Q and A _Board-12639523Q0002_10-17-2022.pdf

Q & A Board for Solicitation 12639523Q0002 (10/17/2022)

Q 1_What is the total square footage of each building?

A - Please see solicitation Statement of Work page 5

Q 2_How much of that is tile?

A – 67 Thomas Johnson Drive: 3,026, 69 Thomas Johnson Drive: 5,328

Q 3_How much of that is carpet?

A - 67 Thomas Johnson Drive: 9,058, 69 Thomas Johnson Drive: 20,454

Q 4_ It was our understanding during the site visit that the floor waxing and stripping is being done under a separate contract/vendor. To clarify, is the floor waxing, floor stripping and floor solution included in this solicitation? And if so, how often is the government expecting for this task to be performed?

A – Twice a year only as stated in the other contact (Semi-Annual Contract). There should be not stripping or waxing in the daily service contract.

Q 5_The janitorial hours of operations are Monday through Friday, from 10:00 a.m.- 4:30 p.m.

10:00 to 4:30pm is a 6.5-hour day vs an 8-hour day. Please confirm that the government is expecting a workday of only 6.5 hrs.?

A – Change the hours from 8:00 a.m. – 4:30 p.m. – 8 hours days. (with 30 minute lunch break) We do not know the actual time needed since we are still waiting on training to start again at the Professional Development Center.

Q 6_ Green cleaning products are products that perform the same functions as conventional cleaning products but are lower emitting, less toxic, biodegradable, and environmentally safer. They include all-purpose cleaners, sanitizers, deodorizers, glass cleaners, carpet cleaners, hand soap, laundry detergent, bathroom cleaners and many other commonly used janitorial products.

Are there any specific cleaning product preferrable by name excluded for use on this contract?

A – There is no known designated green cleaning products on the market at this time that we know of that would be excluded

Q 7_ Can you please confirm if the contractor/vendor will be provided with a janitor’s closest or area to store material used and if so, how many will be available to the contractor?

A – There is a janitor’s closest in each building to store materials.

Q 8_ They have VCT tile in both locations that require stripping and waxing services. Should the stripping and waxing services be included in the pricing on an annual basis?/half yearly basis? Or Quarterly basis?

Or would they like the strip and waxing services performed upon request whenever end user wants and be billed separately at that time?

A - The floor waxing, floor stripping and floor solution should not be included in this solicitation for day-to-day services. The floor waxing and stripping is being executed under a separate contract/vendor.

UPDATED STATEMENT OF WORK

JANITORIAL STATEMENT OF WORK

United States Department of Agriculture (USDA), Animal and Plant health Inspection Service (APHIS), Plant Protection and Quarantine (PPQ), Professional Development Center (PDC)

1.0 Government Roles and Responsibilities:

The following local Contracting Officer's Representatives are responsible for overseeing this contract

Dr Hakim Bey Allah Director

USDA/APHIS/PPQ/PDC

PH# 240-529-0207

Email Hakim.Allah@usda.gov

Bernard Wehage Supervisory Management & Program Analyst

USDA/APHIS/PPQ/PDC

Ph# 240-529-0201 Email: bernard.c.wehage@usda.gov

Eartha DeGannes Staff Assistant

USDA/APHIS/PPQ/PDC

Ph# 240-529-0222 Email: eartha.degannes@usda.gov

The Contract Administrator responsible for changes to this contract is:

Carol Dingess Contracting Officer Acquisition and Asset Management Division

USDA/ APHIS/MRPBS/AAMD

Ph# 970-494-7360 Email: Carol.Dingess@aphis.usda.gov

1.2 Invoicing

Payment is Net 15dys After Receipt of Services In accordance with § 1315.5 Accelerated payment methods.(b) Accelerating Payments to Small Businesses for Goods and Services

For Invoice Processing and Payment.

