QuestionsAnswers 2.pdf

Questions & Answers #2 Final - No further questions will be accepted

Question #1: Can you please provide current contract number for incumbent contractor?

Answer #1: The current contract number is SIT70015C0005

Question #2: Will US companies be considered with international past performance?

Answer #2: Companies demonstrating appropriate past performance will be considered. The text below from Section 3 of the solicitation part A.2.4 details the requirements.

Section 3 – Solicitation Provisions

A.2. Information demonstrating the offeror’s/ quoter’s ability to perform, including:

4) List of at list five clients over the past ten years for Rome and Milano location, and two clients for Florence location, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in Italy, then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

Quality of services provided under the contract;

Compliance with contract terms and conditions;

Effectiveness of management;

Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

Business integrity / business conduct.

The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the Contracting Officer may use past performance information in making a determination of responsibility.

Question #3: The solicitation requests that offerors obtain a report from the Bank of Italy central credit register. Such a request does not exist in Italy. Please advise whether a bank letter from our bank branch on this topic will also be acceptable? Italian banks are connected to the central credit union and are therefore eligible to issue such statements.

Answer #3: The Italian translation of this Report from the Bank of Italy Central Credit Register is Prospetto

Sintetico della Centrale Rischi della Banca d’Italia. See solicitation provision below.

Section 3 – Solicitation Provisions

A.2. Information demonstrating the offeror’s/ quoter’s ability to perform, including:

5) Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work:

c. Report from the Bank of Italy Central Credit Register (Prospetto Sintetico della Centrale

Rischi della Banca d’Italia) stating all credit lines and loan facilities, of any nature, granted by Banks to the Company and presently in force. The Government will use this information to determine the offeror’s financial responsibility and ability to perform under the contract. Failure of an offeror to comply with a request for this information may cause the Government to determine the offeror to be non-responsible;

Question #4: Our company has long years of project operations in Rome, Florence, and Milano, but is registered with offices (telephone numbers, etc) in only one of these locations. This is not a legal requirement in Italy to have an official registration in every project location. Will the Government accept a self-statement from us that we are present in all three locations? This will be also demonstrated in our past performance information as well.

Answer #4: See solicitation provision below.

Section 3 – Solicitation Provisions

A.2. Information demonstrating the offeror’s/ quoter’s ability to perform, including:

2) Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in all three locations: Rome, Florence, and Milan.

Question #5: Considering the time constraints upon publishing answers to the bidder questions, as well as the importance of the answer for Technical and Financial proposal preparations, we are wondering if an extension can be granted?

Answer #5: We are not considering any extension of the solicitation proposal date. Offers must be submitted no later than November 30, 2020 at 12:00 noon local time.

Question #6: In order to comply with the provisions of the "CCNL Multiservizi - aziende di pulizie

"(National Collective Labor Agreement for Multiservice Cleaning Companies) ex art. 4, which includes the transfer of incumbent personnel to the new contractor, we are wondering if you could provide the current number of hours current employees work per building?

a. how many full time equivalent (FTE) operators are needed for the Rome site? If it is possible divide into every single building/ Villa/etc.

b. what is the current number of hours of people working at the Firenze site?

c. how many full time equivalent (FTE) operators are needed for the Firenze site?

d. what is the current number of hours of people working at the Milan site?

e. how many full time equivalent (FTE) operators are needed for the Milan site?

Answer #6: The current contractor has approximately 42 employees (estimated in Rome 29, Milan 9, Florence 4).

This is an unverified estimate and we recommend contractors refer to the Italian government labor laws for information on actual worker retention requirements.

Question #7: Is it possible to know what are the frequencies of the common parts of the various buildings in Rome?

Answer #7: See Attachment 2a Rome Technical Specifications

Question #8: Please provide the cleaning frequencies (daily/twice daily/weekly/monthly) per building/location on the sqm information charts located in the scopes of work. This information is crucial for correct estimation for labor and cleaning supplies and materials. We understand that some information is included however missing information causes a big impact on cost and labor estimation.

Answer #8: See Technical Specification Attachments 2a, 2b and 2c frequencies are included in the tables.

Question #9: What is meant by chemical polishing of all linoleum floors?

Answer #9: It means wax for linoleum applied with brush machinery.

