19DR8622Q0002 Janitorial Services - Questions and Answers - Final.pdf

Questions & Answers

Solicitation 19DR86-22-Q-0002

Chancery Janitorial Services

1. Can contractors switch employees between the Chancery and Los Bambúes or will they only be cleared for the specific sites?

YES, however, only personnel authorized by the USG will be able to work on this contract.

See Section 1 – Block 20, Subsection 4 Personnel. And See Section 1 – Block 20, Subsection 4

Personnel. Paragraph 4.4 Personnel Security.

2. Deep cleaning sometimes takes longer than the 3 hours allotted for this activity, depending on the traffic in the area, in case needed, will weekends or US holidays be available for this activity?

Yes, See Section 1 – Block 20, Subsection 1 Scope of Work. Paragraphs 1.3.3.4

3. Please explain what is required in the transition plan.

See Section 1 – Block 20, Subsection 9 Transition Plan.

4. If we have associated companies tied to our host company, may we use the employees contracted by us in the second company?

Only personnel authorized by the USG will be able to work on this contract. See Section 1 –

Block 20, Subsection 4 Personnel. And See Section 1 – Block 20, Subsection 4 Personnel.

Paragraph 4.4 Personnel Security.

5. Please specify color of trash bags and recycling bags to be provided, also the caliber.

Please provide specifics on the type of materials that we will be recycling, the size of the recycling containers and if the recycling bags need to be transparent.

At the Chancery we recycle the following: Paper, cardboard, plastic, cans, tetra pack, and glass.

The capacity of the containers inside the building is 23 gallons. In the recycling area we have recycle bins 1000 Lt.

Color: clear for recycling if the items will be disposed inside the bags in the final recycling bin.

Trash bags could be any color of your choosing, this is currently being used:

• 33 gl bags, black 0.8 mil

• 10-15 gl bags, gray .40 mil

• 10 gl bags clear 0.34 mil

• 55 gl bags, black 1.1 mil

See Section 1 – Block 20, ATTACHMENT 2 - CONTRACTOR FURNISHED PROPERTY.

6. Will the contractor determine the number of employees required for the Embassy and

Los Bambúes, or is there an expected staffing level that must be maintained at each location?

19DR86-22-Q-0002

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This a firm fixed price type contract. Square meters of all areas were provided to use as guidance. Industry standards for the time it takes for sweeping, mopping, vacuuming, dusting furniture, stripping, waxing, and buffing a certain area depends on the square meters will help you estimate the necessary resources.

Historically, 1 supervisor, 4 team leaders and 32 janitors have been used to meet the

Government’s janitorial services requirement. However, the current janitorial services requirement is unique. Quoters are responsible for determining the staffing levels appropriate to meet the Government’s requirement based upon all the information contained in the solicitation.

See Section 1 – Block 20, Subsection 1 Scope of Work. Paragraphs 1.2.1, 1.2.2, and 1.2.3

See Section 1 – Block 20, Subsection 2 Management and Supervision, Paragraph 2.2 and

2.4.

See Section 1 – Block 20, Subsection 8 Laws and Regulations.

7. How many janitors are currently working daily at the Chancery and Los Bambúes and are the current employees working two shifts?

The Chancery has two shifts with 34 employees in total and 3 supervisors.

Los Bambúes has one shift with 5 employees and one supervisor.

However, the current janitorial services requirement is unique. Quoters are responsible for determining the staffing levels appropriate to meet the Government’s requirement based upon all the information contained in the solicitation.

8. Can you please provide the square footage of different floor types (VCT, Carpet, Restroom tile, etc) for pricing purposes?

See Section 1 – Block 20, Subsection 3 Locations for Janitorial Services.

9. Are there incumbent employees for us to hire?

No.

10. Is this a new requirement or is there an incumbent contractor performing services? If so, who is the current (incumbent) contractor, and what is the current contract number?

When was the current (incumbent) contractor awarded the present janitorial contract?

What is the current contract award amount? What is the price of the last option year on this contract?

The current contractor is Klean X Dominicana SLS, SRL. Current purchase order (PO) is

19DR8622P0594 and it was awarded March 17, 2022. Total PO amount at time of award is

DOP 7,924,414.86. There are no Option years for this PO. The current scope does not compete with previous arrangements, so the current PO amount of DOP 7,924,414.86 does not reflect our future need.

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11. What is the anticipated start date for this contract?

The anticipated award date is in or after October 2022.

12. Are there any changes to the scope of work from the previous contract?

Yes, the scope of work is substantially the same as the previous contract. Changes include added spaces, and locations, and cleaning instructions for gyms, CAC, water coolers and fountains, and warehouses spaces. Main difference is expanded schedule to include weekends.

