemed nonresponsive due to submission admin errors (wrong email/subject/missed deadline)

No explicit acknowledgement of email-only submission, addressee, and deadline controls

Medium

High

Add a ‘Submission Compliance’ section stating email, address, subject line, and internal submission timing controls.

R-02

Technical rating questioned due to missing SOW administrative items (deliverables window, travel/trip charge policy, data rights)

SOW Sections 5/6/9 not addressed

Medium

Medium

Add explicit compliance statements for deliverables hours, no trip charges unless pre-approved, and proprietary marking/handling.

R-03

Past performance evaluated as Neutral or questioned due to lack of references/CPARS identifiers

No past performance submission content

High

Medium

Provide 2–3 recent references, contract summaries, and permission to access CPARS if applicable.

R-04

Post-award compliance risk for PIV/workforce integrity requirements

AGAR 452.204-71 only partially addressed (no PIV rep/list/anti-substitution controls)

Medium

High

Add workforce integrity control statements: identity verification, roster control, substitution prohibition, PIV coordinator designation.

R-05

Clause compliance ambiguity flagged by evaluator (trafficking, privacy training, texting while driving, whistleblower rights)

No explicit acknowledgements/policies cited

Medium

Medium

Add a ‘FAR/AGAR Compliance Acknowledgements’ appendix with short affirmative statements and policy references.

Add a one-page ‘Submission Compliance Checklist’

52.212-1 submission method, deadline, solicitation reference; acceptance period

State: email-only submission to monte.jordan@usda.gov; subject line includes Solicitation #; confirm no late quotes; reiterate 60-day acceptance

Reduces nonresponsive/rejection risk due to administrative omission.

Include a Past Performance appendix

Past performance evaluation criteria / CPARS consideration

Provide references (name/email/phone), brief scope, period, dollar value, performance outcomes; optionally DUNS/UEI/CPARS links if available

Improves confidence and likelihood of ‘Acceptable’ past performance versus ‘Neutral’.

Explicitly address SOW Sections 5/6/9 (deliverables hours, travel, data rights)

SOW Deliverables/Schedule; Travel; Data Rights

Add statements: deliveries to loading dock only M–F 7:30–4:00; no trip charges unless pre-approved/written; mark proprietary info and propose safeguarding handling

Closes small but explicit SOW gaps; reduces dispute risk.

Expand PIV/workforce integrity compliance language

AGAR 452.204-71 (a)–(f)

Identify a PIV compliance representative role; commit to maintaining an authorized personnel roster; state anti-substitution controls and immediate removal/replacement process

Reduces high-impact compliance risk and aligns with material contract terms/CPARS implications.

Add a concise FAR/AGAR clause acknowledgement matrix (select high-salience clauses)

52.222-50, 52.226-8, 52.224-3, 52.203-17/19, 52.240-93 (as applicable)

Provide brief affirmative compliance statements and note existing corporate policies/training

Reduces evaluator uncertainty; strengthens technical acceptability narrative.

Clarify pricing artifact completeness

Price evaluation instructions (Attachment 4 + letterhead line-item detail)

In the proposal narrative, explicitly confirm that letterhead pricing includes item description, unit price, and extended totals for each CLIN

Mitigates risk that evaluator cannot locate required price elements.