Site visit Questions and Answers April 5.docx

Chancery Janitorial Services Solicitation 19-EN-1023-Q-0002 U.S. Embassy Tallinn Pre-Proposal Conference and site visit Questions&Answers Time: April 5, 11.00 AM Questions and Answers

1. Q: 1.3 Can you please provide square meters to the Embassy Chancery area?

A: Please see Solicitation Addendum Section 3 – ‘Locations’ spreadsheet for estimated m2.

2. Q: 1.3.6.3 Please specify the Embassy Chancery and CMR windows area (sqm);

A: The approximate Embassy Chancery building windows area is 350m2 (excluding the Entrance building window area) The CMR windows cleaning requirement (1.3.6.5) shall be removed from the scope of work of this Solicitation by a amendment that will be sent to all participants.

3. Q: 1.3.6.3 - Can the windows in the Chancery building be opened?

A: Yes, all windows can be opened to inside so both sides of the windows can be washed from inside the room.

4. Q: 5.0 Is the portable hand-vacuum on 4th floor EXEC area (Ambassador offices) Embassy’s property or the current cleaning contractor?

A: This is Embassy owned equipment and to be used by Government employees only.

5. Q: 3.0 How is the parquet floor maintained in 4th floor EXEC section (Ambassador offices)?

A: The floor is daily swept with damp mopping to remove any dust, sand, footprints, liquid spills and other. No waxing is required for the parquet floor.

6. Q: 3.0 How are the hallway runners that cover the parquet cleaned?

A: As per Section 1, 1.3.6.4 the runners are thoroughly cleaned/shampooed once a year.

7. Q: 5.0 Where is the storage space for cleaning materials and equipment located?

A: All supplies and equipment are kept in a small room adjacent to the cleaning personnel changing room in the basement of the Embassy Chancery and the cleaning personnel has free access to it at all times.

8. Q: 2.0 When can the cleaning personnel get access to the Medical Unit (2nd floor adjacent to the conference room)?

A: The Medical Unit can only be cleaned while the Nurse occupying the cabinet is present. The cleaning personnel will have no access to that room without an escort.

9. Q: 1.3.16 Q: Is cleaning coffee machines in the kitchenettes on all floors the responsibility of the cleaning personnel?

A: Coffee machines maintenance is not included in the scope of work of this Solicitation and is the responsibility of the Embassy personnel.

10. Q: 3.0 Is any kind of deep-cleaning required for the 1st floor hallway floor tiles?

A: No deep-cleaning is required to perform for that floor. It is included in the daily requirement (1.3.1.1) to damp mop this area to keep it free of dust, mud, sand, footprints, liquid spills and ohter debris.

11. Q: 1.3.4.7 Are the emergency exit stairwells listed in the Locations spreadsheet in Section 1 - 3.0 Locations?

A: Yes, they are listed below ‘Other areas’ Section as “Fire Exits’ with a total area of 120m2.

12. Q: 2.4 How many cleaning people do you have working in the building at the moment?

A: We currently have 2 cleaning ladies who work simultaneously to cover the area during the first half of the day, but in the new Contract we require that cleaning personnel would be present in the building 8 hours per day until at least 16.00 pm. This can be covered in shifts between two people.

13. Q: Can the cleaning personnel get access to their personal cellphones while on duty in the building?

A: Yes, the approved cleaning personnel will be issued yellow identity badges, that give them access to the building without an escort and also permit them to bring in personal belongings. The only areas where phones and electronic equipment are not permitted are the Controlled Access Areas in the 4th floor EXEC office and 5th floor office areas.

14. Q: 1.3.5.6 How often are the showers and saunas in gym area used?

A: Both women’s and men’s showers are used daily and should be mopped daily, saunas are used regularly after usage of gym and should be checked for cleanness also daily.