NHTIC_Janitorial_QA_Final_0002.docx

Solicitation 140L6226Q0011 – NHTIC Janitorial Services Vendor Questions and Government Responses Government responses are highlighted in yellow.

Q1: What is the current or previous contract award value? If you are unable to provide the current contract amount, what is the current budget your agency has for this project?

A: This information is not relevant to the current contract bidding process. Contractors may conduct market research should they need to on SAM.gov.

Q2: Who is the current contractor / incumbent contractor information?

A: This is a new contract; however, these services have been previously performed under a previous contract. Incumbent contractor information is not being released.

Q3: What is the square footage of the facility?

A: The NHTIC is a single 24,000 square foot public building comprising offices, a 100-seat theater, four restrooms, interior and exterior window walls, and 15,000 square feet of exhibit galleries and public lobby space. (SOW, Section I) Q4: Can you please confirm whether the midday cleaning shift is expected to be performed seven (7) days per week, or will it follow the facility's public operating schedule of Tuesday through Saturday?

A: The NHTIC maintains a Tuesday through Saturday schedule for visitors, being fully closed on Sundays and having staff only present on Mondays. Midday cleaning is performed during the high-traffic season from May 1 through September 30. (SOW, Sections II.A and II.B) Q5: To confirm our understanding, the midday cleaning requirement consists of a single two-hour cleaning and service rotation beginning at 11:30 a.m. and concluding at 1:30 p.m. Is this correct? If all midday tasks are completed early, is the supervisor required to stay on-site for the full 2 hours or can they depart once the checklist is complete?

A: Confirmed. Midday cleaning consists of a single two-hour cleaning and servicing rotation beginning promptly at 11:30 a.m. One Contractor-designated, trained Site Supervisor shall be present in a continuous working capacity during this time frame, every day that the NHTIC is open to the public. If the contractor finishes in less than 2 hours, they are able to leave after all tasks are completed. (SOW, Section II.B) Q6: Is there any historical information available regarding staffing levels for the midday cleaning shift? Specifically, can you provide any guidance as to how many personnel have historically been assigned to perform these services? / Number of custodians required?

A: The SOW requires that one Contractor-designated, trained Site Supervisor be present in a continuous working capacity during the midday shift. For nightly and semi-annual cleaning, one Contractor-designated, trained Site Supervisor and at least one additional trained Contractor employee shall be present. Offerors should determine appropriate staffing levels based on the scope of work. (SOW, Sections II.B, II.C, II.D) Q7: Are the evening/nightly cleaning services expected to be performed seven (7) days per week throughout the year, or only during specific operating days?

A: Nightly cleaning shall be performed every night of day-time operation open to the public. The NHTIC maintains a Tuesday through Saturday schedule for visitors, being fully closed on Sundays and having staff only present on Mondays. (SOW, Sections II.A and II.C) Q8: Is there a specified timeframe during which the evening/nightly cleaning services must be completed? What are the cleaning hours?

A: Cleaning and servicing of public and administrative areas shall be performed beginning no earlier than 5:00 p.m. and continuing until all work is completed, every night of day-time operation open to the public. Hours for janitorial service may be adjusted by the Government to best suit the needs of the NHTIC. The COR and contractor will coordinate to establish times for all scheduled cleaning. (SOW, Section II.C) Q9: Will contractor personnel have access to the facility after normal operating hours to complete the evening cleaning requirements, or will services need to be performed while staff are still present?

A: Keys and alarm system access codes will be furnished by the Government to Contractor-designated Site Supervisor(s) only. The Contractor shall be responsible for checking and securing the building, including checking/locking exterior doors, gate closures, arming the alarm system, and turning off designated lights at the end of each shift. (SOW, Sections V.C and VIII.A) Q10: What is the frequency of services?

A: Three schedules of cleaning are required: (1) Midday Cleaning — a single two-hour rotation starting at 11:30 a.m., performed during the high-traffic season May 1 through September 30, every day the NHTIC is open to the public; (2) Nightly Cleaning — beginning no earlier than 5:00 p.m., every night of day-time operation open to the public; (3) Semi-Annual Cleaning — twice per year, once in fall (October–November) and once in spring (March–April), coordinated in advance with the COR. (SOW, Section II) Q11: Is there a mandatory site walkthrough or site visit?

A: A site visit has already occurred. During the first 60 days of contract performance, the Contractor's Site Supervisor will be required to perform a morning walk-through inspection of the NHTIC with either the COR, NHTIC Manager, or a designated BLM Project Inspector each morning. (SOW, Section II.E) Q12: Can the Site Supervisor be one of the people performing the cleaning tasks, or must they be a dedicated manager who only oversees the work?

A: The Site Supervisor may be a working supervisor and does not have to be a non-working individual.

Q13: How many special events typically occur per month or per year? If an event ends at midnight, is the contractor expected to start cleaning at 12:01 AM? Is there an additional after-hours or emergency call-out fee, or is this included in the base price?

A: Special events routinely occur at the NHTIC, which can result in the building being occupied by the public and BLM staff as late as 12:00 midnight. The conduct of a Special Event does not relieve the Contractor of his/her obligations under this contract. The Contractor shall schedule nightly cleaning around special events. The Government does not have a current accurate account of special events planned. The Contractor is not required to start cleaning at 12:01 AM — cleaning may occur prior to staff arriving at 9:00 a.m. the following day. There are no current after-hours or emergency call-out fees identified or required in the contract. If these occur, they will be addressed via contract modification. (SOW, Section III.C) Q14: Does the building have certified roof anchors for window washing safety harnesses? What is the specific height of the window walls (e.g., does the contractor need a 20-foot ladder or a 40-foot motorized lift)?

A: There are no roof anchors. The Contractor is responsible for access and fulfilling the requirements of the contract. The SOW requires that all necessary cleaning equipment including ladders and lifts be furnished and maintained by the Contractor at their expense. Exact measurements of windows can be provided if needed upon request. (SOW, Section IV.B) Q15: Does the government provide a designated area to park or store a lift if one is rented?

A: The Government has not previously provided a storage area for contractor lifts. However, a location outside may be provided for storage for a limited number of days, which can be determined should the contractor require it for specialized purposes on a temporary basis.

Q16: Does the government provide dumpsters and pay for trash pick-up service, or is the contractor responsible for hauling trash off-site?

A: Garbage and debris may be placed in the dumpster on-site provided by the Government.

Q17: Have there been any significant changes to the scope of work compared to the previous contract? If so, what changed or was added?

A: No significant changes. Modifications were mostly related to hours of operation.

Q18: Is this a DVBE-only set-aside solicitation?

A: This solicitation is set aside 100% for Small Business concerns.

Q19: Regarding Section II.E (Site Inspections), the SOW states that a Site Supervisor must be available for a morning walk-through inspection during the first 60 days of the contract. Since the facility is closed to the public on Sundays and Mondays, but staff are present on Mondays (per Section II.A), could you please clarify if the Site Supervisor is required to attend a walk-through on Monday mornings to inspect the work performed on Saturday night, or will that inspection take place on Tuesday morning?

Hours are subject to change. The inspection will take place Tuesday Morning at hours to be determined by site director.