Question_Drawings_from_Janitorial_Contract_Walkthrough_0003.pdf

Question from Janitorial Contract Walkthrough 3/10/2025

1. Will additional security be needed at the entrances when using a van-mounted vacuum to clean the floors (i.e. the doors must be propped open for prolonged periods of time to accommodate the vacuum hose coming from the van).

A: Contractor will be responsible for ensuring that no unauthorized personnel enter the building when doors are propped open for any reason.

2. What specific areas of flooring will need to be stripped and resealed, what is the frequency of this task, and will appliances (refrigerators, vending racks) need to be moved to access flooring beneath? Quarterly stripping seems excessive.

A: At the Provo location, the tile around the refrigerators and sink in the break room will require this work. At the Pleasant Grove location, the hallways, offices, restrooms and conference rooms will require this work. Appliances need not be moved to perform this work.

3. Can we get a clearer definition of “high traffic” areas for carpet cleaning at the Provo location.

“High traffic” areas at the Provo location refers to the vestibule and lobby inside the main entrance, the vestibule inside the east entrance, the vestibule inside the south (break room) entrance, and the main hallway/corridor.

4. Can we get a clearer definition of “high traffic” areas for carpet cleaning at the Pleasant Grove location?

“High traffic” areas at the Pleasant Grove location refers to the carpeted area inside the main entrance.

5. Does “high traffic” include the entryways and rugs?

Yes. Entryways are considered high traffic, and rugs must also be cleaned.

6. What is the frequency of high traffic carpet cleaning, and does it change seasonally (e.g. more frequent during wet seasons)?

High traffic areas are to be cleaned every two weeks regardless of the seasons or weather conditions.

7. Can you provide a floor plan for each building?

Yes, floorplans will be provided along with the answers to the walkthrough questions.

8. What is an approximate number of metal/vinyl chairs that will need to be cleaned in conference rooms and the break room on any given day?

The number of chairs is unknown. The number of chairs set up on a given day varies greatly depending on office events and activities.

9. Does everyone (every crew member) need to be a US Citizen to enter the building and perform work?

Yes. Every person performing work at either location must be a US Citizen and must have a PIV card issued in their name.

10. What is the square footage requiring service at each location?

The area requiring cleaning at the Provo location is 46,000 square feet.

The area requiring cleaning at the Pleasant Grove location is 1,000 square feet.

11. How are cubicles to be cleaned? Should items be moved?

Weekly dusting (remove cobwebs and dust) of low surfaces (i.e. furniture, pictures, countertops, desktops, workstations, shelves, bookcases, and partition wall tops).

Remove dust and lint from the fabric on the cubicle partitions and remove dust and smudges from the metal surfaces. Items on flat surfaces shall be removed, dusted, and replaced.

12. What is the square footage of the current construction area at the Provo location?

18,000 square feet.

13. Is cleaning required above the drop ceiling (e.g. clerestory windows, structural framework, visible ducts and vents, fans, upholstered shade screens)?

No.

14. How is recycling handled? Are there separate bins for different recycled products?

Contractor is not responsible for recycling.

15. Is the Credit Union included in the areas that require cleaning?

No.

16. Are there any hazardous materials in the materials lab or warehouse that may pose a threat to the cleaning crew?

Normal cleaning duties will not put cleaning crews in contact with hazardous materials.

17. Are cleaning supplies provided by the contractor? If so, should that cost be included in the bid?

Yes. Cleaning supplies shall be provided by the contractor and should be included in the bid.

18. What are the cleaning requirements in the lab area?

Just floors and trash cans.

19. What are the cleaning requirements in the warehouse area?

Just floors and trash cans

20. How many square feet of carpet are there in each building?

Provo location – 34,800 square feet Pleasant Grove – ~20 square feet

21. Can we get a clearer idea of what the cubicle layout will look like in areas that will eventually be remodeled (i.e. the area near the GIS group, and the area formerly occupied by NRCS)?

That information is unknown.

22. The SOW calls for “annual upholstery cleaning”. What upholstery is this referring to?

This refers to fabric upholstered office chairs and couches. It does not refer to leather/vinyl upholstered chairs and couches.

23. Can the dumpster on the east side of the Provo building be used to dispose of janitorial waste?

Yes.

