191D3226R0017 Q and A NEC JANITORIAL SERVICE.pdf
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- Attached to
- 191D3226R10017 NEC JANITORIAL SERVICE
- Solicitation number
- 191D3226R0017
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Department of State
About this file
This is a Questions and Answers document providing clarifications following a site visit conducted on April 9, 2026. The document addresses facility maintenance and supply requirements, as well as federal contracting compliance questions.
The facility requirements include trash bins with 30–40 liter capacity for CAC areas and lockers, and 120-liter outdoor bins equipped with covers and wheels. Monthly consumable supplies required are approximately 25 boxes of hand towels (24 pieces per box), 5 boxes of toilet tissue (100 rolls per box), and 6 jerry cans of hand soap (5 liters per can). Plastic trash bags may be either black or white, and hand soap fragrance is flexible provided the product is of good quality. Notably, marble floor maintenance costs are not required to be included in the price quotation, and annual Medical Check-Up (MCU) coverage is not required.
The document also clarifies two critical federal contracting requirements. SAM (System for Award Management) registration is mandatory for contracts valued above USD 30,000 and requires submission of company information, banking details, and compliance certifications, with annual renewal required for contract award and payment processing. DBA (Defense Base Act) Insurance is mandatory workers' compensation coverage applicable to employees working on U.S. Government-funded contracts performed outside the United States, covering work-related injuries, occupational illnesses, disability, and death benefits. Both requirements apply to prime contractors and subcontractors.
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Site Visit date: 04/09/2026 09.00 – 13.00
Thank you for your inquiries following the recent site visit.
Please find below our clarifications:
1. Trash Bin Requirements For CAC areas and lockers, bins with a capacity of 30–40 liters are required.
For outdoor use, bins with a capacity of 120 liters, equipped with covers and wheels, are required.
2. Monthly Requirement for Toilet Paper and Hand Towels o Hand towels: Approximately 25 boxes per month (24 pieces per box) o Toilet tissue: Approximately 5 boxes per month (100 rolls per box)
3. Plastic Trash Bag Color Either black or white trash bags are acceptable.
4. Hand Soap Fragrance Any fragrance is acceptable, provided the product is of good quality.
5. Marble Floor Maintenance Cost The cost of marble floor maintenance is not required to be included in the price quotation.
6. Monthly Requirement for Hand Soap Approximately 6 jerry cans per month (5 liters per can).
7. Annual Medical Check-Up (MCU) An annual Medical Check-Up (MCU) is not required.
8. What is SAM?
SAM (System for Award Management) is the official U.S. Government’s centralized vendor registration system. Companies intending to do business with U.S. federal agencies must be registered and maintain an active status in SAM.
Registration requires submission of company information, banking details for payment purposes, and compliance certifications in accordance with U.S.
procurement regulations. Vendors must ensure that their SAM registration remains active and is renewed annually, as is required for contract award and payment processing.
Please note that SAM registration is mandatory for contracts with a value exceeding USD 30,000.
9. What is DBA Insurance?
DBA (Defense Base Act) Insurance is a mandatory workers’ compensation insurance applicable to employees working on U.S. Government-funded contracts performed outside the United States. This requirement generally applies to both prime contractors and subcontractors.
DBA insurance provides coverage for work-related injuries, occupational illnesses, disability, and death benefits, including medical treatment and wage compensation. The requirement is established under U.S. law, and contractors are responsible for obtaining and maintaining valid DBA coverage for all eligible employees throughout the contract period.
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