13. Is the excise tax of 2% pursuant to 26 U.S.C 500C the same as the ITBIS? Please provide information regarding the JAMES ZADROGA 9/11 VICTIMS HEALTH AND

COMPENSATION ACT OF 2010 to ensure the Dominican Republic subject to this tax.

No. See FAR Part 29, Taxes.

The quoter should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11.

For more information regarding Zadroga Act please visit the Internal Revenue Service website for the USG at https://www.irs.gov/government-entities/excise-tax-on-specified-federal-foreign-procurement-payments

To Find the required forms please visit at https://www.irs.gov/forms-pubs/about-form-w-14

14. Is it expected that an employee is on site for the Schedules as outline on paragraph 1.2.1 for the Chancery and Los Bambúes?

Contractor employees shall be on site only for contractual duties and not for other business purposes.

See Section 1 – Block 20, Subsection 1 Scope of Work.

See Section 1 – Block 20, Subsection 1 Scope of Work. Paragraphs 1.2.1, 1.2.2, and 1.2.3

See Section 1 – Block 20, Subsection 2 Management and Supervision, Paragraph 2.2 and

15. Is the weekend Schedule a regular mandatory requirement for standard services, or is it to be at the contractor’s discretion when needed for specialized requirements or to complete pending tasks?

Weekend Schedules are part of the requirements under standard services.

Tasks not completed during the week may be completed during the weekend schedule as outlined in Section 1 – Block 20, Subsection 1 Scope of Work. Paragraphs 1.3.3.4

See Section 1 – Block 20, Subsection 1 Scope of Work. Paragraphs 1.2.1, 1.2.2, and 1.2.3

See Section 1 – Block 20, Subsection 2 Management and Supervision, Paragraph 2.2 and

16. How many bathrooms are to be serviced under this contract for each location?

There are 32 bathrooms stalls in total at the Chancery.

There are 2 full bathrooms with showers and 3 single bathrooms at Los Bambúes.

17. What is the size of the gyms for each location in square meters?

https://www.irs.gov/government-entities/excise-tax-on-specified-federal-foreign-procurement-payments https://www.irs.gov/government-entities/excise-tax-on-specified-federal-foreign-procurement-payments https://www.irs.gov/forms-pubs/about-form-w-14

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See Section 1 – Block 20, Subsection 3 Locations for Services.

18. In accordance with Paragraph 1.3.1.5 how many refrigerators need to be deep cleaned each Friday?

The Chancery has 13 refrigerators, and Los Bambúes has one refrigerator.

19. How many water bottle dispensers, water coolers and waters fountains are in each location to be cleaned? Please confirm if the cleaning supplies required to clean the water bottle dispensers and water fountains are the contractor’s responsibility. If there are contractor furnished property are all the products mentioned on Attachment 3 need to be provided or if one or several is enough.

There are 30 water coolers in the Chancery, 12 water fountains and 12 bottle fillers.

There are 3 water coolers in Los Bambúes.

Attachment 3 WATER COOLER AND WATER FOUNTAIN CLEANING GUIDELINES provides information regarding cleaning guidelines and recommended cleaning materials and solutions. Cleaning supplies for cleaning the water coolers and fountains is contractor responsibility.

See Section 1 – Block 20, Subsection 1 Scope of work. Paragraph 1.3.1.14; Paragraph

1.3.2.9 and Attachment 3 WATER COOLER AND WATER FOUNTAIN CLEANING

GUIDELINES.

20. Please describe the services that make up a deep clean service as requested on paragraph 1.3.2.11.

Deep Cleaning consist of performing all the daily tasks as outline in Section 1 – Block 20, Subsection 1 Scope of work. Paragraph 1.3.1. Chancery CACs are considered high traffic area so not all routine daily task can be satisfactorily completed without interfering with

Security personnel. As outline in Section 1 – Block 20, Subsection 1 Scope of work.

Paragraph 1.2.2 “Contractor shall schedule routine cleaning requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations”, this is not always possible at the Chancery CACs, as such Weekly deep cleaning is required.

21. ATTACHMENT 1 - GOVERNMENT FURNISHED PROPERTY states the USG furnished property under this contract; however, on ATTACHMENT 2 -

CONTRACTOR FURNISHED PROPERTY for Los Bambúes it is specifically requested that the contractor shall furnish the same items as those described in

Attachment 1, such as paper towels, toilet paper, toilet seats, etc. Please confirm if USG furnished property as described in Attachment 1 only applies to the Chancery location.

