S02 Attachment 4 - 12FPC426Q0022 Janitorial Mayaguez PR_Questions and Answers.pdf

Solicitation # 12FPC426Q0022 Janitorial Services

USDA NRCS

Mayaguez PR

Questions and Answers

Q1. Does the current vendor utilize any storage?

A1. Storage space across the three buildings is limited. There is one small closet and under-the-sink kitchen cabinets in each apartment where consumables (toilet paper, cleaning supplies, etc) may be stored. The Government is not responsible for any wheeled bin, carts, or mop buckets left outside in the open garage area. The Statement of Work instructs contractors to transport and secure supplies daily and to replenish as needed.

Q2. What brand of dispensers for soap, toilet paper, and paper towels do you currently utilize?

A2. The Statement of Work does not specify dispenser brands. The SOW requires the contractor to verify all installed dispensers within five business days of contract start date and to ensure all supplied consumables are compatible with existing equipment. Listed below are images of the dispenser equipment utilized at the location.

Q3. With regard to cleaning exterior walkway, windows, and building surfaces:

Other than garbage removal and sweeping, the contract does not specify removal of natural debris. Is this also an expectation?

A3. Yes, the SOW requires daily removal of loose debris from porches, steps, landings, and adjacent walkways, as well as sweeping exterior entrances and liter pickup. Natural debris removal is included as part of maintaining clean exterior perimeters.

Q4. Are there valves available on the exterior of the building for vendor use?

A4. Yes, there are water faucets in the outside of the three Apartments.

Q5. With regard to background checks and fingerprinting:

What is the acceptable timeline for these to be completed?

A5. As stated on the SOW, upon award of the contract, and once the agency has provided the Contractor with the required documentation and instructions, the Contractor must complete and submit the required documentation promptly to prevent delays in granting building access.

Fingerprint check results are estimated to be received within 10 calendar days once documentation is submitted. Full background investigations (T1 or higher) take approximately 30–120 days, depending on investigation level and processing time. For more information, please refer to Section 5.1 of the SOW.

Q6. Is completion required for workers to begin services?

A6. Workers may begin once the FBI fingerprint check is successfully adjudicated. They may continue working while the full background investigation is pending, provided the fingerprint check is cleared. Completion and successful adjudication of the final background investigation are still required to continue work under this contract. If the fingerprint or background investigation result is unsatisfactory the employee shall be removed from the contract immediately and replaced immediately.

Q7. Who is the incumbent?

A7. The incumbent is Building Fast Cleaning Service.

Q8. What was the total contract amount?

A8. The incumbent contract price is proprietary information and cannot be released for utilization in the development of vendor pricing for future contracts.

Q9. Will separate pricing line items be provided for quarterly, semi-annual, and annual services?

A9. The vendor must provide pricing for each contract period by entering a single monthly price and the corresponding extended price for that year. All required services, including quarterly, semi-annual, and annual services, must be included within the annual pricing for that period. Separate pricing line items for semi-annual or annual services will not be provided, nor are there additional contract line item numbers associated with them. All contract periods must be fully priced to be considered for award.

Q10. What is the total number of AC mini-split units?

A10. There are a total of 16 mini-split AC units.

Q11. Since deep cleaning of AC mini-splits is a specialized job, not part of routine janitorial services, may this be excluded from the work requirements for this scope?

A11. No, this cannot be excluded. Semi-annual professional cleaning of all mini-splits is a mandatory requirement, explicitly included in the SOW. Repairs are excluded, but the cleaning is required.

Q12. If it will not be excluded, please provide pictures of the inside of the mini-split AC units.

A12. We cannot provide pictures of the inside, but have included exterior example pictures of the units below.

Q13. What is the make/ brand and model number for each AC mini split?

A13. See below

Apartment 22: 7 Trane mini-split AC units: (3) 22000 BTU, (3) 18000 BTU; (1) 33600 BTU Apartment 23: 6 Trane and 1 McQuay mini-split AC units: (4) 22000 BTU; (2) 18000 BTU;

(1) 33600 BTU

Apartment 24: 3 Aufit and 1 Midea mini-split AC units: (2) 18000 BTU; (1) 11000 BTU; (1)

36000 BTU

Q14. When was the last time the AC mini-splits had a deep cleaning?

A14. The last deep cleaning was performed on January 2026.

