RFQ 19EN1023Q0002 Questions and answers.docx

Janitorial Services Solicitation 19-EN1023Q0002 U.S. Embassy Tallinn Solicitation Questions & Answers

1. Q: 1.2-1.5 Is price offer per description of work also required or do we just need to indicate the monthly and annual costs in Section 1-The Schedule Prices chart.

A: Please submit your monthly and annual prices for Base and Option years in the Prices chart in the RFQ document Section 1 segments 1.2-1.5. and on SF-1449 cover page blocks 23 and 24. Please be sure to include VAT in the Grand Total values in RFQ price chart segment 1.5.

2. Q: 1.2.2 According to 1.2.2 cleaning duties are to be performed daily between 07.00 am-17.00 pm. In the pre-proposal meeting it was indicated that the Embassy requires cleaning personnel to be present in the building 8 hours per day until at least 16.00 pm? Please specify the timeframe of daily work hours?

A: As per paragraph 2.4 we require cleaning personnel to work on the premises 8h per day, 40h per week with a daily 30 minute lunch break included. The 8h shift can be performed within the timeframe 7.00am-17.00pm. (Either from 7.30-15.30; 8.00-16.00; 8.30-16.30 or 9.00-17.00)

3. Q: 1.3.1.6 What is the number of dishes that need to be washed?

A: Cleaning of dishes is only mandatory in 2nd floor conference facilities and in the Executive office area on the 4th floor north (Ambassador offices) and the service is required as per occurrence, on average once a week an no more than 15 coffee cups at a time.

4. Q: 1.3.1.11 How often should the cleaning personnel perform checkups in the Embassy front entrance area between the glass building and entrance stairway?

A: Checkups should be done several times a day to make sure the area is free of debris or fallen leaves stuck on the brush mat.

5. Q: 1.3.1.12 How often should the cleaning personnel check the dishwasher in the basement area Community Room?

A: Checking and emptying the dishwasher should be done at least once per day after lunch hours.

6. Q: 1.3.2.9 How many microwave ovens and refrigerators are there that need to be cleaned weekly?

A: Altogether there are 6 microwaves and 5 refrigerators that are located in the kitchenettes on all floors and in Basement Community Room.

7. Q: 1.3.4.6 Please specify the Embassy entrance building windows area m2?

A: The total windows area of the entrance building is 66m2

8. Q: 1.3.4.8 Please specify the total m2 of bathroom floors where quarterly cleaning as described in the below paragraph is required - “Thorough cleaning and scrubbing of all bathroom floor tile joint gaps, walls, wall tiles and finishes, furniture, counters, backsplash, cabinets, trash receptacles, and all other surfaces”.

A: The total area of bathroom floors in the Embassy Chancery is 36m2.

9. Q: 1.3.5.5 Please specify the m2 of boiler room floor?

A: The boiler room floor is 38m2.

10. Q:1.3.5.6 Please specify the total m2 of floors in the gym area women and men shower rooms, saunas and toilets? (where semi-annual deep-cleaning is required).

A: Total m2 of floors in the gym area shower rooms, saunas and toilets is 11m2.

11. Q: 1.3.6.3 Please specify the m2 of the insides and outsides of the entire Chancery area and entrance building windows?

A: The Chancery total windows area is 850 m2 and entrance building windows area 66m2. Total 916m2.

12. Q: 1.3.6.4 Please specify the m2 of carpets at the Chancery?

A: The area covered with carpet tiles in the office spaces is 1000m2 and hallway+stairway runners 100m2

13. Q: 3.0 Do you have room sizes in m2?

A: As the Embassy Chancery is an old building and remodelling of office spaces has occurred several times over the years, we unfortunately only have the estimated m2 per floor that are indicated in the Locations Chart in paragraph 3.0.

14. Q: Section 2, clause 652.237-72. Did I understand correctly that no cleaning is required on the US Holidays indicated in Section 2-clause 652.237-72?

A: As per the referred clause subparagraph (c), when the Department of State grants leave to its employees on Estonian and US Holidays and the Embassy building is closed, assigned cleaning contractor personnel working in Government facilities shall also be dismissed. The annual Embassy Holiday Schedule shall be made available to the contractor at the time of contract award.

15. Q: Does the replacement of mud carpets have to be included in the monthly services price?

A: The replacement of mud carpets is handled by Lindström Oü and is not to be included in the price offers of the cleaning contractors.

16. Q: Section 3, A.2 (6) Is it permitted to present the required documentation listed in Section 3, A.2. (6) in Estonian language?

A: Yes, submission of required supporting documents (Business Registry outtake, copy of annual fiscal report, performance certifications and liability insurance) in Estonian language is accepted.