19AU9025R0002JanitorialQandA.docx

QUESTION & ANSWERS – JANITORIAL SERVICES

Solicitation Number: 19AU9025R0002 U.S. Tri-Mission Vienna, Austria

Q 1) For services that are not done monthly but semi-annually (e.g. window cleaning) should the prices be quoted aliquot (e.g. one twelfth) to fit the format of the pricing block in the solicitation

A 1) The solicitation documents have been amended (Amendment# 0001) to clarify how pricing shall be submitted. The revised documents will be shared with all participants of the pre-proposal conference and will also been made publicly available on www.sam.gov

Q 2) Should VAT be separately priced out or included?

A 2) The Amendment# 0001 of the solicitation documents (refer to A), specifically Section B (Supplies or Services and Pricing/Costs) will have a separate line item that allows the offeror to enter 20% VAT.

Q 3) Can only cleared personnel work on the compound?

A 3) Regardless of the frequency or type of work involved, only personnel with the appropriate security clearance are permitted access to U.S. Government properties as stipulated in the solicitation. It is recommended to clear more employees to ensure a quick response during shortages and to consistently maintain high-quality service levels.

Q 4) Is the process for entering the compound easier for cleared personnel?

A 4) Personnel with appropriate security clearance, the security check process is expedited and significantly quicker compared to that for one-time visitors. Personnel working on site on regular basis will be handed out a security badge and thus a minimum effort to clear security will be needed.

Q 5) Is there the possibility of a site-visit to the other locations mentioned in the solicitation documents?

A 5) Due to logistical and security reasons, it will not be possible to organize site visits for all buildings included in the solicitation. However, the U.S. Government will offer a site visit for the IZD Tower on Tuesday, January 21, 2025 (10 am local time). For all other locations, a description to support the solicitation document can be found below:

Chancery:

· Location: Boltzmanngasse 16, 1090 Vienna

· Style: Neo-baroque

· Structure:

· Main building: 5-story

· Surrounding wings: Two (2) two-story independent wings on either side

· Floor Materials: Combination of stone, concrete, hardwood or vinyl flooring, and carpet

· Window Style: Two-door double-hung casement

· Window Frame Materials: Wooden and vinyl frames

· Door Frames: a mix of simple one panel wooden doors and multiple panel doors with milk glass sections

Consulate:

· Location: Parkring 12a, 1010 Vienna

· Style: Modern glass, concrete windowed building

· Structure:

· Consulate is integrated into the Vienna Marriott Hotel on one of the top floors with an independent entrance on the side.

· Floor Materials: mostly carpet and either hardwood or vinyl flooring

· Window Style: PVC Casement Window with opening and tilt function

· Door Frames: a variation of different door types and material, from single panel to multiple panel and glass doors

Amerika Haus:

· Location: Rathausstrasse 7, 1010 Vienna

· Style: Old-German Form

· Structure: Conference Office and Training Facilities on the Ground floor

· Floor Materials: Combination of stone, concrete, hardwood, and carpet

· Window Style: double hung. bottom two door, top fixed window

· Window Frame Materials: Wooden frames, ground floor windows fenced

· Door Frames: a variation of different door types and material, from single panel to multiple panel and glass doors

FAC/Motorpool:

· Location: Breitenfeldergasse 11, 1080 Vienna

· Style: Old industrial building

· Structure: Office Area with Kitchnette and Lounge Area plus garage for various types of four and two-wheeled vehicles

· Floor Material: concrete in garage area and either hardwood or vinyl flooring in the office area

· Window Style: steel framed, milk glass window, fully fixed window with transom (Oberlichte) window in the office area

· Door Frames: a variation of different door types and material, from single panel to multiple panel and glass doors

Warehouse:

· Location: Heiligenstädter Frachtenbahnhof, Muthgasse 29 - Entrance ‘Logistikpark 19’, 1190 Vienna

· Style: Industrial Warehouse Building

· Structure: High bay warehouse with offices (number of offices?)

· Floor Material: Stone/Concrete floors

· Window Style:

· Door Frames: a variation of different door types and material, from single panel to multiple panel and glass doors

Hartäckerstrasse 77:

· Location: Hartäckerstrasse 77, 1190 Vienna

· Style: modern style apartment building

· Structure: 4-story newly renovated, with garage and basement

· Floor Material: None-carpet material, either hardwood or vinyl flooring

· Window Style: Combination of two double PVC framed casement windows and single PVC framed casement windows, iron-fenced ground floor windows

· Door Frames: a variation of different door types and material, from single panel to multiple panel and glass doors

Marine House:

· Location: Hartäckerstrasse 3-7, 1190 Vienna

· The cleaning service is only required at the small guard booth outside the Marine House. See instructions in Section B of the solicitation document.

Q 6) Can the project manager do the quality controls?

A 6) Refer to Section C, C.3 Management & Supervision C.3.1.3. The Contractor. The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

Q 7) Are subcontractors allowed and if yes do they also have to have a SAM registration?

A 7) Subcontractors are generally allowed but need to be approved by the Contracting Officer and do not require a separate SAM registration.

Q 8) What is your current type of operation? Do you have a partner or do you employee cleaning staff directly?

A 8) The U.S. Government directly employs two (2) cleaning staff. Additionally, a contracted partner is responsible for janitorial services until the final contractual term ending on March 31, 2025.

Q 9) Can a price adjustment be agreed for the period of a contract renewal?