See Section 1 – Block 20, ATTACHMENT 1 - GOVERNMENT FURNISHED PROPERTY.

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22. On Clause 652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND

ADMINISTRATIVE LEAVE (FEB 2015) paragraph (d) (1) it states that for Firm fixed prices contracts when services are not provided the deductions shall dividing by 21days

As this contract required the work be provided 7 days a week shouldn’t the monthly contract price be divided by 30 days per month since if the 21-day rule is used the daily rate for deduction would be higher that the daily bid rate.

Deductions related to DOSAR 652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND

ADMINISTRATIVE LEAVE (FEB 2015) have not been assessed under the current contract.

The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the USG requirements.

23. Can the name and information of the Project manager as requested on Section 3 –

Solicitation Provisions A.2 (1) be provided at contract award?

No. The Project Manager name shall be submitted with the quotation. See A.2(1).

24. Section 3 – Solicitation Provisions A.2 (2) does the proof for an established business with a permanent address and telephone listing must be in the Dominican Republic or can it be the information for the US? Can this be provided after award if a Local address and phone number is required?

While the address associated with UEI may be provided, a local address is required to obtain a business license to operate in country.

25. Since this is an Overseas requirement is there anything that needs to be done with in

SAM.gov with company profile to be eligible to perform the work?

Questions regarding SAM.gov must be address to the Federal Service Desk at www.

FSD.gov.

26. Is the Price per Square subject to a maximum of 5000m2 applicable to all the services under this Contract? Will these services be price and invoice separately from the

Standard services? How many TAS were required in 2021?

Standard Services are price per month per location. Only Temporary Additional Services will be priced by square meter not to exceed 5000m2 per contract year. See Section 1 –

Block 23, Prices.

See Section 1 – Block 20, Subsection 1 Scope of Work. Paragraphs 1.2.4

27. How often do we need to Remove and wash window blinds in accordance with paragraph 1.3.5.1?

Quarterly. See Section 1 – Block 20, Subsection 1 Scope of work. Paragraph 1.3.5.1

28. Will this Contract require we acquire or include Defense Base Act insurance? Aside from the Insurance requirements outline in section 7- Insurance and the insurance as required by local law is there any other insurance or life insurance that we need to consider in our proposal.

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The Dominican Republic has a current waiver with the US Department of Labor for Defense

Base Act insurance. You can review the waiver details at https://www.dol.gov/agencies/owcp/dlhwc/dbawaivers/dbawaivers. DBA is still required for all US Citizens and US Residents working under this contract see D. Conditions of Waiver for details.

The contractor is required to provide whatever insurance is legally necessary.

See Section 1 – Block 20, Subsection 7 Insurance.

See Section 1 – Block 20, Subsection 8 Laws and Regulations.

See Section 2 – Contract Clauses. 652.242-73 AUTHORIZATION AND PERFORMANCE

(AUG 1999)

29. On section 12 - QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP) what does “All required services are performed and no more than one (1) customer complaint is received per month” mean exactly?

The performance standard is that the Government receives no more than one (1) customer complaint per month.

See Section 1 – Block 20, Subsection 12 Quality Assurance and Surveillance Plan (QASP).

30. The requirements do not mention anything about the use of floor scrubbers, can we consider the use of these in our proposal, or will the USG be providing them?

31. Under Section 3 – Solicitation Provisions -ADDENDUM TO SOLICITATION

PROVISIONS FAR AND DOSAR PROVISIONS NOT PRESCRIBED IN PART 12,

specifically on SOLICITATION PROVISIONS INCORPORATED BY REFERENCE, is there any document or action we need to do or include in our proposal to comply with these regulations?

Please go to www.Acquisition.gov and you can retrieve the full text of each provision/clause incorporated by reference.

32. Does the employee and supervisor list need to be provided along with the proposal or can it be provided after award?

Ten days after award. See Section 1 – Block 20, Subsection 4 Personnel. Paragraph 4.4

Personnel Security.

See Section 1 – Block 20, Subsection 11 Deliverables.

33. How many floor techs are currently working daily at the Chancery? How many floor techs are currently working at Los Bambúes?

Currently the contractor has one floor tech for buffering floors with the support of the rest of the janitorial staff.

https://www.dol.gov/agencies/owcp/dlhwc/dbawaivers/dbawaivers http://www.acquisition.gov/

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However, the current janitorial services requirement is unique. Quoters are responsible for determining the staffing levels appropriate to meet the Government’s requirement based upon all the information contained in the solicitation.

