RFQ19BR9324Q0001_Amendment02.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1

1. CONTRACT ID CODE

I

PA

E OF PAGES

I 12

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER

5. PROJECT NUMBER (If applicable)

02 08/20/2024

6. ISSUED BY CODE 19BR93 7. ADMINISTERED BY (If other than Item 6) CODE I

AMERICAN CONSULATE GENERAL SAO PAULO

RUA HENRI DUNANT, 700, ATTN: GSO/PROCUREMENT

SAO PAULO 04709110

BRAZIL

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X) SA. AMENDMENT OF SOLICITATION NUMBER

19BR9324Q0001

SB. DATED (SEE ITEM 11)

July 12, 2024

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

CODE I FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

� The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers D is extended. � is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning _____ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor Dis not � is required to sign this document and return __ 1 __ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

1. Incorporate Attachment 2: Questions and Answers from Interested Offerers

2. Incorporate Attachment 3: Minutes from July 31, 2024 Pre-Proposal Conference

Except as provided herein, all terms and conditions of the document referenced in Item SA or 1 OA, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

(Signature of person authorized to sign)

Previous edition unusable

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

(Signature of Contracting Officer)

STANDARD FORM 30 (REV.11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Amendment 02

Attachment 2

RFQ19BR9324Q0001

QUESTIONS AND ANSWERS

1. Question: What will be the work shifts inside the embassy? Morning, afternoon and night?

Answer: All work shall be performed during 06:00 a.m. to 05:00 p.m. Monday to Friday, except for the holidays identified in the Addendum in Section 2. Other hours may be approved by the

Contracting Officer's Representative. The Contractor must provide at least 24 hours advance notice to the COR who will consider any deviation from the hours identified above. The company will be responsible for the employees' schedule and shifts.

2. Question: Can we work on a 5x2 scale (Monday to Friday), with a weekly workload of 44 hours, for the position of supervisor?

Answer: Yes, the vendor will be responsible for the employees' schedule according to the Consulate working hours.

3. Question: Can cleaning employees and cleaners work on the 12x36 service scale, with a workload of 12 hours, for their performance?

Answer: All work shall be performed during 06:00 a.m. to 05:00 p.m. Monday to Friday, except for the holidays identified in the Addendum in Section 2. There will be an exception for some specific services in designated areas, which will be arranged with the relevant supervisors.

4. Question: Is there a supplier accredited by the embassy to offer such products and specifications?

Answer: No, the Consulate does not specify the locations for purchase. The vendor will be responsible for providing the supplies.

5. Question: Can we offer the products according to the specifications of ANVISA (Brazil)?

Answer: Products can be offered according to the specifications of ANVISA and will also have to be pre-approved by the Consulate’s occupational safety and health officer assistant (APOSHO).

6. Question: On the W-14 form, what must be filled in fields 11 and 12?

Answer: For questions relating to the interpretation of the IRS regulations go to https://www.irs.gov/help/tax-law-questions.

7. Question: Could you tell me if there would be any problem using a Brazilian CNPJ to hire the cleaning company or would I have to use the data from my American company?

Answer: Section 3 of the solicitation states that each offer must consist of the following: (2)

Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in Brazil or plans to establish an office within 30 days of contract award.

8. Question: Please provide the previous award amount.

Answer: The previous grand total award amount was $3,978,336.18 Brasilian Reals.

9. Question: What is the total number of employees the current contractor has and how many employees are required to be on site daily?

Answer: The contractor should define the quantity of employees required to comply with the SOW.

10. Question: For this contract we have partnered with a local cleaning company who will be our subcontractor. Although we have a subcontractor should we still register our business in Brazil?

Answer: Section 3 of the solicitation states that each offer must consist of the following: (2)

Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in Brazil or plans to establish an office within 30 days of contract award.

11. Question: Are we responsible for cleaning the windows from the outside?

Answer: No, the vendor will only be responsible for cleaning the windows from the inside.

12. Question: Could you provide an estimated quantity of paper product used on a monthly basis?

Answer: Not applicable. Paper consumable products (toilet paper and paper towels) are provided by the Consulate.

13. Question: Since this will be our first-time conducting business in Brazil, will our international past performance be valid?

Answer: Section 3 of the solicitation states: (4) List of clients over the past five years, 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 Brazil, 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.

14. Question: Could you provide a detailed listing of the equipment, including heavy machinery, available on site?

Answer: As per Attachment 1, Government furnished property under the contract:

15. Question: Is the basic infrastructure, such as changing rooms, a break area, and other facilities, available and in good condition? Could we inspect these areas? We visited these areas.

Answer: The Consulate provides these areas in good condition, including space for changing rooms, restrooms, and designated areas for the company’s employees.

16. Question: Would it be possible to schedule a visit to the DML (Legal Medical Department) room?

We visited, and in this area, there needs to be two people who will not be replaced.

