The contracting officer determines if an offeror is a "responsible prospective contractor" by evaluating their capability to perform the contract requirements, as outlined in FAR 9.104-1. This assessment applies to all federal contracts and is separate from the technical and price evaluations of the proposal itself.
To be considered responsible, an offeror must have adequate financial resources, be able to comply with the required delivery or performance schedule, have a satisfactory performance record, have a satisfactory record of integrity and business ethics, and have the necessary organization, experience, accounting and operational controls, and technical skills. The contracting officer also considers whether the offeror has the necessary production, construction, and technical equipment and facilities. For janitorial services, this would include having the appropriate staff, equipment, and management structure to manage the contract requirements effectively.
While state and local contracts also require vendors to be capable, they follow their respective state procurement codes and vendor guides, which may have different criteria or processes for determining responsibility compared to the federal FAR.