Questions and Answers Amendment PA02 Solicitation 12639525Q0145 July 14 2025.pdf

Solicitation 12639525Q0145 Questions and Answers

Amendment P0001

Question: Is free parking available on-site for janitorial contractor’s staff?

Answer: Yes.

Question: What are the timeframes that janitorial services must be accomplished?

Answer: Employees may work any time between 6 a.m. through 5 p.m.

Question: Is there an incumbent contractor?

Answer: Yes, currently, these services are being provided by Thrashers Cleaning Services.

Question: Access Hours: What are the designated hours during which contractor personnel will have access to perform janitorial services?

Answer: 6 a.m. through 5 p.m.

Question: Preferred Cleaning Schedule: Are services expected to be performed after hours, during business hours, or is a hybrid schedule acceptable?

Answer: Cleaning is scheduled to be performed during business hours from 6 a.m.

through 5 p.m.

Question: Day Porter Requirement: Is there a requirement for a dedicated day porter on-site during regular business hours to address high-traffic areas or emergent cleaning needs?

Answer: Yes.

Question: On-Site Cleaning Restrictions: Are there any timeframes or operational periods during which cleaning is restricted due to mission-critical activities or meetings?

Answer: Yes, loud noise cleaning is restricted during in-person training. In-person training hours are 8 a.m. through 5 p.m.

Question: Historical Contract Value: Could you please provide the total value or average annual value of the most recent contract awarded for these services?

Answer: N/A.

Question: [Are] the daily cleanings 7 days a week or 5 [days] a week?

Answer: 5 days a week. Monday through Friday. Closed on Federal Holidays.

Question: What hours are tasks expected to be performed and the frequency?

Answer: 6 a.m. through 5 p.m.; frequencies for tasks are included within Section A.3 of the Performance Work Statement.

Question: Work week - is it Monday - Fridays or the entire week Sunday - Saturdays?

Answer: Monday – Friday.

Question: Will janitorial staff be required to remain on call in the building/s for the duration of the workday?

Answer: Yes, during their daily shift.

Question: Any special requirements during the winter season?

Answer: No.

Question: What is the value of the current contract?

Answer: A firm fixed-price of $4,500.00 per month.

Question: Are we pricing for contract hours or porter service?

Answer: Vendors must provide a firm fixed price for services as shown within Attachment 1.

Question: Please complete the following information:

Building 2: 67 Thomas Johnson Drive, Suite A2 (12,084 sq ft)

1.Bathrooms

• Number of Men’s bathrooms: __2____

• Number of Women’s bathrooms: __2____

• Do any bathrooms have double sink/multiple vanities? ☐ Yes ☐ No If yes, how many? ___4_

2.Rooms by Function

Please indicate the number of each room type:

• Offices: ____26__

• Conference rooms: __1____

• Classrooms: ___2___

• Copy rooms: ____2__

• Laboratories: ___0__

• Shipping/Receiving rooms: ___1___

• Lounges or break rooms: __2____

• Kitchenettes: __2__

• Vestibules/entryways: ____1__

• Storage rooms or closets: ____1__

• Any other room types not listed above (please describe and count): ______

Building 1: 69 Thomas Johnson Drive, Suite 100 (25,782 sq ft)

1.Bathrooms

• Number of Men’s bathrooms: ___3__

• Number of Women’s bathrooms: ___3__

• Do any bathrooms have double sink/multiple vanities? ☐ Yes ☐ No If yes, how many? ____2__

2.Rooms by Function

Please indicate the number of each room type:

• Offices: ___42__

• Conference rooms: ___3__

• Classrooms: ___5___

• Copy rooms: ___2___

• Laboratories: ___0___

• Shipping/Receiving rooms: ___1___

• Lounges or break rooms: ____1__

• Kitchenettes: ___3___

• Vestibules/entryways: ___3___

• Storage rooms or closets: __0____

• Any other room types not listed above (please describe and count): ______

Question: Are we required to clean on holidays?

Answer: No.

Question: Who is the incumbent and under which contract Number?

Answer: Thrashers Cleaning Services.

Question: Can the government clarify whether the daily task are 5 days a week or less?

Answer: Yes, daily tasks are to be done daily, 5 days per week, Monday through Friday.

Question: Can the government clarify the frequency of carpet cleaning needed?

Answer: Yes, it is done twice a year by a different contractor.

Question: Can the government clarify the frequency of tile cleaning?

Answer: Daily mop.

Question: Can the government clarify whether the supervisor personnel must be on-site?

Answer: Yes.

Question: Can the government clarify whether the key personnel resumes are included in the technical approach page limit?

Answer: Resumes submitted for Factor 2 Key Personnel do not count toward the 5-page limit of the Technical Approach Narrative (Factor 1).

