19ES6026R0203- QA.pdf

Weekend and Holiday Janitorial Coverage Please confirm which specific areas require janitorial coverage on weekends and/or holidays, and the expected service hours for such coverage.

The areas requiring weekend and holiday coverage is the Volcano Grill (poolside recreational area) please refer to 1.3.1.19. If the Volcano Grill is open on weekends and holidays, the premises must be cleaned before opening time. The employee may leave once cleaning is complete and is not required to remain on-site thereafter

Sallyports, please refer to 1.3.1.14 Sally Ports.

Local Guard Barracks (PNC), please refer to item 11. of 3.0 LOCATIONS FOR JANITORIAL SERVICES schedule

Special Event Cleaning Services Please confirm the customary procedure for managing and procuring cleaning services related to special events, official receptions, or extraordinary activities outside the routine contract scope.

These services are contracted through separate orders.

Services out of this RFP can be contracted outside.

Post-Construction Cleaning Services Please confirm the customary procedure for procuring cleaning services required following renovations, fit-outs, or construction activities within the compound when such services fall outside the base contract scope.

In these instances, the construction vendor or Facilities personnel are responsible for deep cleaning following the completion of renovation or construction activities. If necessary, the janitorial vendor may be requested to perform a light final cleaning after the primary parties have finished. All janitorial services outside the scope defined in the RFP are contracted through separate orders.

Services out of this RFP can be contracted outside.

Personnel Replacement Timeframe

Considering the estimated security processing time for new personnel, please confirm the Embassy's expected maximum timeframe for contractor replacement of operational personnel after contract commencement.

When replacing personnel, the timeframe should be 2-3 months to account for the time required to obtain security clearances for new staff.

DBA Insurance Requirements Please confirm whether offerors are required to obtain DBA Insurance quotations exclusively from the approved providers referenced by the Embassy, and whether the quoted premium should be incorporated directly into the pricing schedule as provided by such insurer.

Yes, DBA insurance must be obtained exclusively from the approved providers. The cost is reimbursable and may be added to the contract as a separate line item for clarity.

DBA Insurance for Final Option Period The final option period requires cost estimates for a six-month period, including DBA insurance costs. However, all DBA insurance providers we consulted confirm that DBA insurance is provided for a one-year period and must be paid in full on the first day of the insurance period. Is it possible to include the cost of 12 months of DBA insurance even though the service period is only six months?

The cost for 12 months must be included.

Carpet Deep-Cleaning Requirements Please clarify the required frequency and scope for periodic carpet deep-cleaning/shampooing services under the contract, including whether such services apply to all carpeted areas or only designated locations.

Please refer to 1.3.2.5, 1.3.2.9, 1.3.4.3 and 1.3.5.2

Incumbent Contractor Information Is there a current or previous incumbent contractor performing these services? If so, could you please share any relevant details?

Most recent contract was 19ES6020D0007, details can be reviewed at www.SAM.gov

Please refer to information provided by the USG in the solicitation package.

Pre-Proposal Conference Attendance Is attendance at the pre-proposal conference mandatory to submit a proposal, or is it optional?

http://www.sam.gov/ Ramachandran, Venkatesh (San Salvador) To what extent is the successful vendor's information made public? They should be able to access anything that is public.

Heymans, Marcelo @Clason, Maria Isabel I think this is question is very broad: relevant details could be anything. To what extent can we share information about our incumbent contractor? Is this something that participants really need to know to craft their offers?

Attendance is not mandatory; however, the conference includes a tour of the facilities.

U.S. Vendor Inquiries Two American companies have contacted me requesting quotes for Janitorial Services for San Salvador Embassy Compound and Official Residences. Is this normal, and is this service now being handled externally?

U.S. vendors interested in submitting offers who do not have representatives in El Salvador may approach Salvadoran companies and request quotes for these services to determine whether it is feasible to work with local vendors.

Contract Performance Location Is the performance of the contract based in San Salvador or in U.S. locations?

Please refer to 1.0 SCOPE OF WORK

Current Contractor Staffing Levels How many employees has the current contractor assigned to this location?

Please refer to 1.0 SCOPE OF WORK

High-Frequency Cleaning Areas Which areas are cleaned more frequently?

Please refer to 1.3.1 Daily Cleaning Requirements

IT Equipment Area Access For areas with IT equipment, such as servers, must employees pass through the inspection area?

Cleaning of restricted access areas must be coordinated with the corresponding areas, as an escort must be present.

Please refer to 1.3.2.10.1 Computer Room.

Cleaning Materials for IT Areas What types of tools or materials are used for cleaning in IT areas?

This depends on the cleaning technique to be used and must be coordinated with IT.

Please refer to 1.3.2.10.1 Computer Room.

IT Equipment in Non-Restricted Areas Can IT equipment located in non-restricted areas be cleaned?

Yes, IT equipment in non-restricted areas must be cleaned.

Vendor Capacity Requirements Must the vendor have full capacity to fulfill the service from the beginning of the contract, or can they increase capacity gradually?

