C05_Contractor RFI Responses_1232SA26Q0517 .pdf

RFQ 1232SA26Q0517

Contractor RFIs and Government Responses

1. During the site visit, it appeared that certain rooms or areas may not require routine janitorial services. Additionally, the Performance Work Statement states that contractor employees shall not enter areas where janitorial services are not rendered. Please provide a room list or floor plan identifying which rooms and areas are included in the contractor's janitorial responsibilities and which rooms or areas are excluded from routine cleaning.

Response: The rooms/areas that will not be cleaned by the janitorial service are crossed out in the attached floor plans. All other rooms/areas that are not crossed out will require routine janitorial services.

2. Based on the Government's expectations for this contract, approximately how many labor hours per week does the Government anticipate will be required to successfully perform the required services?

Response: The number of labor hours required are determined based upon the contractor’s experience to perform all services as outlined in the PWS and QASP.

3. Please provide the approximate labor hours per week currently required to successfully perform this contract, or the average staffing level currently utilized by the incumbent contractor.

Response: The number of labor hours required are determined based upon the contractor’s experience to perform all services as outlined in the PWS and QASP. Also, to determine as to how many employees are required to perform services.

4. Approximately how many employees occupy the building on a typical business day?

Response: Currently, there are on average 10 employees on a typical business day. However, with the government reorganization this will most likely change over time.

5. Are all offices and workspaces occupied and cleaned according to the frequencies listed in the PWS, or are some offices vacant or excluded from routine cleaning?

Response: All offices and workspaces are to be cleaned according to the frequencies listed in the

PWS.

6. If building occupancy, staffing levels, or space utilization changes during the contract period, how will changes in janitorial service requirements be handled? Will the Government reprioritize the scope of work and/or issue a contract modification if the required workload materially increases or decreases?

Response: We will reprioritize the scope of work and/or issue a contract modification if the required workload requires significant changes.

7. Are there any planned renovations, staffing increases, staffing reductions, or changes in building usage anticipated during the base year or option years that could impact the janitorial workload?

Response: The Government is in the process of a reorganization; therefore, there is the possibility for staffing changes and there is a possibility of renovations to office configurations and cleaning requirements. Depending on the extent of changes, a modification deleting/ adding services may be issued.

8. Are there any areas of the facility that consistently require more attention than described in the Performance Work Statement due to high traffic or operational needs?

Response: No.

9. What were the primary performance concerns or challenges experienced under the previous janitorial contract that the Government would like the next contractor to improve upon?

Response: Previous contractor performance will not be discussed.

10. Was this solicitation issued because the previous contract reached the end of its period of performance, or because the Government elected not to renew or exercise an option? If not renewed, are you able to provide any general information regarding the factors that led to that decision?

Response: Information about prior contract(s) are not associated with this new requirement.

11. From the Government's perspective, what characteristics, communication practices, and performance standards distinguish an exceptional janitorial contractor? Are there any lessons learned from previous contracts that would help the successful contractor build a strong, long-term working relationship with the Government?

Response: Contractor success is in the best interest of all parties involved. If daily meetings are necessary to help support that success, we will ensure it is implemented. The Contractor Supervisor may ask questions and seek guidance as needed, within reasonable expectations and limits.

See Performance Work Statement Sections 9.0 Technical Requirements / Tasks Matrix and Section 10.0 Technical Requirements- Task Details.

See Quality Assurance Surveillance Plan Section 2 and Section 4.

See QASP Appendix B Performance Requirements Summary on page 8

12. Will the Government conduct periodic performance review meetings with the contractor to discuss inspection results, review performance, and address concerns before deficiencies become recurring?

Response: At the beginning of the contract, periodic performance reviews can be scheduled. The frequency of these meetings can be discussed once award is made, however, as time progresses, these meetings would expect to become less frequent.

13. Is there an expected response time for correcting deficiencies identified during inspections that differs from the requirements outlined in the QASP? (The QASP currently allows three business days to correct deficiencies unless otherwise directed.)

Response: Upon notification, the Prime Contractor Representative shall be allowed three business days to correct the deficiency. Note: Three business days are the maximum allowable for re-accomplishment of the task(s), however faster response(s) are appreciated.

14. Can the Government confirm that all Government-furnished consumables identified in the PWS will continue to be supplied throughout the contract, and are there any additional supplies or equipment the contractor should anticipate providing beyond those listed?

Response: Yes, the Government will supply the consumables identified in the PWS. We ask that the contractor notifies the Government point of contact when supplies are down to one month’s worth.

15. We would like to confirm whether carpet shampooing, floor stripping, and waxing, as well as window washing, are required services. If they are, could you please specify how often these services are needed?

Response: No carpet shampooing, floor stripping and waxing, nor exterior window washing are required. All internal glass/windows should be cleaned according to the PWS and QASP .