32._19AR2018Q0015_-_Q&A.pdf

Janitorial Services

Solicitation No.: 19AR2018Q0015

Pre-proposal Conference Question & Answers – Q&As

April 4, 2018

The U.S. Embassy Buenos Aires conducted a pre-proposal conference on Wednesday April 4, 2018 at

09:00 hours for the above referenced solicitation for the US Embassy Buenos Aires.

Fourteen (14) firms participated in this pre-proposal conference: Solutions Group S.A.; Gamad S.A.;

Macia Construction, Inc.; Compañía de Servicios Integrales S.R.L. (CSI); Limpiolux S.A.; LX Argentina;

Facility Service S.A.; SteamGenie; Prolix Group; Rex Argentina S.A. (Serza); Higiene S.A.; Servitwing;

Consultores de Empresas; Clines.

The questions and answers below are responsive to the inquiries received by email regarding this solicitation.

Question #1: Is there a Cleaning Contract currently?

Answer: Yes.

Question #2: What is the company that is executing the contract?

Answer: Limpiolux S.A.

Question #3: What is the estimated time between the "Notice to proceed" and the start of the contract?

Answer: See Solicitation Section 1, page 4. Be reminded that the Notice to Proceed will be issued only after all deliverables specified in Section 1 paragraph 10 are submitted in a complete and timely manner.

Question #4: What is the estimated date to announce the award of the contract?

Answer: It depends on the time required to conduct the evaluation of offers described in

Section 4. Based on standard lead times and past experience, it may take between thirty (30) and ninety (90) days.

Question #5: How long does the security check take to grant a Contractor's badge to the cleaning staff?

Answer: The security check takes between three (3) to five (5) weeks from the moment a complete form is delivered at the Embassy.

Question #6: Can the U.S. Embassy in Buenos Aires issue a contractor’s badge to a person who already has a Security Check for another Post?

Answer: Embassy Bueno Aires will conduct background check regardless of previous employment in other missions. The only exception is for American citizens who hold security clearance, in which case the clearance will be passed through appropriate channels.

Question #7: If the security check is not yet completed by the contract beginning date; does the

Embassy have escorts for the janitorial workforce?

Answer: No. The contractor must ensure all badging requests are submitted in a timely fashion and fully completed so the contractor can have the necessary cleared staff prior to beginning working at the Embassy and CMR.

Question #8: Are there currently any personnel with a contractor card dedicated to maintenance?

Answer: Yes. All contractor personnel are required to be properly badged prior to working within the Embassy and CMR.

Question #9: Our company obtained a DUNS Number several years ago. How can we verify if our

DUNS information is still valid and accurate? Should it be updated or is it permanently valid?

Answer: To obtain and or verify your DUNS information you shall contact Dun & Bradstreet

(D&B) directly at helpdb@dnb.com or http://www.dnbregistered-br.com/eng/DAndBregisterd.aspx

For D&B Argentina, you may call +54 (11) 5556-3162 or fax to +54 (11) 5556-

3192/3194.

Question #10: Could you please provide instructions as to how to obtain a DUNS Number, an NCAGE

Code and to register in SAM accordingly?

Answer: To obtain a DUNS number follow the guidance on Question #9 above.

To request an NCAGE Code, go to https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

You can find more information about NCAGE Codes in http://pd.statebuy.state.gov/content.asp?content_id=62&menu_id=60 y http://www.dlis.dla.mil/Forms/Form_AC135.asp

Important note: You must first obtain a DUNS number before requesting an

NCAGE Code. In addition, use the exact information that D&B will provide you in a confirmation email in order to fill in the NCAGE Request Form. If your company’s information in these two databases is not a perfect math, you may experience registration issues in SAM.

Once you possess a DUNS number and an NCAGE Code, you may begin your registration in SAM at www.sam.gov/portal/public/SAM

Question #11: Could you specify furthermore how the cleaning of glass in height shall be performed?

What is the total surface of windows? How many of them are at heights beyond ground level?

Please, note that we are not referring to the domes/pyramids.

What elevation systems can be used? Are there fixings to hang a “silletero”? Or should they be washed from outside with lifting means? If so, is the Embassy providing them?

Answer: This information is only applicable to the Office Building Chancery (OBC). For any cleaning at heights, the company’s safety and technical representative must submit a proposed work and safety plan that shall be reviewed by the POSHO (Post

Occupational Safety and Health Officer) and the COR (Contracting Officer mailto:helpdb@dnb.com http://www.dnbregistered-br.com/eng/DAndBregisterd.aspx http://www.dnbregistered-br.com/eng/DAndBregisterd.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx http://pd.statebuy.state.gov/content.asp?content_id=62&menu_id=60 http://www.dlis.dla.mil/Forms/Form_AC135.asp http://www.sam.gov/portal/public/SAM http://obo.m.state.sbu/ops/shem/Pages/POSHO%20Tools.aspx http://obo.m.state.sbu/ops/shem/Pages/POSHO%20Tools.aspx

Representative). During any elevated work, the company must have a full-time site safety supervisor to oversee any work at elevation.

The total estimated surface of windows is 620 square meters. A very low percentage of windows are at an accessible height without using any lifting mean (10 % approximately).