34. Will you provide a specific wage determination for this contract? Will we be required to pay each employee the 10% holiday bonus of the yearly amount worked? Is there

Health and Welfare on top of the janitorial hourly wage? If there is a Health and

Welfare, what is the rate? Can you provide the current wages for Janitorial Staff and floor technicians?

This is not covered in the scope of the solicitation. See Section 1 – Block 23, Subsection 1

Prices and Period of Performance.

See Section 1 – Block 20, Subsection 8 Laws and Regulations.

See Section 2 – Contract Clauses. 652.242-73 AUTHORIZATION AND PERFORMANCE

(AUG 1999)

35. What is traffic count both for USG employees and visitors for Chancery and Los

Bambúes?

The Chancery has an estimated daily traffic of 900 USG employees plus an estimated 90 to

100 Contractors personnel, which includes, janitorial, gardening, cafeteria, banks, and several maintenance contractors

The Consular visitor’s area at the Chancery has current estimated daily traffic of 700 visitors and rising every day, estimated traffic will be around 1400 visitors.

Los Bambúes consists of 75 housing units with families between 1 to 7 members plus daily visitors and various USG employees and contractor personnel.

36. Under 1.3.2.7 for power washing balconies and terraces how often is regularly? Does the power washing include all paths sidewalks, open area and parking lots?

Weekly. The Chancery balconies and terrace areas are substantial and use regularly by USG staff, requirement is to power wash weekly. See Section 1 – Block 20, Subsection 1 Scope of work. Paragraph 1.3.2.7.

Standard is that tile flooring as describe in 3. Locations for Janitorial Services (Terrazzo, Coral Stone, Ceramic Caesar Tiles, Cement Terrazzo Tile) is Janitorial contractor responsibility to power wash as required in the solicitation. Concrete pathways, Concrete outdoor areas, sidewalks, pathways, and parking lots is USG/Gardening Contractor responsibility.

See Section 1 – Block 20, Subsection 3 Locations for Services.

37. Under 1.3.2.8 weekly deep clean of the gyms the requirement includes cleaning the windows is the contractor responsible for cleaning every window inside and outside of the Chancery. Is the contractor responsible for cleaning ALL interior windows and

ALL exterior windows for each location under the contract? How often are exterior windows to be cleaned and are there any onsite assistance tools such as cranes, lifeline and/or anchors that let perform this cleaning task?

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Janitorial contractor is responsible for cleaning ALL interior windows as described in

Section 1 – Block 20, Subsection 1 Scope of work; for all Locations listed Section 1 – Block

20, Subsection 3 Locations for Services.

For exterior windows ONLY the limit is 14 feet in high, anything higher is USG responsibility.

There are currently no onsite assistance tools, contractor is responsible for providing the necessary protection equipment required to provide services.

38. Under 1.3.4.4 there is a requirement to move furniture. – Is there a weight limit on the items to be moved? What kinds of furniture will need to be moved, and does this include file cabinets, desks, appliances, etc.? If there are heavier pieces that need to be move can this be priced separately?

NO. The furniture that will be contractor responsibility to be moved are chairs, sofas, side tables coffee tables, and cafeteria tables and chairs. If there is something heavy that needs to be moved for cleaning such as file cabinets, desk, conference tables among other will be the responsibility of authorized USG personnel.

39. Under Quarterly cleaning requirements 1.3.5.3 – Dusting & wiping light fixtures – Does that include all the metal grates on the ceiling in the Chancery? Does Los Bambúes have the same kind of lighting fixtures as the Chancery?

Metal grates from HVAC systems and filtering Systems are not part of the cleaning requirements and are USG responsibility. The decorative wood ceiling tiles found through the Chancery will need to be cleaned from dust. Regular drop ceiling tiles are not part of the cleaning requirements. Los Bambúes has different lighting fixtures than the Chancery, Los

Bambúes light fixtures are similar in height, size, and shape to those found in a home environment.

40. Is the contractor responsible for changing the lightbulbs for interior and exterior lights? If so, are the lightbulbs USG provided or Contractor provided property?

No, replacement of lightbulbs for interior and exterior light fixtures is NOT in the scope of this contract.

41. Is there a storage space for Janitorial supplies provided? If so, where are they located and how many in total are there for each location under the contract? Does the onsite supervisor have an office or space available on sit in? Do contractor employees have a breakroom for lunch?

There is no office space avaible or designated for contractor personnel. There is, a large janitorial supply storage space that is shared with the gardening contractor at the Chancery building near the Service CAC entrance. There are also small janitorial closets in each floor at the Chancery near the Bathrooms. There is a designated breakroom for contractor employees where there is a desk that can be used by supervisors.

