Questions and Answers.pdf

Questions and Answers for SAM.gov Notice ID 19C18024Q0002:

• Question (1): Can a prime Contractor from the USA bid on this and use a subcontractor in Chile?

Answer (1): Yes.

• Question (2): Who is the incumbent and what is the annual cost to the government at this present time?

Answer (2): The incumbent is ASEO 2000 S.A. The total contract amount is CLP $829.471.749.- Period of performance: 12/01/2018-11/30/2023 (base year and 4 1-year option periods).

• Question (3): Is there a mandatory pre-bid meeting?

Answer (3): There was no mandatory pre-bid meeting. A pre-quotation conference was held U.S. Tuesday, April 9, 2024, at 10:00 hrs. (local time) at U.S. Embassy Santiago.

• Question (4): Is any form of bonding required?

Answer (4): The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work.

• Question (5): Do you require a local vendor preference?

Answer (5): The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

• Question (6): Will the award be made based on lowest price and based on the vendor demonstrating he/she is the most responsible bidder?

Answer (6): The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

• Question (7): May I submit several proposals for the subject procurement? In other words, is there any restriction to submit various proposals with different teaming partners?

Answer (7): You may submit multiple proposals.

• Question (8): Can you forward a copy of the solicitation and SOW in Spanish if it exists?

Answer (8): This is not possible as contract documents must be in English.

• Question (9): Will the number of employees be dictated by the embassy or the company awarding the job?

Answer (9): This is a decision to be made by the quoter.

• Question (10): For the semi-annual cleaning, which includes work at heights and others, should it be done with the same personnel that will be on site or a B team so as not to interrupt the daily work?

Answer (10): This is a decision to be made by the award winner.

• Question (11): Would you like to keep the current staff? Is it possible to hire them by our company?

Answer (11): This is a decision to be made by the award winner.

• Question (12): In relation to the previous question, we are an inclusive company, we have in our staff young people with Down syndrome, they work shorter hours and we have received excellent feedback from our customers.

We would like to include them in the staffing of plant personnel, because the embassy environment is favorable to them.

Answer (12): This is a decision to be made by the award winner. This is a service contract, and the awarded company may decide how to accomplish the services.

• Question (13): Regarding the insurances that we must contract, the link that was provided contains a list of insurance companies, would it be possible to go deeper into this subject? We imagine that we should contact these companies, but we would like to know more specifically what the requirements for this contract are so that we can quote the correct premium.

Answer (13): Insurance requirements are covered in section 7.0 insurance of the RFQ. DBA insurance quote must be included in submission package or statement that if awarded DBA insurance shall be purchased, see Section 3.

• Question (14): Who currently holds the incumbent position on the contract?

Answer (14): Aseo 2000

• Question (15): Could you please provide clarification regarding the specific "vehicle" required for the transportation of waste?

Answer (15): The Embassy will provide the cart.

• Question (16): Please confirm whether the term "stripping wax coats and seal coats" pertains to the vinyl flooring. During the site visit, no wood flooring was observed.

Answer (16): Yes, it applies only to vinyl flooring.

• Question (17): Are boom lifts or scissor lifts permissible for cleaning the elevated areas both inside and outside of the building?

Answer (17): Yes.

• Question (18): Could you please verify that the cleaning of the gymnasium does not encompass equipment?

Answer (18): Cleaning gymnasium equipment includes cleaning benches, seats, handles, and pads. It does not include equipment pulleys, equipment weight plates, dumbbells, kettlebells, elastic bands, or other small portable items.

• Question (19): Are subcontractors permitted for conducting the annual exterior building cleaning? And what is the process for approval of sub-contractors?

Answer (19): This is a decision to be made by the award winner.

• Question (20): Regarding the daily dusting task, does it encompass copier machines, despite not being listed in the Request for Proposal (RFP)?

Answer (20): It does not.

• Question (21): In accordance with the observations made during the site visit, may we request the provision of photographs depicting the warehouse situated in Recoleta?

Answer (21): See photos below Letter A.

• Question (22): Is it acceptable to utilize internal radio communication equipment (e.g., walkie-talkies) for maintaining communication among supervisors, cleaning personnel, and the Contracting Officer's Representative

(COR)?

Answer (22): This is a decision to be made by the award winner but shall be permitted.

• Question (23): Are we allowed to implement a finger recognition ID timer machine for monitoring employee clock-in and clock-out times?

Answer (23): This is a decision to be made by the award winner but shall be permitted without access to Wi-fi.

• Question (24): Is the use of portable electronic computing devices (such as iPads or tablets) permissible for maintaining electronic records of daily work and personnel schedules?

Answer (24): This is a decision to be made by the award winner but shall be permitted.

• Question (25): Is there any designated space available for use as a locker room for our employees?

Answer (25): Yes.

• Question (26): Is there sufficient storage space allocated for maintaining cleaning supplies, tools, and equipment?

Answer (26): Yes.

• Question (27): Are the cleaning supplies required to adhere to EPA guidelines for reducing Per- and Polyfluoroalkyl Substances (PFAS) in government procurement of cleaning products?

Answer (27): N/A

• Question (28): Are the cleaning supplies required to comply with EPA Safer

Choice labeled products for cleaning purposes?

