Site Vist Questions_Answers 2-27-2026.docx

1. Could you please share with us the site plans?

Yes

2. During the site visit we were informed that the bathrooms are 180 sq ft. Could you clarify if this is an error or the actual measurement?

Not all bathrooms are the same size. There is a total sq ftg count on the provided chart.

3. On some floors, there is plastic on the glass walls. Are we supposed to clean and/or remove that?

The windows are frosted or tented glass and the film should stay in place. They only require cleaning for tented or frosted glass.

4. The 4th floor is currently empty. When would it be in use again?

We can’t say precisely – vendor should continue to maintain bathrooms and floors. The PWS has been updated to reflect this answer. Currently the restrooms 401 and 403 are maintained daily, the floor landings are swept and cleaned weekly.

5. Do the three elevators reach all 14 floors?

3 passenger elevators (Ground Floor to 14th Floor) and 1 service elevator (Basement to 14th Floor)

6. On the 6th floor, there are stick pads at the entrance. Are we responsible for replacing these, and if so, how frequently?

No. Sticky Mats are maintained by the Government (on 5th floor, there are no Sticky Mats on the 6th floor).

7. Are we cleaning the basement as well?

Yes, cleaning the basement includes offices B02 and B06. Details sweep and clean floors in offices and hallway from the service elevator to the restrooms landing in front of B08 and B09. Trash and recycling collection daily.

8. Could you confirm how much of the total square footage is tile and how much is carpet?

Refer to square footage chart.

9. Windows: Are windows required to be cleaned both internally and externally? Please clarify the exact expectations for this task.

Only interior/ exterior window cleaning is conducted at the Employee entrance & Visitor entrance doorways. 14th floor glass doors both sides. All other exterior window cleaning is not part of the janitorial contract.

10. SANOR Dispensing System: Who is responsible for the maintenance and cartridge replacement for the SANOR dispensing systems in the toilets/Urinals?

This will be included with the janitorial contract as a CLIN.

11. Working Hours: Is all work currently performed during normal business hours as stated in the PWS, or is there a night shift for general cleaning and project work, such as carpets and floors?

Work is done within normal business hours. There is no current night shift.

12. Security Clearance: What security clearance process is required for contractors (e.g., E-APP or HSPD-12)?

HSPD-12

13. Parking: Is on-site parking available for custodial staff?

Yes

14. Communication: Is there a radio system provided by the NAL, or is it the responsibility of the contractor?

Radio provided by the Government

15. Archive Areas: What are the daily cleaning requirements for the archive areas on floors 6 through 13?

Details for archive areas: Daily sweeping and monthly cleaning, Secured areas require escort by Special Collections Department for monthly dusting, sweeping, and cleaning (5th, 8th, 12th, and 13th).

16. Vacant Space: Should all vacant space be included in the proposal bid, with the NAL deducting space and costs following the award?

Vacant space should be included. Assume continued maintenance of floors, bathrooms, hallways, etc. When space is occupied, the level of effort, including trash removal, will increase.

17. Current Staffing: What is the current staffing level, including the number of full-time employees and lead supervisors?

We are not privileged to this information. This is the contractor’s decision on how to perform the contract.

18. Would the government please provide the floor plan(s)?

Yes

19. Is there an exterior window cleaning requirement? Section 9.5.16 is unclear.

Similar to Q.9 Exterior window cleaning is not a requirement

20. In reference to Section: 10.2.5 - Please confirm total number of floors of facilities.

Sixteen floors (Ground, Basement, 1 through 14)

21. Square Footage Breakdown: The PWS lists a maintained area of 185,700 SF. Can the end user provide the specific square footage split between carpet and hard-surface flooring? This is required to accurately price the stripping and waxing scope.

Same as question #8.

22. Floors 6–13 Maintenance: The PWS states these floors are "buffed without stripping". Does the exemption for floors 6–13 mean these floors never require stripping and waxing during the contract period, or should we budget for a different restorative cleaning method for these specific floors if needed?

No stripping or waxing on floors 6-13. Only dust mop, prep floors for buffing, and buff flooring.

23. 5th Floor Equipment: The PWS requires "only Government-provided equipment" for the 5th Floor. Please confirm if the Government provides the actual machinery (vacuums/buffers), or if the vendor must purchase and dedicate specific units for this area.

The Government furnishes equipment for the 5th floor. The equipment is located on the 5th floor

24. Do you want employees at the location for the entire shift of 8:00 a.m. and 6:30 p.m., Monday through Friday. Or, once the work is complete the shift can end?

That is the contractor’s decision if the entire staff remains or if they want to pull non-urgent standby staff. One must remain at all times until end of the shift.

