19BF5026R0003- Questions and Answers - Janitorial Services.docx
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- Attached to
- Janitorial Services
- Solicitation number
- 19BF5026R0003
- Issued by
-
Department of State
About this file
This is a Questions and Answers document for a federal janitorial services contract opportunity issued by the U.S. Embassy in The Bahamas. The document addresses inquiries from prospective offerors regarding the solicitation 19BF5026R0003, which has not yet been released on SAM.gov at the time of this Q&A issuance. The anticipated contract period is one year with four optional renewal years, structured as a firm fixed price award. All responsible sources are eligible to submit quotations, and the Government reserves the right to make an award based on initial offers without conducting discussions. A pre-quotation conference is planned, with details to be included in the formal solicitation. Offerors are required to be registered in the System for Award Management (SAM) database at the time of proposal submission. The contract is subject to FAR clause 52.229-12 regarding taxation on certain foreign procurements.
The specific questions and answers contained in this document would typically address clarifications regarding scope of work, performance location details, staffing requirements, service level expectations, pricing considerations, submission procedures, and other technical or administrative aspects relevant to bidders preparing proposals for the janitorial services requirement. As a Q&A document, it serves to ensure all prospective offerors have consistent information and understanding of the solicitation requirements prior to formal submission.
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Embassy of the United States of America Nassau, The Bahamas
PRE-PROPOSAL CONFERENCE
FORMAL QUESTIONS AND ANSWERS
19BF5026R0003
JANITORIAL SERVICES
The U.S. Embassy Nassau convened a pre-proposal conference at the U.S. Embassy in Nassau, The Bahamas on May 27, 2026 at 1:00pm. for the above referenced solicitation for Janitorial Services at the US Embassy compound. Seven firms attended this pre-proposal conference:
A.L. Cleaning, Contact Group Solutions, Master Crew Cleaning, EBCO/Top Tier, IBC Cleaning, Impeccable Cleaners and JAS Hutchinson The questions and answers below are responsive to the inquiries received at this meeting as well as after. Prospective bidders had an additional opportunity to submit questions to the Embassy regarding this solicitation. The deadline for submission of formal questions was Thursday, June 4, 2026. The questions were submitted via e-mail: nelsonda@state.gov.
| Question #1: | Will government supply paper products? |
| Answer: | Yes |
| Question #2: | Which floors require waxing? |
| Answer: | All epoxy floors |
| Question #3: | Will the USG provide vacuum cleaners? |
| Answer: | Yes and if there is a special requirement/need the COR can be advised |
| Question #4: | Are windows included in the cleaning requirement? And if so, would it be the entire window? |
| Answer: | Windows are included, inside and outside, up to the first beam at the top of the door frame. |
| Question #5: | What are the working hours? |
| Answer: | 7:00am – 6:00pm, Monday to Friday. |
| Question #6: | Is the booth at the parking garage on East Street included? |
| Answer: | Yes. |
| Question #7: | Can you please identify the high traffic areas that would need shampooing (1.3.4.3)? |
| Answer: | All carpeted areas on the third floor |
Question #8: During the site visit, the Telecom rooms were shown, and it was indicated that they would need to be cleaned once a year. What is the square meters of this space?
Answer: Refer to the table below, the areas specified to be cleaned annually are the combined telecoms areas for each building.
| LOCATIONS |
| TOTAL |
| NOB |
| SCA |
| SPX |
| MCAC/CCAC/SPX |
| SQM |
| SQFT |
| Annually |
| 388 |
| 52 |
| 11 |
| 27 |
| 478 |
| 5,145 |
| Daily |
| 4,813 |
| 75 |
| 237 |
| 226 |
| 5,351 |
| 57,598 |
| Monthly |
| 99 |
| 0 |
| 35 |
| 0 |
| 134 |
| 1,442 |
| Quarterly |
| 135 |
| 55 |
| 0 |
| 0 |
| 190 |
| 2,045 |
| Weekly |
| 319 |
| 36 |
| 0 |
| 0 |
| 355 |
| 3,821 |
| Totals |
| 5,754 |
| 218 |
| 283 |
| 253 |
| 6,508 |
| 70,051 |
| Question #9: | For a Bahamian contractor utilizing a general liability insurance, is the Defense Base Act (DBA) insurance applicable? If not, what insurance costs should be included under SubCLIN D? |
| Answer: | DBA insurance is not required for local vendors once they have the required insurance listed in the solicitation. |
Question #10: Regarding the monthly, quarterly, semi-annual and annual cleaning, will the servicing of those areas be required on the weekend? (Carpet and Tile Cleaning) Answer: All work will be performed during normal business hours 7:00am – 6:00pm, Monday to Friday.
Question #11: I was unable to locate the chandeliers on the SOW, are they required to be cleaned?
Answer: There are no chandeliers
Question #12: During the site visit I didn't see the Gutters and downspouts as stated on the scope of work for annual cleaning. Where are they located?
Answer: There is no gutter cleaning required
Question #13: Is the W14 required for a Bahamian company?
Answer: Yes.
Question #14: On the pricing table, do we charge DBA and VAT?
Answer: Only if applicable
Question #15: Is there a specific number of staff required?
Answer: This is the bidders’ determination to provide sufficient staff to meet standards. You are encouraged to have additional staff cleared in case of absences or for events.
Question #16: Will there be temporary access allowed before the vetting is completed?
Answer: No, only cleared persons will be given access to the property.
Question #17: Section 5.0 and GFE contradict each other? Can you please confirm if items will be provided by the Embassy?
Answer: Typical janitorial tools and supplies will be provided by the Embassy. Only in the event of specialized tools will the vendor be asked to supply that equipment. An example of this would be a floor burnisher.
Question #18 What different types of floors are in the building and where are they located?
There are multiple flooring types including epoxy, porcelain tile, and commercial carpet. The various floorings are located throughout the building.
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