Responses for QA Janitorial Services Pre-Proposal.pdf

Embassy of the United States of America

Quito, Ecuador

Janitorial Services

Solicitation No.: 19EC75-22-Q-0001

Pre-proposal Conference Question & Answers – Q&As

August 11, 2022

The Embassy of the United States of America in Quito, Ecuador conducted a pre-proposal conference and site visit on August 11, 2022, at 11:00 a.m. on the above referenced solicitation. Seven firms participated.

GAMANT-GRUP

GRUPO HANASKA

SUNSHINEAT

MAKRO SERVICES, INC

GRUPO REPCON GRUPOCON SA

PACIFIC SERVICES INC.

SERVICIOS MULTIPLES CIA. LTDA./ADMANTEC

The questions and answers below are responses to the inquiries received. Prospective bidders had the opportunity to submit questions to the Embassy regarding this solicitation, until August 17, 2022. The questions were submitted via e-mail to: QuitoProcurement@state.gov

QUESTION NO. 1

Please confirm if service should be excluded on the local and US holidays detailed on the RFQ?

ANSWER

Confirmed. Basic normal service is not required in both American and Ecuadorian holidays.

However, specialty work required by the SOW to be performed during other than normal working hours and temporary additional services may be exception to the rule.

QUESTION NO. 2

Due to the pandemic, the use of masks is recommended. Could you please confirm if there is any special type of mask that we should take in consideration, for example, KN95 or surgical mask? What protocol should be followed?

ANSWER

The type of mask worn is user preference. Either surgical mask or KN95 is acceptable. Masks with ventilation valves are not acceptable.

mailto:QuitoProcurement@state.gov

QUESTION NO. 3

What are the terms of payment of the invoices?

Invoices will be handled in accordance with the Prompt Payment Act ( 31 U.S.C.3903) and Office of

Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

QUESTION NO. 4

We need to calculate for the provision of consumables, such as toilet paper, hand paper towels, disinfectant gel, antibacterial liquid hand soap, toilet paper covers and disinfectant towels. Could you please help us with the following information: the approximate monthly administrative staff and the number of daily visitors?

Permanent office workers: 350 people

Daily visitors: 600 people

QUESTION NO. 5

We need to calculate for the provision of garbage bags, could you please provide us with an inventory of bins with their respective formats?

ANSWER

We have two formats of bins in the embassy:

100 u of large bins with bags of 39.5”x55”

365 u of small bins with bags of 23”x28”.

QUESTION NO. 6

We need to confirm the cleaning service hours and if it is a single shift.

The cleaning crew works eight hours per day, from 07:00 to 16:00 with one hour lunch break.

QUESTION NO. 7

In addendum 52.212.1, an insurance is requested which needs to be obtained from a list of Insurance

Companies, could you please confirm the type of insurance and coverage that is required. We are not very clear.

Summary of instructions. Each offer must consist of the following:

1. 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.

2. The Offeror shall include in their quotations Defense Base Act (DBA) insurance premium costs covering employees. The offeror may obtain DBA quotations and insurance directly from any

Department of Labor approved providers at the DOL website at:

http://www.dol.gov/owcp/dlhwc/lscarrier.htm ] http://www.dol.gov/owcp/dlhwc/lscarrier.htm

The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees.

The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm

QUESTION NO. 8

Please specify what type of scaffolding is needed to carry out the cleaning of the Atrium

Certified scaffolding is required for any work. A professional scaffolding specialist is required to design some more complex application as the one required in the atrium window cleaning.

QUESTION NO. 9

Do we need to budget the electrical extensions for the use of the equipment or are they going to be provided by the Embassy? What are the safety requirements of the extensions?

Electrical cords if needed shall be provided by the contractor in compliance with NFPA 70.

QUESTION NO. 10

Is the staff allowed to use the dining room to eat at lunch time?

Yes, there are assigned areas for lunch around the compound.

QUESTION NO. 11

Can you please confirm the date of award and beginning of the contract?

The contract award date has not been determined.

QUESTION NO. 12

The use of earplugs for all cleaning staff is daily use?

ANSWER

Ear protection is needed, and required when noise levels are above 85 dBA or the work is extended to more than 8 hours of exposure considering a rate of change of 5 dBA and when working at noise levels considered acoustic discomfort (50 dBA). Cleaning equipment must be selected with a noise specification of less than 60 db.

QUESTION NO. 13

What protocol should we follow for Covid-19. How often are tests needed?

ANSWER

We follow Center for Disease Control and Prevention (CDC of the United States) guidelines. Tests are recommended 5 days after exposure to an infected person or with symptoms.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm

QUESTION NO. 14

Polygraph tests are required. If the answer is positive, how often should we do them?

No.

QUESTION NO. 15

Can you use cell phones?

ANSWER

Yes, cell phones are allowed if the person is given our Security Department (RSO) clearance.

Brand and specification of cell phones shall comply with Embassy requirements, no cameras and

Bluetooth are allowed while in the Embassy compound.