Question #10: During the inspection we were informed that the interventions inside the apartments/ villas were exclusively on request and carried out whenever there will be a change of official/tenant. In the specification instead a daily frequency is reported. Which frequency is the correct one?

Answer #10: See Attachment 2a Rome Technical Specifications. Section 3.3 Standard Services: Performed at the Government Owned Residences details cleaning frequencies for Villas and the common areas of the apartments.

Cleaning inside the apartments is a temporary additional service.

Question #11: What is the cleaning frequency for the secondary appurtenances of the villas/apartments

(e.g. cellars, warehouses, etc.)?

Answer #11: See Attachment 2a Rome Technical Specifications. These services are considered temporary additional services.

Question #12 What are the current staffing levels at each site?

Answer #12:.See response to Question 6.

Question #13: Section 1 -The Schedule, Paras. 1.2.2. and 1.2.3. Can the Government please clarify different between "routine cleaning" versus "periodic cleaning"?

Answer #13: See Section 1- Scope of Work:

1.2.2. Contractor shall schedule routine cleaning requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. They are to be performed daily.

1.2.3. Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. The COR shall determine the schedules presented which meet the needs of the individual facility.

See Attachment 2 Rome, Milan, and Florence - Technical Specifications. Chapter 3 WORK

REQUIREMENTS & FREQUENCY OF TASKS

Rome: The services required consist of performing all tasks described in this section at the identified locations and frequencies. The routine janitorial services must be scheduled from Monday through Friday, from 06:00. to 16:00. Schedules for restricted areas will be defined with the offices during these hours.

The periodic janitorial services may be scheduled on Saturdays, from 06:00 to 13:00 hours, for offices and/or common areas of all buildings. However, a written schedule will be provided to the Embassy’s COR in advance for approval.

Florence: The service required consists of performing the all tasks described in this section at the identified frequencies. The routine janitorial services must be scheduled from Monday through Friday, between 08:30 to 17:30. A minimum of one person is required to be on site during those hours. The schedule for classified areas will be defined by the interested offices, during these hours.

The periodic janitorial services may be scheduled on Saturdays, from 06:00 to 13:00 hours, for offices and/or common areas of all buildings. However, a written schedule should be provided to the Embassy’s COR in advance for approval.

Milan: The service required consists of performing all tasks described in this section at the identified locations and frequencies. The routine janitorial services must be scheduled from Monday through Friday, from Monday to Friday, from 07:30 to 16:30. Schedule for classified areas will be defined by the interested offices, during these hours.

The periodic janitorial services may be scheduled on Saturdays, from 06:00 to 13:00 hours, for offices and/or common areas of all buildings. However, a written schedule will be provided to the Embassy’s COR in advance for approval.

Question #14: Section 1 - The Schedule, Para. 4.0. Are personnel entitled to carry smart phones while on job?

Answer #14: There are no issues carrying smart phones in the unrestricted areas. However, smart phones are not allowed in the restricted areas. In addition, it is not allowed to take pictures in any part of the Embassy, Consulates, and the residences.

Question #15: Section 1 - The Schedule, Para. 4.2.7. Please clarify that contractor received authority for key control during transition.

Answer #15: As per Post rules contractors are not allowed to carry-out any keys. Key control will be covered in a security briefing with the successful contractor.

Question #16: Section 1 - The Schedule, Para. 5.0. Please clarify if the contractor is required to obtain

Government approval for new materials and equipment to be purchased and delivered at job site.

Answer #16: Material data sheets only are required to be submitted for Government approval.

Question #17: Section 1 - The Schedule, Para. 9.0. Please clarify the number of days that Government requires for the Transition/Mobilization period.

Answer #17: The length of the transition period will be based on the mobilization plan submitted by the successful contractor. Following the process in Section 9.0 TRANSITION PLAN –

“Within ten (10) days after contract award, the Contracting Officer may request that the Contractor develop a plan for preparing the Contractor to assume all responsibilities for janitorial services. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.”

Question #18: Section 2 - Contract Clauses, 652.237-72(a). Can the Government please clarify if the

Embassy and two Consulates are operating at full capacity or reduced capacity due to COVID-19? If reduced operating capacity, please provide information on which areas are not operating at full capacity.

