Questions and Answers.pdf

Cabin Cleaning Services, Olympic National Forest

1240BD26Q0008

Questions & Answers

Questions and Answers:

1. Site visit: The solicitation states that a site visit has not been scheduled for this requirement.

Given that the three cabins are spread across three counties with significant drive time between them, would the Government consider scheduling a group site visit or job walk prior to the offer due date?

o From the solicitation: A site visit has not been scheduled for this requirement.

Offerors are however encouraged to conduct their own research into the area, this research is at the offerors own expense and is not reimbursable by the government.

2. Local management and screening: The PWS states the manager or alternate must be available on site within one hour after Government regular working hours. Please clarify the triggering event, required coverage hours, and whether a designated local subcontractor supervisor may satisfy this requirement.

o See Amendment 1 to Solicitation 1240BD26Q0008, requirement has been amended to read “The Contract Manager or alternate shall be available during the Government's regular working hours by phone.”

3. Local management and screening: Please also confirm the background investigation required for cleaning personnel, who initiates it, and the expected processing time and contractor costs.

o See Amendment 1 to Solicitation 1240BD26Q0008, requirement has been removed.

4. Mowing: What is the approximate lawn square footage or acreage at each location?

o Each cabin has ~0.25 acre surrounding it that would require lawn mowing and vegetation/brush clearance.

5. Mowing: Is mowing required monthly throughout the entire year, including the winter? Or should mowing be performed only when seasonal conditions require it?

o Mowing should only be performed when seasonal conditions require it

6. Mower: Does the Government provide fuel for the Government-furnished lawnmowers?

o No

7. Mower: Is mower maintenance provided by the Government, or must the contractor include fuel and maintenance expenses in its price?

o Contractor is responsible for fuel and maintenance

8. Mower: May the contractor transport and use the Government-furnished lawnmower located at Louella or Hamma Hamma to perform the monthly mowing requirement at Interrorem Cabin, or should the contractor provide a mower for Interrorem?

o The contractor can transport the lawnmower from other cabins to Interrorem.

9. Monthly Laundry: For pricing the monthly laundry requirement, please provide the number and type/size of mattress covers, futon covers, rugs, and curtains at each cabin, if available.

o Government does not have this information at this time.

10. Monthly Laundry: Are replacement linens/covers Government-furnished, or is the contractor responsible for furnishing replacements when an item is damaged or no longer serviceable?

o Government is responsible for replacement linens.

11. Monthly tasks: Please confirm that the weekly unit prices should include all monthly laundry, exterior-window, mowing, vegetation-control, and safety-check tasks, and whether mowing/vegetation work is required year-round or only as seasonally necessary.

o Yes, all Monthly Task pricing should be rolled into the weekly service quote.

12. Trash Disposal: Is a Government-designated trash disposal location or dumpster available for waste removed from each cabin, or must the contractor transport and dispose of all guest trash and discarded bedding off-site at its own expense?

o Contractor must dispose of guest trash off-site at its own expense.

13. Winter Road Access: Can the Forest Service provide the typical winter closure/gating schedule for the access roads to Interrorem Cabin (Duckabush Road) and Hamma Hamma Cabin (Forest Service Road 25), and describe the notification and rescheduling process when a scheduled weekly cleaning cannot be completed due to snow, gate closures, or other road conditions?

o There are no winter road closures. The road may become impassable due to snow during the winter; this happens inconsistently and does not typically last all winter. If the road becomes impassable, we will pause services and resume once the road is again passable.

14. Winter Road Access: If a cabin becomes inaccessible because of a Forest Service road closure, snow, ice, flooding, or other conditions outside the contractor’s control, what notice and rescheduling process will apply?

o COR would notify contractor when they become aware. There would be no payment for missed services during the timeframe the cabins are inaccessible.

15. Winter Road Access: Will the missed service be performed when access is restored without a performance deduction?

o Please refer to the PWS Paragraph 1.6.2 Closures and Holidays. There would be no payment for missed services during the timeframe the cabins are inaccessible

16. Site Access: Could the Government provide any additional site-access guidance (e.g., current road conditions, gate combinations or access procedures, and confirmation of parking/staging areas at each cabin) to help offerors prepare an accurate quote?

o All cabins are accessed by paved road with short, maintained dirt road leading up to the cabin. Passenger vehicles can access these locations. There are no gates along the roads for cabin access. Each cabin has parking area that can accommodate 3 vehicles.

