Attachment_3_-_RFI_Tracker_-_Janitorial_dated_05_04_2026_0003.xlsx
XLSX spreadsheet 71 KB Posted
- Attached to
- Mische Burley Creek Janitorial Services
- Solicitation number
- 1305M326Q0119
About this file
This is a Requests for Information (RFI) tracker document for a janitorial services solicitation at Burley Creek facility under NOAA (National Oceanic and Atmospheric Administration). The solicitation (1305M326Q0119) is set-aside for small businesses and covers janitorial services for a facility with approximately 1,400 square feet, including one restroom, three sinks, one cubical office space, one laboratory area, and one kitchenette. Services must be performed Monday through Friday between 7:00 a.m. and 3:30 p.m. Pacific Time, with preferred service on Tuesdays and Wednesdays at 10:00 a.m. Bi-weekly cleaning is required every other week, and bi-annual carpet cleaning services are included (either hot water extraction or low-moisture cleaning methods are acceptable). The contractor must provide all consumable supplies including toilet paper, paper towels, hand soap, trash liners, and toiletries, with estimated monthly usage based on 1–5 onsite staff, potentially up to 8 throughout the year.
Pricing must be submitted as one all-inclusive firm-fixed-price amount for each annual CLIN covering all labor, supplies, and bi-annual work. Contractor personnel must pass background checks under the low-risk security requirements outlined in CAR 1352.237-71, with a 30-day grace period permitted before clearance completion. Building access is available via escorted entry or key, and site visits could be scheduled until April 30, 2026. The RFI tracker documents 46 questions received from April 15 through May 1, 2026, with responses distributed to contractors between April 22 and May 5, 2026. Key clarifications include confirmation that no incumbent contractor exists, no past performance references are required, performance standards and penalties are to be determined as needed, and standard payroll based on Service Contract Act (SCA) wage rates is acceptable with fringe benefits estimated at approximately 30 percent.
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Sheet1
| Requests For Information (RFIs) | ||||||
| Project Title: Burley Creek Janitorial | ||||||
| RFQ/RFP Number: 1305M326Q0119 | ||||||
| RFI # | Date Recv'd | RFI | Date Sent to Client | Client/SME Response | Response Date | Date sent to Ktrs |
| 1 | 4/15/26 | What is the total square footage of the facility? | 4/15/26 | See answer RFI number three. | 4/15/26 | 4/22/26 |
| 2 | 4/15/26 | What is the confirmed cleaning frequency and service schedule? | 4/15/26 | There are some bi-weekly and some bi-annual tasks per the statement of work. | 4/15/26 | 4/22/26 |
| 3 | 4/15/26 | What is the square footage of the serviced area? | 4/16/26 | Roughly 1,400 sqft. | 4/15/26 | 4/22/26 |
| 4 | 4/15/26 | How many bathrooms are there? | 4/16/26 | One | 4/16/26 | 4/28/26 |
| 5 | 4/15/26 | What types of flooring are there? | 4/16/26 | Concrete, carpet | 4/16/26 | 4/28/26 |
| 6 | 4/16/26 | What days and times are preferred for the bi-weekly cleaning visits? | 4/16/26 | Tuesdays and Wednesdays at 10am are preferred but not a requirement. Work must be completed on a week day between 7a-3:30p. | 4/16/26 | 4/28/26 |
| 7 | 4/16/26 | How is building access provided to the contractor (key, keypad code, escorted entry)? Are there any restrictions on access hours? | 4/16/26 | Access will be available to contractor via escorted entry or key. Site staffing hours are irregular, so cleaning visits must be prescheduled | 4/16/26 | 4/28/26 |
| 8 | 4/16/26 | Is there a designated storage area within Building 1 for the contractor to store cleaning supplies and equipment between visits? | 4/16/26 | This can be arranged | 4/16/26 | 4/28/26 |
| 9 | 4/16/26 | The Statement of Work (Section 3) states "The Contractor may use existing supplies on site, if available." What supplies, if any, are currently available on site? | 4/16/26 | Removed from SOW. | 4/16/26 | 4/28/26 |
| 10 | 4/16/26 | Regarding the security background investigation requirement per CAR 1352.237-71, what is the typical processing timeline? May cleaning services begin prior to completion of the background investigation, or must clearance be finalized before the contractor may access the facility? | 4/16/26 | There is a 30-day grace period for services to begin prior to the completion of the background investigation | 4/16/26 | 4/28/26 |