Answer #18: Please develop offers based on full staff services as we cannot predict the future COVID -19 situation.

Question #19: Section 2 - Contract Clauses, 652.237-72(c). Can the Government please clarify which

"round- the-clock requirements of critical tasks” exist on the contract?

Answer #19: Snow storms, excessive rain, flooding, or other extreme natural events may require a round-the-clock critical response.

Question #20: Section 2 - Contract Clauses, 652-237-72(d). Can the Government please clarify if the incumbent contactor is having deductions made against its proposed pricing due to COVID- 19? If yes, please provide the value of the deductions made by month?

Answer #20: There have been no deductions to the current contract fixed pricing due to COVID19.

Question #21: Section 2 - Contract Clauses, 652.237-72(d). If deductions are being made against the incumbent contractor, are the deductions in U.S. dollars as stated in para (d) or Euros?

Answer #21: See solicitation provision – Section 1 - Pricing is in local currency (Euros).

Question #22: Section 4 - Evaluation Factors c). Price Evaluation. Please clarify the meaning of "The lowest prices will be determined by multiplying the offeree prices times the estimated quantities in

"Prices - Continuation of SF 1449, Black 23," and arriving at a grand total, including all options. It seems that the offered prices shown in Section 1, The Schedule, do not need to be multiplied by any other number. It seems that the prices shown in Para 1.2 stand on their own for each year. Please clarify.

Answer #22: Price Evaluation is based on total price including all options as stated.

Question #23: Section 5 - Representations and Certifications. Please clarify if the Government require

Representations and Certifications is to appear in the proposal.

Answer #23: Yes, the Government requires submission of Section 5 - Representations and Certifications.

Question #24: Attachments 1a, 1b, 1c. Can the Government please clarify why prices are needed to be distributed for Standard Services according to different buildings in Attachment 1a, Rome, but only one price is required for Attachment 1b, Florence, and 1c, Milan?

Answer #24: Rome has multiple buildings as part of the Embassy Compound. The Florence and Milan Consulates only have a single building.

Question #25: Attachment 1a, Rome. Please clarify if a vehicle is needed for Standard Services to be performed in Rome?

Answer #25: Rome service does not require a designated vehicle at Government disposal. However, the Contractor will need vehicle/s at their disposal to perform the service at the various Embassy sites.

Question #26: Attachments 2a, 2b, and 2c, Section 4. Products and Tools. This paragraph requires that offers submit Material Data Sheets during the bidding phase. There are a number of products and tools to be used on the contract. Would the Government be willing to accept MDS submittals during

Transition/Mobilization instead of during the bidding phase?

Answer #26: The offeror must submit material data sheets at the time of the offer submission for products they propose using.

Question #27: Is there a current Contractor working at each of the three sites? If yes, please provide the name of existing contractor and contract number.

Answer #27: Contractor Name: Progect

Contract no. SIT70015C0005

Question #28: Section 3, Item 6-12 require various Italian forms and documents. Do we need to have these forms and documents translated into English?

Answer #28: Offers shall be presented in English per FAR Clauses 52.214-34 Submission of Offers in the English Language. Official Italian Government Certificates may be presented in the original language.

Question #29: Must the Project Manager be on site during business hours?

Answer #29: Only the Supervisor is required to be on site during business hours

Question #30: Para 652.237-72 lists 22 American and Italian legal holidays and administrative leave days.

Is the contractor required to have any workers at any of the three sites during these days?

Answer #30: No workers are required to be on site during holidays, unless temporary additional services have been requested.

Question #31: Is the embassy and consulates open during the COVID-19 shutdowns? If no, are contractor personnel required to report to work? If contractor personnel are not required to report to work, what are the requirements for compensation of employees?

Answer #31: Yes, the Embassy was open during the lockdown. Staffing patterns were based on need.

Compensation was based on the contract terms.

Question #32: Section 4, Evaluation Factor, Item c) Price Evaluation. This paragraph indicates that "The lowest price will be determined by multiplying the offered prices time the estimated quantities in "Prices

- Continuation of SF-1449, Block k23", and arriving at a grand total, including all options." But Section 1, Prices and Period of Performance paragraph 1.2.2 asks for total prices for each of the three facilities for base year plus options years 1-4 and in paragraph 1.2.8, Grand Total od Base and All Option Years.