17. Outhouse/vault toilet scope: The Facility Description Table lists Interrorem Cabin as having 0 restrooms, and the current Recreation.gov listing for Interrorem Cabin confirms it is served by an outhouse/vault toilet with no indoor plumbing. The PWS's weekly bathroom cleaning task (sanitizing toilets, sinks, shower stalls, flush valves, and drains) describes a plumbed indoor bathroom, which does not appear to apply to Interrorem's outhouse. Could you clarify whether cleaning or servicing Interrorem Cabin's outhouse/vault toilet is included in the scope of this contract, or whether it is instead serviced under the Forest Service's separate recurring Vault Toilet Cleaning contract (e.g., Solicitation 1240BD25Q0023), which covers other Olympic National Forest sites?

o Interrorem’s bathroom/vault toilet is shared with the Ranger Hole trailhead and is serviced by a separate Vault Toilet Cleaning contract as. The bathrooms at Louella and Hamma Hamma are part of the cabin cleaning contract.

18. Service window / reservation coordination: While reviewing current reservation availability on Recreation.gov for these cabins as part of our site research, we noticed some Thursday and Friday dates showing as reserved/occupied. The PWS states cleaning is to be performed between 12:00 PM Thursday and 2:00 PM Friday so as not to interfere with scheduled reservations. Could you confirm that the cabins are reliably kept clear of guests during this service window under the current reservation system, and clarify how check-in/check-out timing is coordinated around it (for example, whether a guest could still be departing Thursday morning or arriving Friday afternoon, just outside the service window)?

o The cabins are reliably kept clear of guests during this time period. Check out time is 12pm, check in time is 2pm. Every Thursday is “unavailable” on rec.gov, this reliably blocks out from checkout Thursday morning at 12pm to check in Friday at 2pm.

19. Prior contract history: Is this solicitation a recompete of an existing or recently-expired custodial services contract for these three cabins? If so, could you identify the incumbent contractor?

o Previous award notification was posted under RFQ 1240BD22Q0025 in SAM.gov.

20. Subcontracting and experience: May the prime manage the contract and quality control while a qualified local small-business subcontractor performs the on-site services? Please confirm any applicable minimum prime-performance or limitations-on-subcontracting requirements. We understand the evaluation requests subcontractor experience; may the local subcontractor's relevant projects and references support the technical and past-performance evaluation when the prime is newly established?

o The Government does not dictate the Prime/subcontractor relationship.

21. Pricing workbook: The quote summary identifies solicitation 1240BD36Q0008, while the solicitation is 1240BD26Q0008. The workbook also contains a hidden Sheet1 with unrelated building-cleaning items and populated prices. Please confirm that only the cabin line items on the QUOTE SUMMARY SHEET are to be completed and whether a corrected workbook will be issued.

o See Amendment 1 to Solicitation 1240BD26Q0008, corrections have been made or tabs removed as necessary.

22. Laundry: After the weekly bedding is removed, is the contractor required to launder it, store it, return it to another location or dispose of it?

o Other than the mattress covers, there are no sheets, pillows or blankets on the beds. If bedding is left by users, it will be removed (Contractor required to dispose of it).

Contractor is responsible for laundering mattress and futon covers.

Weekly: All bedding left by users will be removed (Contractor required to dispose of it). Monthly: ALL mattress covers will be changed and laundered. Futon cover will be laundered. Floor rugs will be vacuumed. Curtains will be laundered

23. Bedding: Is the contractor required to place clean sheets, pillows and blankets on the beds and remake the beds after each cleaning?

o Other than the mattress covers, there are no sheets, pillows or blankets on the beds. If bedding is left by users, it will be removed (Contractor required to dispose of it).

24. Bedding: Will clean replacement bedding be provided and stored at each cabin?

o Contractor is responsible for cleaning Government provided mattress covers.

25. Laundry: Must the monthly mattress covers, futon covers and curtains be transported off-site for laundering and then returned at a later visit?

o Yes.

26. Are laundry facilities available at any of the cabin locations?

o No.

27. Does the government provide duplicate mattress and futon covers so that clean covers can be installed while the used covers are being laundered?

o Yes.