24. Is there a dumpster at the Pleasant Grove building that can be used for janitorial waste?

Yes. It is located on the east side of the main garage between the bay doors.

25. Was there an incumbent and what was the value of the contract?

Yes. Total amount of award $439,938.00

26. Do I, as the contractor, need a Utah business license and Insurance or can I provide these items from the subcontractor?

Yes, the Prime contractor does need a Utah business license at the time of performance award, and they do need to have their own insurance.

27. I see there are 3 factors. What are the details that you need for Key Personnel and what are the submittal requirements for past performance? Work of similar size, completed work, etc.?

Key Personnel - submit a resume for a Contract Manager and alternate.

Past performance - The CM shall have at least 2 years of recent and responsible experience in managing personnel involved in janitorial service operations similar in size, scope, and complexity.

28. How many past performance references would you like?

Just provide references from customers you have serviced for the past two years.

29. Is there certain information you need for each contract - Contract number, customer, etc?

Yes. Contract number and contact number (phone number).

30. How many total bathrooms (in each building)?

Provo location – 6 bathrooms (3 men’s and 3 women’s) Pleasant Grove – 2 bathrooms (1 men’s and 1 women’s)

31. Is there a specific type of paper towel & toilet paper dispenser holder. Is it the big roll of paper towel, or the trifold type? Large roll of toilet paper or smaller? How many of each?

Please see photos included at the end of this document.

Provo Restroom Dispensers:

Toilet Paper – 13 Toilet Seat Cover – 13 Paper Towel Roll – 12 Paper Towel Trifold – 10 Hygiene Receptacle – 9

Pleasant Grove Restroom Dispensers:

Toilet Paper – 2 Toilet Seat Cover – 2 Paper Towel Roll – 2

32. Can you verify there is active funding for this solicitation/award?

Yes.

33. Could you confirm if there will be any changes to the requirements compared to the previous contract or if they will remain the same?

No changes.

34. I want to verify that the contractor will supply all these items under the contract.

Yes, the contractor is responsible for furnishing all consumable supplies.

35. Is there a particular brand, quantity, or type that is preferred?

There is no specific preference regarding brand or quality type required for these items.

36. How often do you require invoices submitted for payment?

Once a month

37. What is the payment timeline after approval of invoice?

FAR Subpart 32.9 (3) If the designated billing office fails to annotate the invoice with the actual date of receipt at the time of receipt, the invoice payment due date is the 30th day after the date of the contractor's invoice, provided the designated billing office receives a proper invoice and there is no disagreement over quantity, quality, or contractor compliance with contract requirements.

38. Do you have a Price Sheet/Pricing Table/Schedule of Items?

No.

39. Do you have facility drawings? Yes, they will be provided with these questions.

40. I didn’t notice any Instructions to Offers regarding packet submission contents.

The quote package shall include Key Personnel, past performance and completed pricing for the base year, along with pricing for the four option years (on the solicitation).

41. Do you have a breakdown of the different flooring types and associated square footages?

Provo Location Carpet – approximately 95% Vinyl – approximately 5% Pleasant Grove Location Carpet – Approximately 10% Vinyl – Approximately 90%

42. Is cleaning the inside of the refrigerator a requirement?

No, just the outside of the fridge.

43. Transition Period – Will there be a transition period between the incumbent contractor and the new awardee to ensure continuity of services?

No

44. Personnel Background Checks – What is the expected turnaround time for personnel background checks, and is there a process for expedited clearance if needed?

No process expedited service. Every personnel background check is different, and time will vary.

45. Past Performance Requirements – Is there a minimum requirement for the number of past performance references that need to be submitted with our proposal?

At least two references must be provided.

46. Service Changes – Have there been any modifications to the services in the new solicitation compared to the incumbent contract?

No

LAR M TA IOCE N

Clean

Clean

Note: This drawing is for information only, all offices and cubicle areas are not illustrated on these drawings.

Note: This drawing is for information only.

Floor 1

Overall Drawing

FINAL DRAWINGS

BUREAU OF RECLAMATION

PROVO OFFICE REMODEL

CORE:

130622

SHEET:

2/8

2/3/2025

13CQ280i:t PtOYO l.<n'dw

Note: This drawing is for information only.

Future layout of area that is under construction.