Please clarify Section 4, paragraph c) and use of term "multination" for SF 1449. Please clarify.

Answer #32: The term "multination" is not used in Section 4, paragraph c).

Question #33: General. Please clarify verbal information presented during site visits indicating that proposals are to be provided as hard-copy documents. Please provide exact address and date and time proposals are due. Please clarify the number of hard copies required of technical and price proposals.

Answer #33: See solicitation provisions – Section 3. Offers should be hand-delivered to the American Embassy GSO/Acquisitions Office in Via Sallustiana, 49 Rome NO LATER THAN 12:00 noon on November 30, 2020 marked ”191T7021Q0001 – Janitorial Services.” One hard copy is required.

Question #34: Regarding the Anti-Mafia certificate, the Chamber of Commerce does not issue this certificate anymore, however we can self-certify. Would this be ok for you?

Answer #34: See solicitation provision Section 3 – A.2.11- Antimafia self-declaration as per Italian Law D.Lgs n.

159/2011 art. 88, 4 bis and art. 89;

Question #35: Must the offeror's office be located in the city of Rome or can be located in the province of

Rome?

Answer #35: Province of Rome will be acceptable.

Question #36: Attachments 1a, 1b, and 1c ask for "Price per Month (Euros) for different elements of work. Can the government please clarify the reason for asking for pricing by different locations? There are many costs elements that enter into total cost calculations.

Answer #36: The Government must take in consideration different funding elements that requires contract prices to be submitted by different locations.

Question #37: Attachments 1a, 1b, and 1c ask for "Price per Month (Euros) for different elements of work. Is the government asking for these prices with the assumption that certain element of work may be eliminated from the scope of work, and therefore the contractor's total remuneration may be reduced?

Answer #38: The service of this contract may be subjected to modifications.

Question #39: RFP Section 3 - Solicitation Provisions, para A.2.1) requires the "Name of a Project

Manager (or other liaison to the Embassy/Consulate who understands written and spoken English."

However, Attachment 2a Rome Technical Specifications, page 1, General, 3rd paragraph, discussed need for a "supervisor" who "will also act as liaison between the Contractor and the Embassy." Please clarify.

Answer #39: Project Manager is usually either the owner or a representative of the firm, while the supervisor is the on-site employee who manages day by day operations.

Question #40: Attachment 2a, 2b, and 2c, Section 4. Products and Services, 1st paragraph. Please clarify test that reads "During the bidding phase the Contractor shall submit manufacturer Material Data Sheets, of all products he/she plans to use in performing the service during the contract life." Does the

Government require all Material Data Sheets as part of the proposal submittal? This would entail a very large number of documents. May we recommend that these documents be provided during Mobilization?

Answer #40: See answer #26.

Question #41: General. Please clarify if there are any restrictions on page count, page margins, or font in the technical proposal.

Answer #41: No, there are no restrictions.

Question #42: Section 3 - Solicitation Provisions, Paragraph A.2.4. Requirement asks for "List of at least five clients over past two years for Rome and Milan locations." Please clarify. Does this mean five clients for Rome and five additional clients for Milan, i.e., 10 references total? Or is the Government asking for five clients for Rome and/or Milan, i.e, 5 references total?

Answer #42: The provision states’ “List of at list five clients over the past ten years for Rome and Milano location, and two clients for Florence location”. This is a total of twelve clients: five from Rome, five from Milan and two from Florence.

Question #43: Please advise if there is a washer and a dryer in the embassy and/or consulate that we could use for rags, cloths, mops etc.?

Answer #43: No, there is not.

Question #44: Is the contractor required to transport waste out of the embassy and/or consulate? Where is the main collection point located?

Answer #44: Rome has a main waste collection point inside the compound. Milan and Florence have the main waste collection points on the street (approximately 100 meters from the compound).

Question #45: Please provide historical data for the usage of paper towels, toilet paper, toilet seat covers, industrial wipes, clear plastic bags, hand soap and hand sanitizer monthly/annually?

Answer #45: We do not have this information.

Question #46: Please advise if crane/ manlift support will be required to clean the exteriors of windows?

Answer #46: Rome has a cherry picker available it must be operated by Embassy employees.