| 11 | 4/16/26 | Additionally, is there a scheduled mandatory or non-mandatory site visit for this facility? | 4/16/26 | A site visit may be scheduled until April 30th, 2026 by emailing alyssa.mische@noaa.gov | 4/16/26 | 4/28/26 |
| 12 | 4/16/26 | If due to religious observance, a team is unavailable for work from Friday evening through Saturday, is it possible to service the Probate/Revenue Satellite Offices Saturday night or Sunday instead of on Friday after 5:00 p.m? | 4/16/26 | Work may be scheduled any weekday between 7am and 3:30pm PT. After hours services are not permitted. | 4/16/26 | 4/28/26 |
| 13 | 4/16/26 | Are you able to share the current award amount, any incumbent contractor information, or previous contract pricing for this location? | 4/16/26 | No | 4/16/26 | 4/28/26 |
| 14 | 4/16/26 | Are there any specialized cleaning requirements for the laboratory spaces (e.g., biohazard protocols, chemical handling, or additional certifications)? | 4/16/26 | No. Hazardous chemicals are properly stored and handling should not occur | 4/16/26 | 4/28/26 |
| 15 | 4/16/26 | What are the approved working hours or site access windows for janitorial personnel? | 4/16/26 | M-F, 7am-3:30pm PT. | 4/16/26 | 4/28/26 |
| 16 | 4/16/26 | Should offerors assume that all consumable supplies (paper products, soap, liners, etc.) must be fully provided by the contractor, or will any existing supplies be available for use? | 4/16/26 | Expect to fully provide all consumable supplies. Site currently has a small inventory that is available for use, but will not last throughout the contract period. | 4/16/26 | 4/28/26 |
| 17 | 4/16/26 | Are past performance references or project examples required as part of the technical submission? | 4/16/26 | No, these are not required. | 4/16/26 | 4/28/26 |
| 18 | 4/16/26 | Are there specific performance standards, KPIs, or penalties associated with missed services or quality deficiencies? | 4/16/26 | To be determined as needed. | 4/16/26 | 4/28/26 |
| 19 | 4/17/26 | Can a walkthrough be performed? | 4/17/26 | See above question about site visits. | 4/17/26 | 4/28/26 |
| 20 | 4/17/26 | How many staff are onsite daily? | 4/17/26 | 1-5 but this could be subject to change. | 4/17/26 | 4/28/26 |
| 21 | 4/17/26 | Are there specific days and times for the work to be done? | 4/17/26 | No. Working hours are M-F, 7am-3:30pm PT. | 4/17/26 | 4/28/26 |
| 22 | 4/17/26 | What is the expected time per visit if an incumbent exists? | 4/17/26 | N/A. There is no incumbent. | 4/17/26 | 4/28/26 |
| 23 | 4/20/26 | Who is the current contractor? | 4/20/26 | This RFI is not relevant to the current solicitation as we are establishing a new contract with updated requirements. | 4/22/26 | 4/28/26 |
| 24 | 4/20/26 | What is the current contract amount? | 4/20/26 | This RFI is not relevant to the current solicitation as we are establishing a new contract with updated requirements. | 4/22/26 | 4/28/26 |
| 25 | 4/20/26 | If you are unable to provide the current contract amount, what is the current budget your agency has for this project? | 4/20/26 | This RFI is not relevant to the current solicitation as we are establishing a new contract with updated requirements. | 4/22/26 | 4/28/26 |
| 26 | 4/20/26 | Are after-hours services permitted/preferred? | 4/20/26 | No | 4/22/26 | 4/28/26 |
| 27 | 4/20/26 | Are there any restricted access areas requiring escorts? | 4/20/26 | No | 4/22/26 | 4/28/26 |
| 28 | 4/20/26 | Are there utility/water access limitations for carpet cleaning and window cleaning? | 4/20/26 | Yes, but there is no water access upstairs. | 4/22/26 | 4/28/26 |
| 29 | 4/20/26 | Is exterior window cleaning limited to ground-level only? | 4/20/26 | No. The upstairs window interiors will be required. | 4/22/26 | 4/28/26 |
| 30 | 4/20/26 | Are there any additional badging/security processing requirements beyond low-risk screening? | 4/20/26 | No, but contractors must pass background check | 4/22/26 | 4/28/26 |
| 31 | 4/20/26 | Please let us know if there are any special instructions or any information you require from us to schedule an appointment for this site visit. | 4/20/26 | There are no special instructions. | 4/22/26 | 4/28/26 |