Q15. What sizes and how many trash bins are there in total?

A15. There is one large bin in the kitchen, smaller bins in each of the work stations and the two bathrooms per apartment. The shredder in each apartment would need to be emptied when needed.

Q16. Regarding the scope, pg. 8 mentions floor care services. Will these specialized floor care services be required on a yearly basis? Or semi-annual frequency?

A16. Interior floors are ceramic tiles, not vinyl, and are not waxed or polished. The contractor shall thoroughly sweep and mop floors in entrances, lobbies, offices, corridors, kitchens, and restrooms. The contractor shall furnish the supplies or floor care machines needed for routine cleaning and any spot treatment needed. No stripping, waxing or polishing is required. There are no carpets in the facilities.

Q17. About paragraph 1.2, please clarify the responsive cleanup time for minor water intrusion. Also, would this apply to the timeframe outside the regular service hours (9 a.m.- 3 p.m.) after hours?

A17. Routine services are required Monday-Friday. Cleaning services shall be performed within 6:00 a.m.–6:00 p.m., as agreed to with the Government site lead. If a minor intrusion occurs outside of normal hours, the Government may request response, coordinated with the site lead.

Q18. Should desk areas be skipped for that day if they are not clear of any paperwork, files, etc.?

A18. Yes. Industry practice and SOW intent (avoiding disturbance of documents) allow skipping cluttered desks. The contractor should clean accessible surfaces only.

Q19. Provide more details about what is considered minor water intrusion.

A19. The SOW defines minor intrusion as water not higher than 2 inches.

Q20. Please confirm different types of interior flooring, e.g., tile, terrazzo, vinyl, etc.

A20. Flooring material across all three Apartments is ceramic tile.

Q21. What are the sq. footages for each different type of flooring?

A21. The SOW provides a total facility size of 6,871 sq ft. Flooring material across all three Apartments is ceramic tile.

Q22. Please confirm if there is or is not any carpet, if yes, what is the carpet sq. footage?

A22. There are no carpeted floors in any of the three Apartments.

Q23. Any preferred methods/products for humidity control cleaning?

A23. The SOW requires monthly disinfection for humidity control and mandates environmentally responsible products meeting EPA CPG guidelines. No specific brand or method is required.

Q24. What is the BTU capacity of each AC unit?

A24. See below

Apartment 22: 7 Trane mini-split AC units: (3) 22000 BTU, (3) 18000 BTU; (1) 33600 BTU Apartment 23: 6 Trane and 1 McQuay mini-split AC units: (4) 22000 BTU; (2) 18000 BTU;

(1) 33600 BTU

Apartment 24: 3 Aufit and 1 Midea mini-split AC units: (2) 18000 BTU; (1) 11000 BTU; (1)

36000 BTU

Q25. Is there one outdoor condenser or multiple condensers?

A25. There are multiple condensers, one for each of the 16 total AC units.

Q26. Are there any AC issues?

o Bad smells (mold buildup) o Water leaks o Weak airflow

A26. The SOW requires the weekly cleaning of AC supply/return vents, and ensuring the semi-annual professional cleaning of all mini-split units. The SOW instructs the contractor to report any observed deficiencies (e.g., leaks, abnormal noise) within 24 hours.

Q27. Is the outdoor unit easy to access?

A27. The outdoor AC condenser unit are easy to access. All three apartments are one floor, and units are close to the ground outside the walls.

Q28. With regard to 2 inches or less of water intrusion:

Are there centralized drains in the buildings that can be utilized to squeegee water?

A28. No, there is no drainage infrastructure. Cleanup obligations apply only to minor water intrusion of 2 inches or less, handled through manual removal methods.

Q29. Did your previous service use specialized equipment? If so, what equipment?

A29. No specialized equipment has been used.

Q30. The current contract calls for services during the week. Is there an expectation of weekend intrusion cleanup?

A30. Routine services are required Monday-Friday. If a minor intrusion occurs outside of normal business hours, the Government may request response, coordinated with the site lead.

Q31. Do you utilize a service to remediate water greater than 2 inches? If so, do they only remove water to a 2-inch level, and who provides that service?

A31. No, the SOW covers only cleanup of minor intrusion (not higher than 2 inches). Any remediation beyond this threshold would fall outside the janitorial contract and is handled separately by the Government.