Question: Who is the current incumbent or most recent contractor? What is the associated contract/solicitation/award number?

Answer: Currently, janitorial services are being provided by Thrashers Cleaning Services under Purchase Order 12639525P0109.

Question: What was the total contract award amount of the current incumbent or most recent contractor?

Answer: A firm fixed-price of $4,500.00 per month.

Question: Can the government please confirm how many windows are required to be serviced, and is there any specialized cleaning required for the windows?

Answer: Window services are not required.

Question: Who is the incumbent?

Answer: Thrashers Cleaning Services

Question: Known challenges for the project?

Answer: No.

Question: What is the budget for this contract term?

Answer: This is not provided to Vendors. Vendors must provide a firm fixed-price quotation that is appropriate for the scope and magnitude of the requirements.

Question: Can you please provide the current contract/ pricing for this project?

Answer: A firm fixed-price of $4,500.00 per month.

Question: Are there any meetings being required in the whole duration of the project? If so, how often?

Answer: Meetings that would require an absence of cleaning activities rarely occur.

Question: Will you be providing a sales tax exemption?

Answer: Vendors may submit state sales tax exemption forms to the Contracting Officer to complete if they wish.

Question: Square footage of each location?

Answer: 25,801 square feet, 12,084 square feet

Question: Bond requirements?

Answer: Not applicable; this is a requirement for janitorial services.

Question: Wage requirements?

Answer: Yes, FAR 52.222-41 & FAR 52.222-43 apply. “Exhibit 1 - US DOL Wage Determination No. 2015-4269 Rev. No. 29 Dated Apr 25 2025 Frederick County MD” is included within the solicitation attachments.

Question: (Site Layout & Access) - Can I see all the areas that require cleaning (offices, labs, classrooms, restrooms, vestibules)?

Answer: Yes, this was available during the previously held site visits. There will be no other site visits held for this solicitation.

Question: (Site Layout & Access) - Are there any secure or restricted-access areas?

Answer: Chemical room and Storage room.

Question: (Site Layout & Access) - Where are the janitorial closets or storage rooms located?

Answer: One in each building, near restrooms.

Question: (Flooring and Surfaces) - Can you confirm the exact flooring types and square footage breakdown (tile, carpet, rubber mats)?

Answer: Rubber mats covered under a separate contract. (Estimations based on 1:4 waxed vinyl square footage) Waxed vinyl tile Building 1 = 6450; Waxed vinyl tile Building 2 = 3021; Total for both: 9471 ; Carpet Building 1 = 19351; Carpet Building 2 = 9063;

Total for both: 28414.

Question: (Flooring and Surfaces) - Are there any special floor materials that need specific cleaning agents or machines?

Answer: None, other than specialty supplies needed for carpet and waxed vinyl tile.

Question: (Flooring and Surfaces) - Are mats (especially at entrances and shipping rooms) removable or fixed?

Answer: Removeable.

Question: (Restrooms & Sanitation) - How many restrooms and showers are there per building?

Answer: Building 1 contains 3 men's bathrooms and 3 women's bathrooms. Building 2 contains 2 men's and 2 women's bathrooms.

Question: (Restrooms & Sanitation) - Are feminine hygiene dispensers already installed, and do we restock those?

Answer: Installed but not expected to be stocked.

Question: (Restrooms & Sanitation) - What level of cleaning/detail is expected for shower rooms?

Answer: Standard cleaning.

Question: (Cleaning Schedule & Hours) – What are the acceptable cleaning hours (day/evening/weekend)?

Answer: Monday – Friday 6 a.m. – 5 p.m.

Question: (Cleaning Schedule & Hours) – Are after-hours or weekend cleanings ever required?

Answer: No.

Question: (Cleaning Schedule & Hours) – Are there any peak traffic hours when cleaning is discouraged?

Answer: No.

Question: (Current Challenges) – Are there any common complaints with the current or previous janitorial vendor?

Answer: No.

Question: (Current Challenges) – Are there any problem areas (stains, odors, wear and tear) we should be aware of?

Answer: No.

Question: (Current Challenges) – How are cleaning performance issues currently handled?

Answer: Through the COR, through CO.

Question: (Current Challenges) – Can we ask why Fillmore Contracts, LLC Contract is not completing their 5 years as awarded?

Answer: This question is not relevant to this solicitation.

Question: (Current Challenges) – Is there a specific time to service USDA 8 hours daily?

Answer: Yes, during 6 a.m. – 5 p.m.

Question: (Current Challenges) – Is a supervisor required on site 8 hours daily?

Answer: Yes.

Question: (Current Challenges) – Are projects included, strip/wax, carpet cleaning, high dusting?

Answer: High dusting, vacuum, mopping.