25. Could you please confirm that the cleaning of the light fixture would be limited to a maximum height of 9ft or 10ft?

10’ max

26. Is there a pricing sheet No pricing sheet with this project

27. Is there a building room inventory Refer to floor plans

28. What the % for carpet, Terrazzo and tile Refer to floor plans & flooring chart

29. How many break areas total in the building There are 7 break areas.

30. Are there any special care areas Yes, the 5th floor & cleaning equipment is provided onsite for this area.

31. How many elevators are there There are 4 (1 freight & 3 passenger).

32. Is there limit of pages for the technical proposal No limit

33. What is the name and total contract amount of incumbent Monument Enterprise, 10/01/2021 – 03/31/2026, $1,870,630.56, 1232SA21C0018

34. Please confirm – no strip/wax on the 6th – 14th floors - only monthly buffing. Are there other duties such trash pick, dusting, general cleaning?

Yes, trash pickup & bathroom cleaning. Refer to cleaning schedule

35. Is there a CBA in place?

No

36. Are there any major/significant changes on this solicitation compared to current contract?

No

37. Please confirm the cleaning responsibility and allowable scope around workstations. Are the custodial employees expected to have to clean monitors, keyboards, phones, etc.?

No personal space cleaning.

38. On the site visit, we saw a small kitchenette. Is cleaning of the appliances (refrigerator exterior/interior, microwave interior, coffee machine, etc. included in this scope?

No cleaning of kitchenet appliances. Only floor cleaning and trash removal are required for these spaces.

39. Can you provide the quantity of restroom and common-area dispensers (soap, paper towel, toilet paper, sanitary, seat covers) to support accurate consumables estimating?

Refer to chart in updated PWS.

40. Can you please share any available floor plans or layout drawings for the areas included in the scope of work?

Same as question #1

41. Are any cleaning chemicals required to be Government-approved brands, or will the Government accept Contractor-provided green certified products that meet EPA standards?

No government approved brands. Contractors are required to use environmentally preferable, certified products, specifically targeting the elimination of PFAS and adherence to high sanitation standards. Mandated products must be certified by EPA Safer Choice or Green Seal (GS-37, GS-41, GS-53), with a strong focus on GS-42 for green cleaning procedures and EPA-registered disinfectants.

42. Could you please clarify when stripping and waxing are required for the facility floors?

Refer to frequency chart for buffing and waxing in PWS.

43. Specifically, we want to confirm which areas require full stripping and waxing versus buffing only, and whether this work is performed on a set schedule or as directed?

Only vinyl tile floor on floors 6-13 get buffed only weekly. All other vinyl tile floors get buffed weekly and stripped, waxed & buffed monthly.

44. Please confirm whether the Contractor is responsible for interior glass cleaning in all offices or only public/common areas?

Just furniture glass & room divide glass, not the windows to the exterior of the building.

45. Are there any scheduled recurring special events that increase service requirements (weekend events, seasonal programs, etc.)?

No events scheduled for weekends or seasonal programs. Provide pricing to set up/ break down tables/ chairs & trash removal once a month for meetings in the main reading room & multipurpose rooms.

46. (QASP) Please confirm whether deductions are applied per incident, per area, or per inspection cycle, and whether corrective re-cleaning prevents deduction if complete within the required timeframe?

If an issue is noted 2 times or more during the inspection cycle, then deductions will occur regardless of corrective actions prior to the end of the inspection cycle.

47. Please confirm whether pricing is expected as a single monthly firm-fixed price or if separate CLIN pricing is required for periodic services such as annual carpet shampooing and stripping/waxing. Will you be providing a pricing template or CLIN structure for this effort.

Firm fixed price monthly for carpet shampooing, strip/ wax/ buff, & buff only services provided over a year period.

48. Is there any key personnel for this requirement and if so, is a resume required?

No

49. Are there page limits per section?

No

50. Are transition-in activities required?

No

a. If so, is there an incumbent transition plan available?

N/A. Incumbent is Monument Enterprise, 1232SA21C0018, 10/01/2021 – 03/31/2026, $1,870,630.56

51. Is there an Independent Government Cost Estimate (IGCE) or target budget range?

No, this is for you to determine.

52. Are any Past Performance Questionnaire's (PPQ's) required with the submission?

No.

53. Cleaning Area Confirmation: The PWS references a total facility size of ~315,000 SF and an “area to be cleaned” of 185,700 SF. Can you confirm which specific floors/areas are included in the 185,700 SF and whether any areas within the facility are excluded from contractor-provided janitorial services?

Part of the floor plans and flooring square footage chart.