Answer: A visit to the Health Unit is not possible. The Health Unit area is a regular working area with offices, workstations, etc. The person (+ 1 back up) that will be designated to clean the medical unit as one of the areas of their daily routine should keep designated to this area for two years, as they will receive specific training to work in this space. This does not mean that the personnel designated to the clean the medical unit must stay permanently there during the day; they can perform cleaning in other areas as well.

17. Question: What benefits are offered to employees? Could you specify details about health plans, transportation, and other benefits?

Answer: The vendor will provide benefits to its employees as required under labor law. It is the responsibility of the vendor to ensure that its employees receive any required benefits.

18. Question: Can we access the former company to evaluate the current conditions and any necessary improvements? We visited the former company.

Answer: We cannot advise whether or not the former company could be accessed. This is an internal business decision for the offeror.

19. Question: What are the regular working hours? Is there any flexibility? We’ll send this question, but we already know that it will require working outside of regular business hours as well.

Answer: All work shall be performed during 06:00 a.m. to 05:00 p.m. Monday to Friday, except for the holidays identified in the Addendum in Section 2. Other hours may be approved by the

Contracting Officer's Representative. The Contractor must provide at least 24 hours advance notice to the COR who will consider any deviation from the hours identified above.

20. Question: Is there a specific time for lunch? Can the team have lunch together, or is staggering necessary?

Answer: No, there is no specific designated time. The vendor will be responsible for setting the employees' schedule and shifts.

21. Question: Is there a dress code that employees must follow?

Answer: As described in the SOW, all employees shall wear uniforms approved by the Contracting

Officer's Representative (COR), and appropriate EPIs approved by the APOSHO when necessary.

22. Question: What are the policies regarding the use of cell phones during working hours?

Answer: Contractors can use cell phones inside designated areas in the compound if it does not interfere with their cleaning activities. Cell phones are not permitted in certain locations within the compound.

23. Question: How is communication conducted among team members? Is there a specific channel or system for this?

Answer: The communication should be between the COR and the onsite contractor’s supervisor, who in turn is responsible for communication with the staff he/she supervises.

24. Question: Is it possible to contract additional services, such as furniture upholstery or machine cleaning, within the facilities? We want to discuss with you whether we can offer any extra services to showcase our differential and secure the proposal.

Answer: This solicitation is solely for janitorial services, as described in the scope of work. Any additional requirements will be advertised separately, as required by the FAR.

25. Question: What is the current staff availability for the scope?

Answer: The contractor should define the quantity of employees required to comply with the requirements of the scope of work.

26. Question: Under which union are they classified?

Answer: Not applicable

27. Question: What has been the average consumption of products and materials used in the last 3 months?

Answer: The Consulate will provide the consumable products so there is no need to provide the average consumption, this information is not relevant for the companies.

The Consulate does not have information regarding the current cleaning company’s cleaning material and supplies consumption.

28. Question: Among the cleaning materials used, do they include items such as plastic cups, toilet paper, paper towels, liquid soap, and consumables?

Answer: The Consulate will provide the consumable products intended to be used by Consulate staff and then replaced. E.g. Toilet paper, paper towels, dish soap and sponges (to be used by consulate staff at the kitchenettes), etc. Cleaning material and supplies for cleaning are to be provided by the contractor E.g. Brooms, trash bags, cleaning products, etc.

29. Question: Besides the currently available equipment (carpet cleaner, floor cleaner, vacuum, and polisher), how many and what other equipment is used?

Answer: The Contractor shall provide all necessary equipment he/she considers necessary to comply with the SOW.

30. Question: Are meals for employees provided by the Consulate?

Answer: The Consulate does not provide meals for contractors. It is the responsibility of the vendor to ensure that its employees receive any required benefits.

31. Question: Is there a location or cafeteria for employees to have their meals on-site?

Answer: Yes, there is a designated break room where employees can have their meals.

32. Question: Are there changing rooms available that the team can use?

Answer: Yes, the consulate provides changing rooms and restrooms.

33. Question: Is it necessary to consider renting a container for changing rooms?

Answer: The consulate provides changing rooms and restrooms.

34. Question: Is there a storage area for keeping equipment and stock of cleaning materials?

Answer: Yes, there is a designated storage area.

35. Question: Is it necessary to consider renting a container for the storage of materials and equipment?

Answer: No, this is not necessary. The consulate has designated areas for the storage of materials and equipment.

Meeting Minutes PRE-PROPOSAL CONFERENCE

July 31, 2024, 10:00 am

Pre-Proposal Conference of Janitorial Services

PARTICIPANTS:

Contractor Representatives

Simone Brandao, Procurement Supervisor

Juliana Goncalves, Procurement Agent

Gallo Canos, Facility Maintenance Supervisor

Lisandra Penaloza, Maintenance Supervisor

Christine Bonds S/GSO

Lauren Ossola A/GSO

Attachment 03

1. Welcome

GSO Team welcomed all attendees and introduced the GSO and FAC representatives. This meeting was conducted in Portuguese, with accompanying translation in English, to ensure all attendees received the same information.