Question: (Supplies & Equipment) – What supplies does USDA provide (e.g., paper towels, hand soap)?

Answer: Paper towels, toilet paper, and hand soap.

Question: (Supplies & Equipment) – Where are they stored?

Answer: In the janitorial closet.

Question: (Supplies & Equipment) – Can we store our equipment/supplies on-site?

Answer: Yes.

Question: (Supplies & Equipment) – Are bio-based or eco-friendly products required or preferred?

Answer: They are preferred.

Question: (Trash Handling) – Where are the dumpsters located?

Answer: Building 1 on the right side and building 2 on the back right.

Question: (Trash Handling) – Are carts/rolling bins provided or must we bring our own?

Answer: Must bring your own, contractor-provided.

Question: (Trash Handling) – Are there hazardous or lab-specific disposal protocols?

Answer: No.

Question: (Supervision & Staff Requirements) – Is a supervisor required to always be on-site?

Answer: Yes.

Question: (Supervision & Staff Requirements) – What are working Hours (are weekends allowed)?

Answer: Monday through Friday 6 a.m. – 5 p.m. No weekends.

Question: (Supervision & Staff Requirements) – Building total sq. ft. for each building or total building?

Answer: 25,801 square feet & 12,084 square feet .

Question: (Supervision & Staff Requirements) – Specialty areas to include (Greenhouse)?

Answer: No.

Question: (Supervision & Staff Requirements) – Is window cleaning required?

Question: (Supervision & Staff Requirements) – How many staff were typically used by the previous vendor?

Answer: Two (2).

Question: (Supervision & Staff Requirements) – Will janitors interact with USDA staff or work independently?

Answer: On most occasions they will work independently, but sometimes they will interact with the staff.

Question: (Security Requirements) – What is the background check process, and how long does it take?

Answer: See Section A.13 of the Performance Work Statement.

Question: (Security Requirements) – Is badge access required?

Answer: Yes.

Question: (Security Requirements) – Do janitors need to be escorted in any areas?

Answer: No.

Question: (Inspections & Communication) – Who conducts the monthly inspections, and what do they look for?

Answer: COR, General cleanliness.

Question: (Inspections & Communication) – Is there a communication log or issue reporting method?

Answer: Verbal.

Question: (Inspections & Communication) – How are deficiencies documented and resolved?

Answer: Through the contractor.

Question: (Special Considerations) – Are there any DHS-related requirements that we need to follow?

Answer: E- Verify for all employees.

Question: (Special Considerations) – Are there sensitive lab areas requiring additional care?

Question: (Special Considerations) – Are we responsible for cleaning computer labs or electronics (Noting the statement: "do not clean monitors.")?

Answer: No.

Question: Who is the incumbent?

Answer: Thrashers Cleaning Services.

Question: Known challenges for the project?

Answer: None.

Question: What is the budget for this contract term?

Answer: This isn’t provided.

Question: Can you please provide the current contract/ pricing for this project?

Answer: A firm fixed-price of $4,500.00 per month.

Question: Are there any meetings being required in the whole duration of the project? If so, how often?

Answer: Meetings that would require an absence of cleaning activities rarely occur.

Question: Will you be providing a sales tax exemption?

Answer: USDA may provide one if requested by the Vendor.

Question: Square footage of each location?

Answer: A.2 SCOPE:

The Contractor must provide janitorial services at the following USDA, APHIS, PPQ facilities:

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

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 Question: Bond requirements?

Answer: No, this is a janitorial services contract.

Question: Wage requirements?

Answer: Yes, FAR 52.222-41 & FAR 52.222-43 apply.

Question: Expected contract start?

Answer: To be determined; anticipated to start October 1st, 2025.

Question: On-Site Cleaning Restrictions: Are there any timeframes or operational periods during which cleaning is restricted due to mission-critical activities or meetings?

Answer: Yes, loud noise cleaning is restricted during in-person training within the proximity of trainee classrooms (usually no more than one classroom in use at a time).

In-person training hours are 8 a.m. through 5 p.m. Training does not occur every day and there are opportunities for long durations of non-training days to schedule intensive cleaning operations like carpet cleaning, etc.

Question: We (the contractors) provide cleaning equipment? Or do we purchase from the staff?

Answer: Our cleaning contractors have historically provided their own cleaning equipment and supplies.

Question: Janitors closet is near the front doors or entrance doors?

Answer: The Janitor’s closet is close by to our center entrance.

Question: Previous cleaners were always there or had someone always there?

Answer: Yes, previous contractors had employees on-site daily, Monday through Friday during the week, between 6 am and 3 pm.

Question: We (the contractors) provide cleaning equipment? Or do we purchase from the staff?

Answer: The Contractor must provide cleaning equipment.