QUESTION NO. 16

Can you use radios?

ANSWER

Yes, radios are allowed if the person is given Security Department (RSO) clearance. Brand and specification of radios shall comply with embassy requirements. For reference, radios used currently are Motorola PMUE1407A.

QUESTION NO. 17

Please confirm if you use any KPIS?.

ANSWER

Embassy manages its own quality control standards, that are explained into the RFQ, please see

SCOPE OF WORK, page 24, and 25 of RFQ.

11. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP) AND 12. PROCEDURES

QUESTION NO. 18

If the cleaning staff needs any certification and what the certifications would be?

ANSWER

All personnel working inside of the embassy compound required the security clearance given by our security department (RSO). For some specific tasks (window cleaning, scaffolding erection, etc.), qualified personnel shall show certification of training in working at heights to comply with local regulations.

QUESTION NO. 19

What is the wage determination (WD) is there a CBA?

ANSWER

The U.S. Government is seeking competitive bids from the marketplace. Contractor is responsible to accomplish with all rules and regulation, including salaries of their staff. It is not the role of the

Government to disclose operational cost information of private sector entities doing business with the Government.

QUESTION NO. 20

What is the name of the incumbent and their contract amount?

Grupo Repcon Grupocon S.A. is the company who is providing Janitorial Services at the Embassy.

The award amount of the contract is Current used radios are Motorola PMUE1407A

US$988,825.97.

QUESTION NO. 21

How many years has the current company serviced the Embassy?

Grupo Repcon Grupocon S.A. has been providing services for the period of five years and 9 months.

QUESTION NO. 22

How satisfied is the Department of State, Bureau of Western Hemisphere Affairs and the Embassy of

Quito with the current company?

Not applicable.

QUESTION NO. 23

Please clarify your VAT value as you indicate that it should not be included in the CLIN rates, but rather as a separate line item in the contract and invoices.

Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate

Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period.

Please see pricing section where VAT is separated.

As per Section 3 of the RFQ, 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, therefore shall pay all taxes including VAT.

The US Embassy is entitled to receive from Ecuadorian Government reimbursement of

VAT.

QUESTION NO. 24

In the price table, what are the materials to be disposed?

There are no materials to be disposed, the Pricing section was updated, please see amendment A002 where pricing section was clarified, and see the new RFQ at SAM that reflects all the updated information.

QUESTION NO. 25

In article 1.5.1.4, what do you mean by replacing the blinds?

The item 1.5.1.4 refers to dismount, wash, and mount blinds back to the original location. It is not the intention to replace the blinds.

QUESTION NO. 26

In the article 1.3.1.5.2, what do you mean by restore the original luster?

This is to clean them properly, light fixtures must be cleaned, dusted, etc. to restore its luster.

QUESTION NO. 27

Does article 1.5.1.6.2 refer to the application of the sealing layer (finish)?

Yes.

QUESTION NO. 28

What is considered a complete First Aid Kit?

As a reference you may find the following list:

Kit Includes: Adhesive fabric and plastic bandages, antibiotic ointments, antiseptic towelettes, burn cream packets, gauze roll and pads, gloves, scissors, tweezers, and other multi-use items for any potential emergency

QUESTION NO. 29

In article 3.1 of materials what does push, corn, whisk and angle refer to?

These refers to types of brooms

QUESTION NO. 30

What type of ladders are required?

Contractor shall determine the type of ladders is needed for the job. All ladders will be inspected and approved by embassy safety inspector.

QUESTION NO. 31

We understand that in the past, when a new company was chosen to provide cleaning services to the

Embassy, it hired all the employees of the outgoing company. May we have a list of the employees, with the years of service, therefore we can compensate them according to their experience?

The U.S. Government does not have a role in the personnel actions for prospective and current vendors. Any hiring decisions regarding current contract personnel represent a negotiation that has no Government interference.

QUESTION NO. 32

May we have the name of the glass cleaning contractor? In our experience, it is preferable to continue with the company that already has the experience and safety record to continue with this type of work.

The contractor is responsible to present their services, following all the requirements and needs specified in the RFQ, and Embassy will evaluate the service presented. Refer to SOW item 1.5.1.6.1

Washing the external sides of the windows, sunshades, and louvers including the external and internal side of atrium windows.

QUESTION NO. 33

From our experience, we would like to suggest that there be a transition to air dispensers for hand drying in areas such as the consulate and warehouse areas. We observed on the site visit that paper consumption is extremely high.

It is the U.S. Government prerogative to manage and run its compound, suggestion shas been noted.

QUESTION NO. 34

The quotation for the Janitorial Services must be submitted in Spanish or English?

The official language to use is English.

QUESTION NO. 35

Is attendance to the site visit mandatory to respond to this RFQ?

ANSWER

Attendance to the site visit is not mandatory

QUESTION NO. 36

I was wondering if you’d be able to provide the name of the incumbent, contract No., and current total value of the contract?

See the answer at Question 20