| 32 | 4/20/26 | Who will escort the visitors on the site during a site visit? | 4/20/26 | Staff located at Burley Creek Hatchery | 4/22/26 | 4/28/26 |
| 33 | 4/20/26 | Any Special instructions for the attendees during a site visit? | 4/20/26 | No | 4/22/26 | 4/28/26 |
| 34 | 4/20/26 | Please confirm the official set-aside status for this solicitation. SF 1449 page 1 appears to show Women-Owned Small Business (WOSB), while Section IX includes FAR 52.219-6, Notice of Total Small Business Set-Aside. Please confirm which set-aside status controls for this solicitation. | 4/20/26 | This is set-aside for small businesses. | 4/22/26 | 4/28/26 |
| 35 | 4/20/26 | Please confirm whether the “bi-weekly” janitorial services in the Statement of Work mean once every two weeks or twice per week. | 4/20/26 | Every other week. SOW changed to reflect this. | 4/22/26 | 4/28/26 |
| 36 | 4/20/26 | Is a floor plan/layout available to be provided? | 4/20/26 | No, but a site visit may be scheduled. | 4/22/26 | 4/28/26 |
| 37 | 4/20/26 | Please confirm the number of restrooms, sinks, offices, lab areas, kitchenette areas, and any other major service points included in Building 1. | 4/20/26 | 1 restroom, 3 sinks total, 1 cubical office space, 1 lab area, 1 kitchenette | 4/22/26 | 4/28/26 |
| 38 | 4/20/26 | Please confirm whether the contractor is required to furnish all consumable supplies for the full term of the contract, including toilet paper, paper towels, hand soap, trash liners, and related paper products. If available, please provide estimated monthly usage or historical usage. | 4/20/26 | Yes. Usage is based on generally 1-5 staff, but up to 8, on site throughout the year | 4/22/26 | 4/28/26 |
| 39 | 4/20/26 | Please confirm whether pricing should be submitted as one all-inclusive firm-fixed-price amount for each annual CLIN, with all labor, supplies, and bi-annual work included, or whether the Government would like any additional price breakdown. | 4/20/26 | One all-inclusive firm-fixed-price amount for each annual CLIN, with all labor, supplies, and bi-annual work included is acceptable. | 4/22/26 | 4/28/26 |
| 40 | 4/20/26 | The Statement of Work states the contractor may use existing supplies on site, if available. Please confirm whether any Government-furnished or existing on-site supplies will be available for contractor use, or whether the quote should assume the contractor provides all supplies. | 4/20/26 | Assume the contractor supplies all supplies. | 4/22/26 | 4/28/26 |
| 41 | 4/27/26 | Should the contractor be expected to supply all toiletries? | 4/27/26 | Yes. | 4/28/26 | 4/28/26 |
| 42 | 4/28/28 | Do we run a certified payroll with the NOAA or standard payroll based on the wage determination outlined in the solicitation? | 4/28/28 | Standard payroll based on the SCA rates is acceptable. Contractor is required to track and pay their employees accordingly, but should provide proof if the Government performs payroll checks. | 4/28/28 | 4/28/28 |
| 43 | 4/28/26 | What are the fringe benefits? | 4/28/26 | In the SCA Wage Rate Attachment, reference the text at the bottom of the Wage Determination Named "All Occupations Listed Above Receive The Following Benefits". The Government's estimate is approximately 30%, but that is for each contractor to determine. | 4/28/26 | 4/28/26 |
| 44 | 4/28/26 | Should receipts be submitted quarterly or monthly with the invoice? | 4/28/26 | This is going to be a Firm Fixed Price Contract. All costs for materials and supplies should be included in your quote. Receipts are not requied for invoicing, but you can include the details of them in your invoicing. Use the response in RFIs 37 and 38 to estimate materials and supplies needed. | 4/28/26 | 4/28/26 |
| 45 | 4/30/26 | Is there a specific level of background check or security requirement for personnel performing services at the site? | 4/30/26 | Please see clause CAR 1352.237-71Security processing requirements-low risk contracts (APR 2010). | 4/30/26 | 5/5/26 |
| 46 | 5/1/26 | For the bi-annual carpet cleaning requirement, is the Government expecting hot water extraction, low-moisture cleaning, or is either method acceptable? | 5/1/26 | Either is acceptable. | 5/1/26 | 5/5/26 |
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