Questions and Answers 19E13024Q0009 rev.JUN 10.pdf

Embassy of the United States of America

42 Elgin Road

Ballsbridge

Dublin 4, IRELAND

JUN 10, 2024

Questions and Answers Received to Date:

Janitorial Services RFQ 19E13024Q0009

Question 1:

• What are the working hours/days?

Answer: Services required Monday thru Friday during normal working hours (8.00 thru 17.00) except local and US public holidays. The operatives are not expected to work on both Irish and US public holidays observed, as listed in SECTION 2, DOSAR Clause 652.237-72 (page 50/51 RFQ document)

Question 2:

• Will the Embassy provide Transfer of Undertakings Protection of Employment (TUPE) information?

Answer: Yes, the Embassy will contact the incumbent after the pre-bid meeting to request this information and will provide to all interest bidders.

Question 3:

• Will there be sufficient time to complete SAM registration prior to bid due date?

Answer: Yes, there should be sufficient time to complete, if for some reason it is not, please provide proof of starting the process with their bid. Any difficulties with registration, please contact the Embassy procurement team who will try assist. NOTE, the Embassy does not have access to complete SAM as a contractor or approve registrations but will assist where possible.

Question 4:

• Is carpet cleaning included in SOW?

Answer: Yes, carpet cleaning / shampooing is included as part of Semi-Annual Requirements, reference RFQ Section 1. Scope of Work Para. 1.3.5.1, Question 5:

• Are Feminine Hygiene (Sani) Bins services included in the contract?

Answer: No, this is not part of the SOW, the Embassy contracts with another provider for this service.

Question 6:

• Are bathroom consumables, i.e. toilet paper, paper towels, soap, etc. to be supplied as part of the contract?

Answer: No, the Embassy procures these items through a Blanket Purchase Agreement with multiple other vendors and makes them available to the Janitorial contractor.

The successful bidder may be asked to enter into a similar agreement to supply these items

Question 7:

• Is collection and cleaning of tea/coffee cups, flatware, glassware, crockery etc, included in the contract?

Answer: No, this is not part of the janitorial contract.

Question 8:

• It was stated at the pre-bid meeting that the Embassy requires three (3) operatives working full time. The TUPE information states the operatives currently each work a 45-hour week.

Do we price for all three (3) operatives at 45 hours each per week?

Alternatively, do we price for the staff who TUPE over at 45 hrs each and an additional operative at 39 hours which would be the industry standard full-time hours?

The third option is to price for all three (3) operatives working at 39 hours each per week.

Answer: Please submit your bid based on three (3) operatives, each working at 39 hours per week.

Question 9:

• The pre-bid meeting mentioned there would be a requirement for on-site Supervision as part of the new tender agreement? can you confirm if this is the case and if it is a working Supervisor that is required

Answer: Although the scope of work doesn’t require the supervisor be part of the cleaning team, it would be preferable if they were, so as to maintain good daily supervision of the team.

Per SECTION 1, SCOPE OF WORK, Para 2 Management and Supervision:

The contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times.

This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel.

The supervisor shall have excellent English language skills to facilitate communication with the Contractor and members of the U.S. Government staff.

The Supervisor should carry a communication device so as to be immediately contactable during the working day.

All communication devices shall be pre-approved by the Embassy Technology and Security officers.

The Contractor’s supervisor can be a member of the cleaning staff.

Question 10:

• In SF 1449 form Block 20 Janitorial Services, do we price the carpet cleaning, mat cleaning (pg. 5 in the tender document) and three (3) cleaning operatives as one yearly cost in BLOCK 24 SF 1449 form

• Answer: Please add the rolled up Grand Total amount from page 10 in RFQ doc, on the SF1449 pricing blocks 23 and 24 The carpet cleaning is part of the Standard Services in SECTION 1, Scope of Work, Para 1.3.5 (RFQ pg. 15) Semi-Annual Cleaning Requirements and should be factored into monthly pricing lines A & B for each year.

The floor mat service is part of the SECTION 1, Scope of Work, Para 1.3.6 Temp Additional Services (RFQ pg. 15), eight-each floor mats exchanged weekly and is priced separately, see pricing line C for each year.

Question 11:

• SF 1449 form Block 20 states VAT @ 23% , however for the services we provide the VAT is 13.5%, Should we apply VAT rate @ 13.5%

• Answer: Yes, please apply VAT @ 13.5%

Question 12:

• Please explain what Licenses & Permits are required, as stated in SECTION 3, SOLICITATION

PROVISIONS, ADDENDUM TO 52.212-1, Para A2, (4)

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.

• Answer: We are requesting any licenses/permits that are only required by local law to operate and carry out the services being requested. For example: It can be proof that your company is registered in the company’s registration office etc. and/or any other licence/permit required by local law, eg: if a license is required for handling chemical cleaning agents or reach equipment.

Any other licenses/permits/certificates, although helpful, are not required.

Question 13:

• What is the SF1149 cover page and where can it be foound ?

• Answer: The SF1449 is the declaration form the government sends out with tenders. It formalizes your bid as you need to sign it and return with your bid. It is posted with the RFQ on

SAM.gov The form should be filled at blocks 12, 17, 23, 24 and 30a/b/c and returned with your proposal by the due date.

Question 14:

• The SF1149 cover page states VAT is applied at 23%, our services are provided at 13.5% VAT, should I include VAT at 13.% ?

• Answer: Yes, please add VAT @ 13.5%

Question 15:

• Rolled-up pricing on RFQ page 10 is for 4 years plus BASE year.

Do we price the three cleaning operatives @ 39hrs/week, and carpet & mat yearly or for the 4 years as well?

• Answer: The pricing table is set up to include the total cost of all services at each location, for each year of service. For example on Pg. 5 BASE YEAR PRICING the total at line D includes the total cost of all services which includes the cost of all three cleaning operatives and carpet and mat cleaning service.

This is repeated for FIRST OPTION YEAR and so on through to FOURTH OPTION YEAR pricing on

Pg. 9, and then the totals for all years is entered on Pg. 10 and rolled up to one GRAND total figure.