54. Restroom Count/Types: The PWS notes 35 restrooms. Can you confirm whether these are all standard public/staff restrooms, and whether any are specialty restrooms (e.g., secure/staff-only areas or non-standard fixtures) that require different access or cleaning procedures?

There are actually 36 restrooms. Only 4 are for public use. The remaining are staff use only.

55. Consumables (Paper/Soap/Liners): Are restroom consumables such as paper towels, toilet paper, hand soap, and liners contractor-furnished or government-furnished? If contractor-furnished, are there preferred brands/specs or sustainability requirements beyond standard compliance?

Contractor furnished. No preferred brands beyond standard compliance.

56. Trash & Recycling Handling: Can you confirm the trash collection/disposal process (e.g., dumpster/compactor location, pickup arrangements) and any specific recycling stream requirements (separation rules, container types, cardboard handling, etc.)?

All trash is to be transported to the trash compactor located at the rear of the building by the loading dock. Recycled good (only paper & bottles) are to be transported to the proper bins located at the loading dock.

57. Security/Badging & Access: Are there any specific badging requirements for contractor personnel (e.g., background checks, PIV access, escorts), and are there restrictions for after-hours access within the service window of 8:00 AM – 6:30 PM, Mon–Fri? Yes, all security documents will need to be filled out and turned in NLT 10 days post award.

58. Carpet Care Beyond Vacuuming: Beyond daily vacuuming, does the Government expect periodic carpet spot-cleaning and/or extraction during the base/option periods? If yes, is there an anticipated frequency or standard expectation?

Yes, daily checks throughout the day. These would be considered urgent cleaning responsibilities.

59. Day Porter Coverage Expectation: Is there a requirement for continuous on-site day porter coverage throughout the full-service window (8:00 AM – 6:30 PM), or is staffing flexibility permitted as long as outcomes/performance standards in the PWS/QASP are met?

One person must remain onsite at all times per the PWS.

60. How should the quote be formatted?

Your choice.

61. Will the government provide the type of paper products utilized in the restrooms?

All products must meet EPA Comprehensive Procurement Guidelines with minimal post-consumer recycled content. Must meet Green Cleaning Requirements with acceptable environmental certifications such as Green Seal, UL EcoLogo, FSC Certified or EPA Safer Choice.

62. Sections 9.5.14 - 9.5.20, are these services provided quarterly, semi-annual, yearly?

Refer to the updated PWS with updated sections and frequencies.

63. Will the government provide floor plans that will show floor covering and square footage?

Same as question #1

64. Will the government provide the number of fixtures for each restroom?

Refer to chart in updated PWS

65. Background Investigation Can you please confirm and provide an approximate time frame of how long the background checks take for contractor staff to return and receive approval before they can begin services?

No there is no set time frame. Security documents must be turned in NLT 10 post award to allow time to get a background check. The contractor will be allowed to begin work but will have to sign in each day and be escorted into the building.

66. General Scope of Work Vehicles - Can the government please confirm what the reference to vehicles means in the PWS?

This refers to vehicles driven by supplies drivers. No government vehicles are provided.

a. Are vehicles required or were they used before this contract? Not required and not used on prior contracts. Only supplies vehicles.

67. Can you confirm that a QASP is required to be submitted with the RFP or after award?

QASP already provided by the government.

68. Section 11.2.7 Will you please confirm which areas furniture, chairs, wastepaper baskets, labatory benches and other stationary equipment is supposed to be moved by the contractor?

All areas that require vacuuming, mopping, scrubbing, stripping-waxing-buffing, buffing, and carpet cleaning. Furniture will need to be moved around to conduct proper cleaning and shall be placed back in original locations prior to cleaning.

69. Please confirm if the written procedures for the following need to be submitted with the RFP, and prior to award or after the award is made? “The written procedure for cleaning vinyl asbestos flooring, with asbestos-containing mastic, within the NAL building in accordance with the applicable federal state and local regulations.

After award.

70. Please provide the exact square footage of the areas where the floors need to be stripped and waxed?

Refer to cleaning chart in updated PWS.

71. Please provide the exact square footage of the floors that need to be buffed.

Chart Refer to cleaning chart in updated PWS.

72. Section 11.5.14 Please confirm if the bulbs for light fixtures are part of the PWS. If so, how many light fixtures have to be replaced and what is the type of light bulbs required and how many?

Light fixture replacements are not part of the PWS

73. Please clarify if the equipment available to the contractor is only for the 5th floor or if there is additional equipment that is available to the contractor that can be used in other areas of the building?

Refer to section 12 of the PWS.

74. Service Elevator - Can you confirm the contractor will be able to use the equipment that the government is providing on the different floors by using the service elevator.

Yes, the service & passenger elevators are available for use.

