Revised QnA-19CA7024Q0002-Revision 1.pdf

Revised QnA for Janitorial Services Solicitation, 19CA7024Q0002-0001 Revision 1

SBU - CONTRACTING AND ACQUISITIONS

QUESTIONS FROM PROSPECTIVE VENDORS

Site Visit Date: January 3, 2024

Project: Janitorial Services

1. Please provide W-14 Internal Revenue Service form to get waiver from 2% payment under

Zadroga Act.

Answer: The W-14 form is attached. To take advantage of this waiver, please make sure to submit a filled-out W-14 form along with the bid submission. Fill out Part I, Part III (#10, #11, #12), Part IV (#14), and Part V. The amount in #10 could be your bid amount and amount in #11, and #12 should be $0.00. For #14, mention World Trade Organization’s (WTO) Government Procurement Agreement (GPA) as the rationale for the waiver.

Please note that if the W-14 is not submitted, the waiver will not be considered.

The W-14 requirement does not apply to any U.S. citizen (as defined in U.S. Code 26 U.S.C. 7701). If a bidder is a U.S. citizen, they do not need to submit this form.

2. Please share copy of Attachment 1 (Section 6.1).

Answer: Please reference Amendment 0001 of the solicitation.

3. Please share copy of Attachment A.

Answer: There is no Attachment A. The language referring to Attachment A in Section 1, #1 has been corrected. Please reference Amendment 0001 of the solicitation.

4. What are the facility's hours of operation and what times must the contractors enter and exit the facilities?

Answer: The staffing hours are from 7:30 am to 5:00 pm. This requirement has been added to the RFQ package under the Continuation pages of the SF-1449, paragraph 1.1. The Staffing Plan is now part of a bid submission requirement as added in Section 3, paragraph A.2.(4). Please reference Amendment 0001 of the solicitation.

5. Are the facilities accessible to the contractors 7 days a week? If not, how many days?

Answer: The facilities are accessible to contractors only during business hours Monday through Friday. If any occasional weekend work is required, it will be coordinated with the COR.

6. How often and/or does the Supervisor need to be on site? (Section 2.1)

Answer: Please reference the Continuation pages of the SF-1449; 1. Scope of Work and paragraph 2.0: Management and Supervision.

7. How many employees are needed for this contract?

Answer: Quoters must determine the appropriate staffing levels based upon current solicitation requirements.

8. Please provide all square footage for flooring and carpet cleaning.

Answer: Please see the approximate measurements below:

Type of Floor 360 University Ave, Toronto

(sq. meter)

480 University Ave, Toronto

(sq. meter)

Total

Carpet 1,100 900 2,000

Tile 600 80 680

Terrazzo 300 300

Vinyl 150 150

Concrete 600 600

3,730 sq. meter

9. How many employees were used by the incumbent?

10. Can the contract be awarded to both US and Canadian Corporations?

Answer: Yes; however, as per the RFQ package, Section 1, #3; all prices submitted must be in Canadian Dollars.

11. Please provide a list of products/supplies the contractor is responsible for supplying the contract. I.e. Ice Salt Melter (attachment 1/ section 6.2) + What quantities were used for the above noted products over 12-month period in the past.

Answer: Please see the amended RFQ package, Attachment #2. The contractor can adjust the usage level based on demand.

12. Please clarify Section 2.3 - unclear on visits being both coordinated and a surprise.

Answer: The contractor management should conduct periodic inspection visits to the work site without informing the janitorial staff working on site. The visits should be coordinated with the COR.

13. What if any, are the differences between hours for each site and secured areas?

Answer: The contractor will provide janitorial services in the secured areas in the same manner that they clean the other areas. The only exception is that the contractor will knock on the doors of secured areas at which point someone will give them access and stay with the contractor during the entire time that the area is being serviced.

14. Please provide photos of the site.

Answer: The photos are attached at the end of this document.

QUESTIONS FROM THE SITE VISIT DAY:

15. Should the terrazzo floor be waxed and stripped or simply mopped?

Answer: The terrazzo floors shall be stripped, waxed, and mopped as per the RFQ package, the Continuation pages of the SF-1449 and paragraph 1.3.6 and 1.3.7.

16. Is there just one staircase?

Answer: No, there are three staircases.

17. Are there different floor types throughout the building or same?

Answer: There are three different flooring types within the building as listed below:

a. Carpet

b. Terrazzo

c. Vinyl

18. Is subcontracting allowed?

Answer: No small business set aside is being used; therefore, 52.219-14 is not incorporated into the solicitation.

19. Is there any break area for janitors?

Answer: The basement staff break room is the common break area for both staff and contractors working in the facility.

20. How frequently the carpets have to be cleaned?

Answer: Please see RFQ Package, the Continuation pages of the SF-1449 and the Scope of Work for detailed guidance.

21. When and how to get access to the Annex?

Answer: There will be a guard onsite during regular business hours to admit the contractors into the building.

22. How to dispose garbage from 480 University Ave.

Answer: We do not dispose of garbage at 480 University Ave. This service is done by the building management services. As stated in the Scope of work the COR will designate areas for the contractors to place the trash and recycling.