Any type of hanging platform must be designed, tested, and certified by a licensed

Engineer and site supervision of such work must be performed by the company’s trained and qualified designated Safety Representative. Lifting platforms must be inspected and tested on site prior to use. Without the approval of the POSHO and

COR, no hanging or lifting platforms or systems will be allowed on US Government property. The Contractor is responsible to provide any and all working platforms.

Question #12: What type of safety protective elements for the cleaning personnel are required by the

Embassy, both for daily cleaning as for cleaning at heights?

Answer: All personnel are required to wear non-skid, non-slip shoes. PPE (Personal

Protective Equipment) will be dictated by the cleaning activity. For example, while handling trash, chemical, or other types of waste, all personnel with be required to wear puncture resistant rubber gloves, similar to 3M disposable nitrile gloves. At times eye, ear, or breathing protection may be required. For any cleaning at heights, the company’s safety representative must submit a proposed work and safety plan that shall be reviewed by the POSHO and the COR.

Question #13: What was the total manpower hours charged on the previous contract?

Answer: Working hours are from 0600 am until 1800 pm Monday through Friday; and 0600 am until 1200 noon on Saturdays with varying amounts of labor required. Be advised that local law provides for maximum amount of hours that a single employee can perform at once. It is the contractor’s responsibility to know and attain to all regulatory or legal requirements pertaining to this activity.

Question #14: How many workers listed in the previous contract?

Answer: Currently, we have ten (10) cleaners at OBC and four (4) at the CMR as permanent staff. However, this solicitation does not provide a specified minimum quantity of employees. Instead, it is the contractor’s responsibility to consider and determine the sufficient staff required to perform the work in absolute compliance with the contract requirements.

Question #15: What vaccines are required for those employees in charge of cleaning the Health Unit?

Answer: Hepatitis B (3 doses) and “Doble adultos”. “Doble Adultos” is not required if the employee received it within the last 10 years.

Question #16: What area is available for the storage of the machines for maintenance?

Answer: At OC, there is a dedicated office and storage area in the basement area by Motor

Pool. The storage room by motor pool measures 17 square meters.

At CMR there is a dedicated space by the garage which measures 4 square meters.

Question #17: What area is available as "Shop" or "barracks" of janitorial? as for example: Dressing rooms, office, common bathrooms.

Answer: At OBC, it is the dedicated office and storage space described above. The contractor employees may use the men and women bathrooms at the Embassy’s basement area, which include showers and dressing rooms.

At the CMR there is a dressing room for men which includes three (3) lockers and two (2) showers; and women may use the Dressing Room by the swimming pool which includes one (1) shower. No lockers are available in this space, but the ones in the men’s dressing room may be used for this purpose.

Question #18: The carts used to transport the cleaning supplies and materials: Are they provided by the

Embassy?

Answer: Yes, standard carts are provided. However, if the contractor requires a specialized or other carts, they must be provided by the contractor as described in Section 1

Paragraph 6.1.

Question #19: Are the ladders Embassy property? If yes, can they be used for the cleaning service?

Answer: The contractor is required to provide their own ladders. Aluminum ladders are prohibited. All ladders shall be inspected by the POSHO and COR prior to use within the Embassy and CMR property.

Question #20: Is the price for square meters for the cleaning of residences / houses / apartments? If yes;

Does the Embassy provide the supplies and machines?

Answer: No. The price per square meter for Temporary Additional Services is only applicable to the Embassy premises included in this solicitation (i.e., OBC and

CMR). See Section 1, Paragraph 1.2.4.

Question #21: Are prices fixed and definitive for the first and second year of the contract?

Answer: Yes. See multiple references to firm fixed prices in Section 1.

Question #22: Can you quote in US dollars? What will be the exchange rate?

Answer: See Section 4, Addendum to Evaluation Factors, FAR Clause 52.225-17 –

Evaluation of Foreign Currency Offers (FEB 2000).

Question #23: Is the contract paid in Argentine Pesos or in Dollars?

Answer: Payments will be disbursed (a) in local currency to locally established companies;

and (b) in U.S. Dollars to companies established in the U.S.

Question #24: My Company is established in a third country (i.e. not in Argentina nor the United

States). Can we issue the invoices in our country of origin and receive the Electronic

Funds Transfer in a bank account in the United States?

Answer: No. In order to receive payment, the bank account must be established in the country the company is legally based in. However, as this is a labor-intensive service, local law dictates that the company needs to be established in Argentina and issue all invoices under the legal name they have acquired locally. This allows the contractor to fulfill all tax requirements.

Question #25: Is this contract subject to the local stamping tax?

Answer: It is the contractor’s responsibility to know, understand and comply with all legal requirements that the local Government imposes.

The U.S. Embassy Buenos Aires, as a Diplomatic Mission, is exempt from local taxes. Therefore, if this contract is subject to local taxing laws, the contractor shall assume all costs associated.

Question #26: Can the offer be submitted via email?

Answer: Yes. This solicitation allows for electronic responses.

Question #27: Can we submit the technical offer first and, later on, submit the economic offer?

Answer: No. The offer is a unique document submission and it has to be performed in strict compliance of the provisions in Section 3 of the Solicitation.

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