75. Can you confirm if the basement is additional storage space and/or break room space for the contractor and contractor employees?

Yes, there is additional storage space throughout the basement for the contractor’s supplies as well as a break room for the employees.

76. Can you please confirm if the following plan is required to be submitted with the RFP before the award or after the award? “The Contractor shall submit a copy of its plan for training employees on how they should perform in a research library/office environment”

Any submittals would be after award.

77. ADDITIONAL/OR REDUCTION OF SERVICES Please confirm if the Contractor will be able to bill for the additional services that may be added to the contract as outlined in this statement in the PWS. “The COR and the Contracting Officer will give the contractor a written advanced notice stating the areas to be dropped or added from the contract and when to return to the normal cleaning schedule, as applicable.”

Additional billing would have to be determined viable. An explanation as to why it was not part of the initial quotation must be viable. No guarantees on the payability.

78. Service Delivery Summary Can you confirm that the Performance Threshold be “Not to exceed 5 “VERIFIED” customer complaints per month, so that the Contractor is sure not to be blamed for something that is not actually out of compliance and unless verified by the COR?

Yes, only verified by the COR with email documentation.

79. Can you please confirm if the Windows are required to be served inside and out and if so on what frequency?

Refer to question #9’s response.

80. Can you please confirm how many soap dispensers there are and what kind of soap is required in the refills. Number on chart in updated PWS.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) Document

QASP PERFORMANCE REQUIREMENT SUMMARY (PRS) TABLE:

82. Section 11.7 – Special Collection Please confirm the following statement, what this means and what is expected of the contractor? “Lenses shall have 110 more than five (5) insects per square foot.”

Typo, it should say “All areas shall have no more than five (5) insects per square foot.”

83. Section 9.6 – Service Requirements. Please confirm the statement “1) person is on duty during normal working hours to handle emergencies. Emergency response time is 30 minutes from notification or as agreed to by COR or within 20 minutes in the case of life threatening or property damaging. “and what it means in reference to emergencies?

Changed to urgent responses such as major spills of non-toxic fluids, bathroom toilet or urinal back up, restock of supplies, etc.

84. Is the contractor responsible for emergency procedures as well and in reference to visitors or employees in the building?

No emergency procedures for janitorial staff to follow. Reworded to urgent per question #83.

85. Will the Government provide training on these emergency procedures and what is expected of the contractor?

No emergency procedures for janitorial staff to follow. Reworded to urgent per question 83.

86. Please confirm this statement “Failing to timely and efficiently setup for special events shall not exceed one (1) per month,” in that what is entailed in setting up for special events?

Set up/ break down of tables & chairs along with trash removal during and after the event.

87. Will the contractor be provided with a guide and access to what is needed and if that will be provided before the request and the expected timeframe?

Yes, there are set up charts provided and all materials are accessible to the janitorial staff.

88. We noticed that the solicitation does not include a specific price sheet. Could you please confirm the acceptable pricing format for our quotation? Specifically:

To be determined by prospective vendor. It is your choice.

89. Can we provide pricing as price per month and total price for the base period, with similar totals for each option period?

Pricing is your determination

a. Or is it required to provide pricing for each service separately for each year/period? Pricing is your determination

90. Regarding the potential 6-month extension under FAR 52.217-8, should this be included as a separate line item, or will it be calculated by the Government during evaluation?

It may be used in the evaluation. Some may be requested to submit if needed.

91. I am reviewing the requirements for cleaning the 5th floor Special Collections area. To ensure that our team provides services in full compliance with the contract, could you please clarify the specific cleaning activities required for this area? For example: Floor cleaning (mopping, vacuuming, dusting), Surface cleaning (desks, shelves, counters), Trash/waste removal (etc).

Nothing specific. These areas are restricted so the Special Collections Team members must be present to escort the janitorial staff. The same cleaning procedures and frequencies

92. Regarding Section 9.2.7.4 of the Performance Work Statement, the document specifies that the NAL Thirteenth Floor Cage, NAL Twelfth Floor Cage, and NAL Fifth Floor Special Collections Area must be cleaned between the hours of 8:00 a.m. and 4:00 p.m. for security reasons. The PWS does not explicitly define the specific cleaning tasks or the required frequency for the 12th and 13th-floor cages.

Nothing specific. These areas are restricted so the Special Collections Team members must be present to escort the janitorial staff. The same cleaning procedures and frequencies

93. Scope of Service: Are these areas subject to standard "Daily" custodial services (Trash/Vacuum/Dust) or a different set of specific tasks?

Not sure what section this refers to but there are frequencies listed in the PWS for the various services.

a. Frequency: Should these areas be cleaned Daily (5x per week), Weekly, or on a different recurring schedule?