The vendor must have full capacity at the start of the contract. Common practice when changing vendors in the past has been for the new vendor to hire the personnel already on-site to ensure sufficient cleared employees.

Employee Salary and Benefits Requirements Are there any requirements regarding employee salaries and benefits?

Salaries and benefits must comply with local laws.

Please refer to 8.0 LAWS AND REGULATIONS

Restricted Area Cleaning Schedules Are there any restricted areas where cleaning must be performed with an escort during set schedules?

Yes, they are outlined in the RFP.

Bilingual Staff Requirements Must all staff be bilingual?

Please refer to 2.0 MANAGEMENT AND SUPERVISION

Bottled Water Transportation The RFP mentions that the vendor is responsible for bottled water transportation. Who provides the bottled water?

The Embassy provides the bottled water via a third party. The janitorial vendor staff is responsible for transporting it within the compound and place bottles properly and timely in water dispenses to ensure water is always available.

Please refer to 1.3.1.15 Servicing and Replacing Empty Water Bottles

Special Employee Requirements Are there any special requirements for employees?

Please refer to 4.0 PERSONNEL

Security Clearances for Absorbed Personnel If absorbing existing personnel, are their security clearances valid, or must they be newly vetted?

Existing clearances remain valid until their expiration date for employees being absorbed.

Cleaning Product Brand Restrictions Are there restrictions regarding brands for cleaning products?

There are certain environmental restrictions on products to be used; they must be environmentally friendly.

Monthly Reporting Requirements Are monthly reports required?

There are periodic meetings with the Contracting Officer Representative (COR) to discuss performance.

Security Clearance Processing Time How long does it take to obtain security clearance for new employees?

Security clearances generally take one to two months.

Compound Entry Documentation What documentation is needed to enter the compound?

Please refer to 4.4 Personnel Security

SAM Registration Requirement Is SAM registration necessary?

Yes, it is required. Please note there are several steps before being registered. See full information at http://www.sam.gov/Entity Registration | SAM.gov

Floor Surface Types What type of floor surfaces are there in the areas to be cleaned?

Floor types include but not limited to carpets, rugs, vinyl, polished cement with epoxy paint, ceramic, rubber, waxed ceramic tile, asphalt (blowing and brooming), broomed finish concrete, pavers, and wooden floors.

http://www.sam.gov/ https://sam.gov/entity-registration Heymans, Marcelo Besides environmental restrictions, are there any relevant safety restrictions?

Clason, Maria Isabel This question was posed during the site visit, Engels only mentioned materials must be environmentally friendly.

Heymans, Marcelo Ok

Storage Area Access Is there a storage area for cleaning supplies that the vendor can access?

Yes, there is a storage room for all contractor or government furnished supplies.

Embassy-Furnished Materials Logistics What are the logistics for delivery of Embassy-furnished materials?

Materials are typically handed over every 15 days. The field supervisor must submit a request to the COR through a list of expendable cleaning supplies.

Power Outlet Usage Are there designated power outlets to be used by the vendor?

Any available power outlets may be used to plug in equipment.

Please also refer to 6.1

Post-Remodeling Deep Cleaning When areas are remodeled, must the vendor perform a deep cleaning afterwards?

No, Facilities is in charge of cleaning up after any remodeling is done. The vendor may be asked to do a final cleaning, but it will not be a deep clean.

Applicable Holidays What are the applicable holidays—U.S. or local?

Both U.S. and local holidays are observed. The RFP includes a list of holidays.

Heymans, Marcelo @Clason, Maria Isabel I think this question is very similar to question 2 on page 1. Can we take out one of them?

Clason, Maria Isabel done

Heymans, Marcelo @Clason, Maria Isabel I think this question is very similar to question 1 on page 1. Can we take out one of them?

Clason, Maria Isabel done

Please refer to 652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE

(FEB 2015)

Blind Cleaning Procedures Do blinds need to be removed for cleaning?

It is not necessary to remove the blinds; only roll them out and clean them.

Uniform Color Requirements Is there a mandatory uniform color for the vendor?

Please refer to 4.2 Standard conduct, paragraph Uniforms and Personal Equipment.

Employee Start Time What is the start time for employees?

Please refer to 2.0 MANAGEMENT AND SUPERVISION paragraph 2.2, 3.0 LOCATIONS FOR JANITORIAL SERVICES for working hours, also 1.3.1.3, Elevator Cleaning Must the elevators be cleaned?

Yes, both inside and outside.

Refer to 1.0 SCOPE OF WORK

Picture Frame Cleaning Must the picture frames on the walls be cleaned?

Please refer to 1.3.1.2 and 1.3.2.2

Security Mirror Cleaning Must the security mirrors in the Consular area be cleaned?

Yes, mirrors must be cleaned.

Refrigerator Cleaning Must the refrigerators be cleaned?

Please refer to 1.3.2.12

Warehouse Cleaning Frequency What is the frequency for warehouse cleaning?

Please refer to 1.3.1.16 General Cleaning in Warehouses, 1.3.1.17 General Cleaning in the Supply Section. and item 8.0 of the 3.0 LOCATIONS FOR JANITORIAL SERVICES schedule.