42. Does this contract include work to be performed during US or Dominican Holidays at the Chancery and Los Bambúes? Does this contract recognize Juneteenth as a US

Holiday as it was not on the list describe in 652.237-72 OBSERVANCE OF LEGAL

HOLIDAYS AND ADMINISTRATIVE LEAVE (FEB 2015)?

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No, all standard services are to be delivered on regular, non-holiday weekdays and weekends. See Section 1 – Block 20, Subsection 1 Scope of Work

Juneteenth is a recognized US Holiday under this contract under 652.237-72 (a) The

Department of State observes the following days as holidays… Any other day designated by

Federal law, Executive Order, or Presidential Proclamation.

See Section 2 – Contract Clauses, Paragraph 652.237-72 OBSERVANCE OF LEGAL

HOLIDAYS AND ADMINISTRATIVE LEAVE (FEB 2015)

43. Regarding Employee Health, how long will the employees have to become fully vaccinated and boosted before they can start work at the Chancery and Los Bambues?

Can employees being work if they are fully vaccinated but not boosted for Covid-19?

How often are employees required to submit Covid Test? How many vaccines/boosters are required for contract compliance? Will employees be allowed to begin work without the Tuberculosis and Hepatitis vaccine?

The proof of vaccinations for all employees who are proposed to work under this contract, shall be provided to the COR, ten (10) days prior to the beginning of the contract performance.

The vaccinations requirements shall follow latest Centers for Disease Control and

Prevention guidance on vaccination and boosters. Employees shall be considered up to date with vaccines when they have received all doses in the primary series and all boosters recommended for each individual person, in accordance with CDC guidance, when eligible

See Section 1 – Block 20, Subsection 4 Personnel. Paragraph 4.2.2 Employee Health.

44. Does the transition plan include a phase in period between the incumbent and the new contractor at the Chancery and Los Bambúes?

Contractor should be ready to perform all duties as required under this contract when the

Notice to Proceed is issued in accordance with Section 1 – Block 23, Prices and Period of

Performance.

See Section 1 – Block 20, Subsection 9 Transition Plan.

45. Are there any special requirements or clearances for vehicles making deliveries for supplies to the to the Chancery and Los Bambúes?

After award, Contractor will need to provide the vehicle information for all vehicles that will be making deliveries to the Chancery and Los Bambúes. Vehicles must be properly identified as company vehicles; only authorized contractor personnel will be allowed inside the locations listed in the Solicitation. All supplies will be screened in accordance with the security procedures in effect for each location.

46. Will a shirt/t-shirt company, pants and shoes be considered acceptable uniform choices? How many complete uniforms sets, or uniform parts will need to be provided per employee to fulfill the uniform requirement?

Yes.

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The requirement is for “The Contractor's employees shall wear clean, neat and complete uniforms when on duty.”

See Section 1 – Block 20, Subsection 4 Personnel. Paragraph 4.2.1

47. What specific supplies will be USG provide for the Health Unit?

The USG will provide the Disinfectant for the Health Unit.

48. Can you please provide specifics on what expendable materials are contractor responsibility and for which location?

49. Does the USG required there be an onsite supervisor for each location, Chancery and

Los Bambúes, or can one supervisor manage both locations?

It is required that each location has in own on-site supervisor. See Section 1 – Block 20, Subsection 2 Management and Supervision, Paragraph 2.1.

50. Is there are requirement for cleaning of gutters, could you please clarify if it is contractor’s responsibility or not? If yes, how often will they be cleaned and are there any onsite assistance tools such as cranes, lifeline and/or anchors that let perform this cleaning task?

Cleaning of gutters are not part of this solicitation.

51. Is there a requirement to clean the cafeteria kitchen? Is the janitorial contractor responsible for cleaning the cafeteria/dining area?

The cleaning of cafeteria kitchen is the responsibility of the food contractor. The janitorial contractor is responsible for cleaning all dining areas in the Chancery including the second-floor cafeteria dining area.

52. Is the trash disposal the responsibility of the janitorial contractor or is there an outside contractor that collects the trash and removes it from the compounds? Does the USG provide carts and/or trailers to transport the garbage bags to the outside dumpster or is that contractor furnished property?

Janitorial contractor personnel are responsible for collecting all the trash and recyclables from inside the compound and move it to the designated area for trash and recyclables outside the compound. A different contractor is responsible for trash collection and disposal from the designated areas outside the compounds.

See Section 1 – Block 20, Subsection 1 Scope of Work. Paragraphs 1.3.1.9 and Paragraphs

1.3.1.10 and Paragraphs 1.3.5.2