I. Purpose of Meeting

GSO Team explained that the purpose of the meeting was to provide an opportunity for all interested vendors to understand the U.S. Government solicitation procedures, rules and the Statement of Work

(SOW). Statements made at the conference do NOT change the solicitation. Any change will be reflected in a written amendment to the solicitation.

As stated in the solicitation, all questions must be submitted in writing to Juliana Goncalves no later than Wednesday, August 7, 2024. All questions and answers will be posted via an amendment to the solicitation, to ensure transparency in the process.

II. Overview of RFQ

The following information on the scope of work was provided. Offerors were reminded that this information is all contained in the RFQ, which is posted on SAM.gov:

a. The Contractor shall perform janitorial work, including furnishing all labor, material, equipment, and services, for the U.S. Consulate General Sao Paulo, Brazil.

b. The Contractor shall perform janitorial services in all designated spaces including, but not limited to halls, offices, restrooms, work areas, entryways, lobbies, storage areas, elevators, and stairways.

c. The Government will pay the Contractor the fixed price per month for standard services and a fixed rate per square meter for any temporary additional services that have been satisfactorily performed.

d. The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with four, one-year options to renew.

e. U.S. Government will conduct evaluation consisting of compliance review, technical acceptability, price evaluation and responsibility determination. Award will be made to the lowest priced, technically acceptable offeror who is a responsible contractor.

f. All questions regarding this solicitation must be submitted in writing to Juliana Goncalves at goncalvesjp@state.gov no later than Wednesday, August 7, 2024. All questions and answers will be posted via an amendment to the solicitation.

g. The potential offerors are to provide proposals electronically and in hardcopy by 5:00 p.m. on

Tuesday, September 10, complete with all the required information. Your quotation must be submitted electronically to procurementsp@state.gov.

III. Summary of Instructions

GSO Team provided a summary of the instructions, noting that certain pages need to be filled out by each potential offeror.

Each offer must consist of the following:

mailto:procurementsp@state.gov

A.1. A completed solicitation, in which the SF-1449 cover page (Blocks 12, 17, 19-24, and 30 as appropriate), and Section 1 has been filled out.

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

(1) Name of a Project Manager (or another liaison to the Consulate) who understands written and spoken English.

(2) Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in Brazil or plans to establish an office within 30 days of contract award.

(3) The offeror shall provide proof of SAM registration to include the SAM UEI number.

(4) List of clients over the past five years, 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), as detailed in amendment 01 of the RFQ.

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

(6) The offeror shall address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2). If offeror already possesses the locally required licenses and permits, a copy shall be provided.

(7) The offeror’s strategic plan for janitorial services to include but not limited to:

(a) A work plan taking into account all work elements in Section 1, Performance

Work Statement.

(b) Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained;

(c) Plan of ensuring quality of services including but not limited to contract administration and oversight; and

(d) (1) If insurance is required by the solicitation, a copy of the Certificate of

Insurance(s), or (2) a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used.

IV. Additional Information

• The attendees were reminded that an amendment to the solicitation was posted to SAM.gov yesterday, which outlined the basic requirements of the proposal, as well as instructions for what should be included in the quotes.

• Offerors were reminded that SAM registration is required at the time the proposal is submitted.

• GSO Team explained the James Zadroga requirement – this is a requirement from the US for all companies registered internationally. In accordance with the Zadroga Act, a tax equal to 2% of the amount of any payment received pursuant to a contract with the U.S. government for the provision of goods or services, if such goods are manufactured or produced or such services are provided in any country that is not a party to an international procurement agreement with the

United States, will be imposed on foreign companies.

• GSO Team reviewed the Consulate Payment terms, highlighting that all payments will be made within 30 days of service.

• GSO Team concluded by reminding offerors that if any required information is omitted, they would be disqualified.

V. Facilities – Technical Review of RFQ

Facilities Team reviewed the Scope of Work, emphasizing that there are various buildings in the compound with different requirements. Some of the standards for cleaning and trash removal need to be adjusted based on schedules of the employees – there are specific locations we are unable to access during certain times; i.e. work must occur after normal working hours in these locations, and other locations which will require an escort at all times.

a) Review of cleaning requirements in the scope of work:

Daily, Weekly, Quarterly, Semi-Annual Cleaning Requirements

b) Locations for janitorial services

Consular Access Control Facility (CCaC 7C)

Parking Access Control Facility (PCaC 7A and 7B)

Buildings 1-5

LGF House

Recreation Space

Changing Rooms

Total square meters: 18,364.00 Total number of bathrooms: 45

c) Review of Government Furnished Property (Attachment 1)

Facilities Team emphasized that we do not have a fixed quantity of service professionals – the company will need to determine the appropriate number of employees needed to meet the standards set forth in the

RFQ. There must always be one company representative on site daily.

Facilities Team also reviewed that the company must provide their own materials, including a diluted cleaning solution, as detailed in the solicitation.

VI. Tour of the Compound

VII. Conclusion

The Pre-Proposal Conference concluded and attendees were thanked for their presence.

"END OF AMENDMENT"