23. Do they have to clean the windows at the Annex or not?

Answer: No.

24. Is uniform necessary for the staff?

Answer: Yes, some form of uniform would be appropriate for ease of identifying staff. An elaborate uniform is not required. The uniform type can be discussed with the COR after the contract is awarded.

25. Is there any specific quality or brand of consumables?

Answer: Please reference Attachment #2 of the RFQ Package. Any chemical used under this contract will have to be cleared by the Contracting Officer’s Representative

(COR).

26. Equipment: Are we bringing in our own equipment? Considering we have to go through the security of the Embassy.

Answer: The contractor supplied equipment would need to be brought in and screened and preferably left onsite instead of being removed on a daily basis.

27. Was there an incumbent on this contract? If so, who was it and what is the value of this contract?

Answer: Yes, the incumbent is Brian Maintenance. The total value of the contract is CAD $941,064.00 for a 5-year term.

28. Would you also have the Bill 10 information which is where the current cleaning company must let us know what they are paying the current cleaners so we can make the decision on whether we wish to keep them on or not.

Answer: No, Bill 10 information is not in accordance with this solicitation.

29. Please share the correct solicitation number.

Answer: 19CA7024Q0002.

30. Is the Contractor responsible for providing all PPE (gloves, masks, etc.) for areas that require the use of PPE?

Answer: Yes, the contractor is responsible for providing all PPE.

31. How much overtime is anticipated annually? (RFQ, Page 16-17)

Answer: The contractor is responsible for managing their staff schedule for regular duty or overtime. The Consulate does not engage in scheduling the contractor’s staff.

32. Interior/Exterior Window Cleaning: What is the size of the interior/exterior windows to be cleaned? How many windows are there? (RFQ, Page 14)

Answer: The exterior window size for 360 University Ave. is approximately 68”x75. Please see the window pictures for reference.

33. What type of floor finish is currently being used on the Terrazzo floors throughout the facility?

Answer: The appropriate floor wax is being used for the surfaces being finished.

34. Is stripping and waxing of Terrazzo floors throughout the facility recommended by the manufacturer?

Answer: The appropriate product must be used.

35. Is there a sealer currently on the Terrazzo floors throughout the facility?

Answer: Yes.

36. What is the contract number for the existing contract?

Answer: 19CA7018M0002.

37. How many employees are currently providing custodial services for this contract?

38. For the Semi-annual floor care (stripping & waxing, carpet cleaning, etc.) will the contractor be given access after normal business hours and/or weekends to complete such tasks for this contract? (RFQ, Page 14)

Answer: Yes, they will get access on weekends subject to coordination with the COR.

39. What is the estimated daily population utilizing each facility/area for service?

Answer: Approximately sixty (60 to 120) use the facility/area.

40. Based on the approximate overall serviceable square meters provided (and when totaled

= 4,204 square meters) the amount exceeds the provided 3,804 square meters, are all the square meters estimated totals provided correct? (RFQ, Page 18-20)

Answer: The measurements provided are approximate numbers. Please see the RFQ

Package, the Continuation pages of the SF-1449 and paragraph #3.0 for reference.

41. How many employees/hours per day is standard staffing? Is that number set or to our discretion?

Answer: A minimum of two (2) staff members and a maximum of three (3) staff members for the whole day.

42. Can you provide current estimated quantities of consumable supplies?

Answer: Please see Attachment #2 of the RFQ Package for more details.

43. Approximately how many employees are in the facility daily?

Answer: Approximately sixty (60).

44. Please clarify the "no sub" clause, specifically can we sub out roof/gutter maintenance and windows?

Answer: Subcontracting is allowed in the contract in accordance with FAR subpart 44.4 and FAR 52.244-6.

45. Do you have an anticipated start date? How much lead time will we have to prepare?

Answer: The anticipated start date is June 1, 2024, if the solicitation process is complete.

However, as noted in Section 1 in the Performance Work Statement performance will begin a minimum of 10 days from the start date listed in the Notice to Proceed unless the contractor agrees to an earlier date.

46. Re: "5. Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work". What is an acceptable example of sufficient evidence?

Answer: Some acceptable examples are as follows:

a. Website and google reviews.

b. Business license

c. Business insurance

d. WSIB (Workplace Safety Insurance Board of Ontario)

e. References

47. Are incorporating documents sufficient to satisfy DOSAR 652.242-73 in Section 2 requirement? are there alternatives that you would prefer if yes please provide examples?

Answer: Alternatives will be provided after award but prior to issuing the Notice to

Proceed.

Photos from the Site Visit for Exterior Windows:

Photo 1: Back of the Building – Windows Marked

Photo 2: Small Attached Room at the South Corner of the Main Building

Photo 3: One panel of the gridded windows may be opened from inside for cleaning; other panels would need to be cleaned from the exterior.

Photo 4: Windows at north side of the building. Photo 5 shows the full length.

Photo 5: Full length of north side window.

Photo 6: Front windows from 360 University Ave. Toronto Entrance.

Photo 7: South side of the building and booth at 360 University Ave. side. Please note the windows on the side. Please see Photo 5 reference for window height for two upper floors only; the main floor does not have windows on this side.