A 9) As addressed in the solicitation document and the minutes of the pre-proposal conference (see above), prices are fixed and will not get re-negotiated and/or adjusted after contract award, all contractors need to properly estimate an increase for the renewal option to include any possible labor, equipment, and material mark-ups.

Q 10) Do the mentioned 2% "according to James Zadroga" exclusively refer to cases where the W12 form was not completely filled out and submitted?

A 10) The charges that may arise from the Zadroga Act will only apply if the offeror fails to provide a completed W-14 form. If the vendor’s country has tax treaties and is a WTO GPA member the offeror can apply to be relieved from the 2% Zadroga tax in case of award of the contract. However, the form W14 must be submitted along with offer. This applies for companies registered in Austria as long as they submit the completed form.

Q 11) Concerning the cleaning of the garage would you prefer wet or dry cleaning?

A 11) Wet cleaning is the preferred choice for cleaning the garage floor. The required machinery (e.g. Waschautomat) to carry out such cleaning task should be provided by the awarded party (see Section J, Exhibit B Contractor Furnished Materials).

Q 12) Should the windows cleaning at the IZD Tower include the inside and outside?

A 12) The windows at the IZD Tower can be opened partially or fully from the inside. Any glass panels that are accessible from the inside should be cleaned; two (2) window glasses in- and outside and one (1) inside glass of the glass façade.

Q 13) Can you provide the number of chandeliers?

A 13) The standard solicitation document does include a description of cleaning all chandeliers, however, cleaning chandeliers is not part of this solicitation, and the description can be disregarded by the offeror.

Q 14) Can the cleaning staff be from countries other than Austria but with a valid work permit for Austria?

A 14) In addition to the security clearance checks, the cleaning staff must hold a work permit for Austria to be considered for the work force.

Q 15) How do you expect the team to sign-in and out during the shifts? Can we use a barcode scanner to track Check-In and Check-Outs?

A 15) The US Government facility team on-site will take note of check-in and check-out of the cleaning staff and barcode scanner will not be accepted on-site by the US Government.

Q 16) Which safety-related requirements should we consider for the window cleaning? Are there a specific requirement on the part of the US Government related to the used materials (e.g. stepladders, poles, washers, pullers or scraper blades for coarse dirt)?

A 16) The service provider shall obey to all Austrian legal regulation for window cleaning and the material used to carry out such cleaning task.

Q 17) Which cleaning products are currently in use? Which company is the producer of those products?

A 17) The cleaning products and its producer can vary depending on the purchasing terms and conditions.

Q 18) IZD Tower Warehouse/Storage area: Daily partial cleaning of 1,500sqm of warehouse/storage area in accordance with Section C.2.1. and as defined in Section J, Exhibit A, Special requirement: the cleaning person shall be present a minimum of eight hours per cleaning day.

Why is a 8 hour person required, and would this person be in the warehouse only?

A 18) The activities on-site requires a 8-hour cleaning staff at the warehouse to clean all areas, for example office areas, storage facilities, bathrooms, etc.

Q 19) C.2.1.1.6 Cleaning of glasses, cups, and coffee services in conference facilities and in the Ambassador's office area. The Contractor shall clean the items in hot soapy water and rinse, dry and polish them so that a presentable appearance is maintained.

How intense is this service?

A 19) The intensity of the service required will vary from day to day considering factors such as frequency of meetings, etc.

Q 20) C.2.1.1.9 Sweeping debris from walkways and driveways and hose cleaning them during appropriate seasons (taking into consideration environmental restrictions on water if necessary).

Who is providing Materials like hose etc?

A 20) The US Government will provide material as mentioned in Section J (List of documents, exhibits and other attachments) Exhibit B (Contractor Furnished Materials), whereas all other material that is required to perform the task, see Section J (List of documents, exhibits and other attachments) Exhibit C (Government Furnished Property) shall be provided by the contractor.

Q 21) Rathausstrasse 7: annual cleaning of 370sqm of attic area in accordance with Section C.2.1.B.5.4

What is really needed in such a area? Sweeping, weed removal?

A 21) As mentioned, Section C, C2.1. (sub-section ‘Annual Cleaning requirements shall consist of’), annual cleaning shall consist of amongst other tasks cleaning the bare surfaces.

Q 22) How many bathrooms and kitchen are there at the IZD Floor each floor?

A 22) See below the details for each floor at the IZD Tower:

38th floor- 1 male and female bathroom and 1 Ambassador bathroom and 1 kitchenette 37th floor- 1 male and 1 female bathroom and 1 shower room and 2 kitchenettes 36th floor- 2 male and 2 female bathrooms and 1 Ambassador bathroom and 3 kitchenettes 35th floor- 2 male and 2 female bathrooms and 1 lunchroom and 3 kitchenettes

Q 23) Is there a janitor room on each floor at the IZD where the team stores all equipment?

A 23) There is a janitor room on the 35th as well as on the 37th floor. There is an elevator that connects the US Government floors.

Q 24) How should the cleaning staff treat the garbage including the shredded paper and dirty water? Is there a special area where they need to take the trash?

A 24) In the basement area there is a designated area where the cleaning staff is supposed to bring the shredded paper and other trash. The dirty water from for instance the garage floor cleaning should be poured into the respective drainage.

Q 25) At the IZD, should the glass dividers, screens, etc that separate areas and offices be cleaned as part of the annual window cleaning?

A 25) As per the solicitation document, Section B (page 6, subsection IZD Tower 35th – 38th floor – UNVIE, OSCE and various STATE offices), the semi-annual cleaning of 4,000 sqm of window should include glass walls of offices and guard booths.