Answer (28): N/A

• Question (29): Does the US embassy recognize or observe any local holidays?

If yes, which ones?

Answer (29): Yes, all official Chilean holidays and Department of State holidays listed in RFQ section 2. (652.237-72).

• Question (30): As an American-based company, are we obligated to submit an

IRS Form W-9?

Answer (30): No.

• Question (31): May we include the endorsement of the US Government in our US-based company's General Liability insurance policy to satisfy the stipulations outlined in section 7.2 of SF-1449?

Answer (31): It is not clear what is meant by “endorsement”. The USG does not endorse vendors. The vendor may provide the insurance company with a copy of the solicitation/contract to support a request for a policy.

• Question (32): According to Section 652.232.70 part (b) of the ADDENDUM TO CONTRACT CLAUSES, it is stipulated that one original, and two copies of invoices should be submitted to the US embassy at the address specified in SF- 1449. However, an email address is also provided for the submission of "electronic invoices”. Is either of these methods acceptable?

Answer (32): Yes, as stated in the Solicitation.

• Question (33): Does the embassy utilize PEEI, FAS-SRP, IPP, or similar portals for processing and remitting payments for invoices?

Answer (33): No.

• Question (34): Will payments be made in US currency or Chilean Pesos?

Answer (34): U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corpora�on incorporated under the laws of a state within the United States.

Any firm that is not a U.S. firm is a foreign firm. Any local or foreign firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency.

• Question (35): What are the requisite backup documents for invoicing? Is it inclusive of timesheets, cleaning schedule sheets, and daily reports?

Answer (35): It is not necessary.

• Question (36): Does this contract permit the exportation of cleaning equipment and supplies from the USA to Chile under the US-Chile Free Trade Agreement specifically for utilization within this contract?

Answer (36): This is a decision to be made by the award winner; local supplies shall be sufficient.

• Question (37): As per Section 652.236-70 ADDITIONAL SAFETY MEASURES, part (b), for specific activities as work at heights above 1.8 meters, a written safety program is mandated, adhering to either OSHA 29 or USACE-EM-385 standards. Is it necessary for the written program to be endorsed by a Hazard Prevention personnel certified for either 40 hours of OSHA or 40 hours of EM- 385? also SSHP and AHAs require a written program.

Answer (37): This is a decision to be discussed with the award winner after award.

It is not required to have an endorsed plan by certified Hazard Prevention personnel.

• Question (38): The Standard Form 1449 contains text fields that need to be filled out, and the instructions are unclear. What is the ideal way to complete the form to ensure that proposals are accepted? Specifically, sections 12, 17, 23, 24, and 30 need to be completed. Regarding these sections, the following concerns arise:

- Question (38.1): What does section 12, titled "Discount terms," refer to?

Answer (38.1): This specifies the prompt payment discount terms if the contractor offers any. If none are offered, then complete this block by stating “Net 30”.

- Question (38.2): Section 17 does not exist; only section 17b appears in the format.

Answer (38.2): 17a is missing - It will be uploaded again. See below letter B.

- Question (38.3): In the case of sections 23 and 24, the total service value must be added, broken down into unit value and total quantity.

Answer (38.3): Yes:

Base year – amount First year – amount Second year – amount Third year – amount Fourth year – amount

- Question (38.4): Shouldn’t the total value of the offer be entered in another section?

Answer (38.4): Yes, with detailed information for each year.

- Question (38.5): Section 30 as such does not exist, but sections 30a, 30b, and 30c do. Should all three be completed, corresponding to the signature of the document?

Answer (38.5): Yes, (30a, 30b, 30c).

• Question (39): In section 3, reference is made to other subsections that must be completed in the Standard Form 1449. So, it would be ideal to know the specific sections we need to address.

Answer (39): SF 1449 see the title – “OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30”

• Question (40): Is section 5 only completed and submitted in the event of having a contract for the provision of telecommunications goods or services to the government? Just to confirm, it should not be filled out in the same way, but rather stated in writing that such services are not provided.

Answer (40): Yes.

• Question (41): Finally, is the list of documents to be submitted in the proposal as mentioned in section 3, letters A.1 and A.2?

Answer (41): Yes.

A – Warehouse Pictures:

B. Standard Form 1449 (below)

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19C18024Q0002

6. SOLICITATION ISSUE DATE

March 28, 2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Paul Nichols Contracting Officer

b. TELEPHONE NUMBER(No collect calls)

223303375

8. OFFER DUE DATE/ LOCAL

TIME

April 29, 2024 15:00 hrs.

9. ISSUED BY CODE 19C180 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

AMERICAN EMBASSY SANTIAGO

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

AV. ANDRES BELLO 2800, LAS CONDES

SANTIAGO, CHILE

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 19C180 16. ADMINISTERED BY CODE

AMERICAN EMBASSY SANTIAGO

AV. ANDRES BELLO 2800, LAS

CONDES

SANTIAGO, CHILE

17a CONTRACTOR /

OFFERER

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

American Embassy Santiago Attn: General Services Office Av. Andres Bello 2800, Las Condes Santiago, Chile

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Janitorial services for the US Embassy in Santiago, Chile See attached

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER

NUMBER

35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL

FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print) Paul Nichols

31c. DATE SIGNED