Please see mailto:bernard.c.wehage@usda.gov mailto:eartha.degannes@usda.gov mailto:Carol.Dingess@aphis.usda.gov https://www.ipp.gov/vendors/enrollment-vendors.htm and submit invoices through the Invoice Processing Platform (IPP)

Enroll at https://www.ipp.gov/

For customer Service Info regarding enrollment Please see https://www.ipp.gov/vendors/enrollment-vendors.htm

IPP is a secure, web-based system that manages government invoicing.

The contractor must follow the instruction on how to register and submit invoices via IPP as prescribed in the previous communications from USDA and Treasury. All invoices are to be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury

The U.S. Department of Agriculture is a tax exempt agency. (Exempt from state and Federal tax) Tax ID Number : 41-0696271.

1.3 USDA/APHIS/PPQ/PDC Facility Locations:

69 Thomas Johnson Drive Suite 100, (Building 1) Frederick, MD 21702 25,782 square feet of usable space 5,328 sq ft of Tile 20,454 sq ft of Carpet There are 5 men’s bathrooms and 5 women bathrooms building 1

67 Thomas Johnson Drive Suite A2, (Building 2) Frederick, MD 21702 12,084 square feet of usable space 3,026, 69 sq ft of Tile 9,058, 69 sq ft of Carpet There are 2 men’s bathrooms and 2 women’s bathrooms in building 2

2.0 Statement Of Work

The janitorial services will meet with all standards of cleanliness, which will reflect good housekeeping, as determined by the on-site Contracting Officer’s Representative (COR). The Statement of Work (SOW) will be incorporated into the contract. The Government will furnish all hand paper towels, toilet paper, trash bags, air fresheners, toilet seat covers and hand soap.

The Contractor will furnish all necessary cleaning supplies (disinfectant, cleanser, , furniture polish, floor cleaner, glass cleaner, cleaning towels, feminine product for dispensers, disposal bags and urinal cakes, mops, brooms, dusters, and cloths), required to perform services stated in the statement of work for the cleanliness of the building.

Upon award of this contract, it is required that the contractor adheres to the Statement of Work and all tasks shall be done expeditiously and on schedule. The tasks required in the Statement of Work (SOW) are as follows:

https://www.ipp.gov/

The janitorial hours of operations are Monday through Friday, from 8:00 a.m.- 4:30 p.m. (with 30 minute lunch break)

2.1 Daily Cleaning Tasks

• Restrooms:

o All, restrooms in both buildings, 67 Thomas Johnson Drive and 69 Thomas Johnson Drive will be cleaned twice daily. Mirrors cleaned, commodes/urinals cleaned inside and outside, urinal cakes replaced if needed, all sink counter tops wiped down and sanitized. Restroom cleaning should begin at 11:30 am.

o At least one restroom in both buildings 67 Thomas Johnson and 69 Thomas Johnson one restroom must be available for the staff and students while they are still in the building. Do not close all restrooms at the same time.

o Clean and disinfect all toilet fixtures top to bottom. Washbasins, shelving, dispensers, and chrome fixtures will be damp wiped and sanitized daily.

o Sweep, wet mop, and sanitize floors, including edges and corners and behind toilets daily.

o Paper towel waste receptacles and trashes cans will be emptied, cleaned, and sanitized if need.

Towel, soap, and toilet paper dispensers will be filled as needed.

o Sanitary napkin receptacles will be emptied, cleaned, disinfected, and provided with a new plastic/paper liner, which will be supplied by the vendor daily.

o Sanitary products for the sanitary dispensers will be supplied by the vendor and refilled daily. All revenue generated from the dispensers will go to the vendor.

o Clean the metal partitions between the urinals in the men’s restroom by wiping down and sanitizing with disinfectant.

Note: At 67 Thomas Drive there are one (1) men and one (1) women bathroom and (2) two gender neutral bathrooms. At building 69 Thomas Johnson Drive there are two (2) men and two (2) women restrooms, two (2) gender neutral bathrooms in building.

o Waste Collection and Trash Removal:

o Refuse; trash and garbage will be collected and removed from both buildings 67 Thomas Johnson Drive and 69 Thomas Johnson Drive. This includes all:

Restrooms Lounges Conferences Rooms Classrooms Other common areas such as; Shipping Areas and Copier Rooms Offices o Wastebaskets will be emptied and replace the plastic trash bags daily.

o Trash will be removed from the building to the dumpsters located outside. For building 67

Thomas Johnson Drive, the outside dumpster is located in the back of the building. Use the back door entrance. For building 69 Thomas Johnson, the dumpster is located by the Shipping and Receiving entrance. Go through the Shipping and Receiving door room to get to the dumpster.

o Do not drag the trash bags throughout the building when taking it to the outside dumpsters. A utility carts/rolling trash cans must be used to transport trash throughout the buildings to the outside dumpsters. Trash will not be stored in the janitorial room.

• Tiled areas of Buildings:

o All tiled floor areas are to be swept daily and treated with a wet mop to remove all dirt, dust, and litter.

o Heel marks and stains must be removed.

o Clean along edges, corners, behind doors, behind equipment, under tables, and under furniture.

• Carpet Areas:

o The classrooms, conference rooms, labs, shipping rooms, and hallways are to be vacuumed once a week with spot vacuuming when needed to remove all dirt, dust, and litter. This will include edges and corners, behind doors, and under furniture (i.e., desks).

o The carpet in all offices and corridors are to be spot cleaned for stains or apparent signs of spills.

• Entrances and Exits:

o All entrance and exit areas that include door glass and metal surfaces along with door frames will be cleaned on both sides with a wipe down of disinfectant in both buildings 67 Thomas Johnson Drive and 69 Thomas Johnson Drive.

o Remove dust and cobwebs from corners and walls.

o Check the vestibule under furniture for cobwebs and dust.

• Conference Rooms:

o Glass tabletops, in the Appalachian Conference Room at building 67 Thomas Johnson Drive is cleaned daily.

o This also applies to any new glass tabletops we acquire during the contract period.

• Classrooms, Labs, Copy Rooms, Shipping Rooms and Conference Rooms:

o **These rooms will be cleaned and sanitized daily.

o **All desktops will be cleaned and sanitized daily.

**This is a requirement of our customer the Department of Homeland Security**

Note: Any stains on (walls, flooring, etc.,) created by the cleaners will be cleaned that day or when brought to their attention.

• Drinking Fountains:

o All drinking fountains in both buildings 67 Thomas Johnson Drive and 69 Thomas Johnson Drive will be cleaned daily.

o Drinking fountains will be scrubbed o Drinking fountains will be cleaned o Drinking fountains will be sanitized o Drinking fountains will be polished and free from streaks stains and spots.

• Lounges and Kitchenettes:

o All lounges and kitchenettes in both buildings 67 Thomas Johnson Drive and 69 Thomas Johnson Drive will be cleaned daily.

o All appliance outside surfaces is to be cleaned and sanitized (microwaves, toaster ovens, refrigerators, etc.)

o All counters will be cleaned and sanitized o Floors will be swept thoroughly and wet-mopped, including sanitizing the edges and corners.

o Sinks are to be scrubbed and faucets are to be polished daily.

Outside Cigarette Receptacles:

o All outside cigarette receptacles will be emptied and kept free of trash. Cigarette receptacles are located behind each building and mounted to the brick wall.

Weekly Cleaning Tasks:

o Windowsills in the conference rooms/lounges will be cleaned and sanitized.

o Shower rooms located in restroom, Room 2-28, Women’s, and Men’s 2-29 at 69 Thomas Johnson

Drive:

Will be cleaned and disinfected Chrome fixtures will be damp wiped and sanitized No PDC paper towels are to be used when cleaning o Dust horizontal surfaces of file cabinets, tables, bookcases, windowsills of offices (upon notification to remove plants etc.), and other furniture. Weekly clean spots off walls be careful not to remove the paint.

o Spray and buff all tile floors.

o High dusting to be done in both buildings. (Tops of doors, tops of refrigerators, tops of dry boards in conference rooms, tops of file cabinets, etc.).

o Clean all ceiling vents. (Bathrooms and offices, conference rooms, classrooms, lounges) o Sidewalks adjacent to entrances will be swept.

o Outside area of the shipping/receiving area will be swept.

2.2 Notices and Rules:

o Do not clean the computer monitors. Cleaning the monitors can result in damage.

o No un-authorized personnel are permitted in the any of the PDC buildings, no exceptions: This includes:

Family members Children Friends Pets People who have not completed and passed the background check People who do not have an issued badge o The Cleaning Contractor will always have a supervisor on site during all cleaning (no exceptions), if supervisor is not present workers will be sent home, contractor will be notified.

o The Cleaning Contractor will conduct quality control inspections on a monthly basis, more often if there is a need. These inspections will be scheduled with the on-site COR.

o All mops are to be cleaned and replaced on a monthly basis, or as needed.

o There will be monthly inspections on work performed and a report will be submitted to the

Minneapolis Purchasing Department by the COR.

Note: If an event runs past 4:30 p.m. and the task could not be completed, please note the event that was missed on the checklist.

2.3 Green Cleaning

The Federal Government requires contractors to use biobased products and to make its facilities sustainable. There is also a procurement preference for biobased products if they are comparable in price, performance, and availability. Green cleaning, also known as green janitorial or custodial service, is an approach designed to protect the occupants’ and workers' health and reduce the impact on the environment, while delivering service comparable to, or better than, traditional cleaning methods.

However, unlike a traditional cleaning program, a green janitorial program goes beyond simple appearances to focus on human health and environmental impacts. Green cleaning includes recycled content and bio-based products, and products and services that minimize the use of energy, water, and other resources.

Green cleaning products are products that perform the same functions as conventional cleaning products but are lower emitting, less toxic, biodegradable, and environmentally safer. They include all-purpose cleaners, sanitizers, deodorizers, glass cleaners, carpet cleaners, hand soap, laundry detergent, bathroom cleaners and many other commonly used janitorial products. The use of green cleaning products will improve indoor air quality and working conditions by removing a major source of potential exposure to toxic and irritating chemicals, while providing effective and cost competitive cleaning solutions. There are many manufacturers of green cleaning products and they are widely available. USDA’s green cleaning product program also includes regularly vacuumed entrance mats and sidewalk cleaning to reduce introduction of dirt thus reducing the need for cleaning chemicals and isolated janitorial closets for the storage of chemicals to reduce employee exposure to fumes.

Green cleaning products include concentrated cleaning chemicals that use ecologically sound packaging; are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, and non-aerosol; contain no carcinogens, mutagens, or ozone-depleting substances; and are biobased and fully biodegradable. Concentrates are preferable to ready-to-use products and should be used wherever possible. Furthermore, dilution control equipment should be employed to ensure correct dilutions of concentrates and to protect workers from exposure to concentrated chemicals. Follow manufacturers’ label instructions. Language for custodial contracts can be found at http://www.cleaningforhealthyschools.org/documents/Nontoxic_home_cleaning_tips_2014.pdf

In addition to biobased content, preference should be given to cleaning products that meet the following Green Seal Standards: GS-37 for Commercial and Institutional Cleaners for those product categories covered by this Standard and GS-34 for Degreasers.

https://certified.greenseal.org/products/Product/Cleaning+Tools+%26+Supplies

Many cleaning products found in the BioPreferred catalog also meet Green Seal specifications.

http://www.cleaningforhealthyschools.org/documents/Nontoxic_home_cleaning_tips_2014.pdf https://certified.greenseal.org/products/Product/Cleaning+Tools+%26+Supplies