Questions-Answers 23R0056.pdf

Janitorial Services

Embassy of the United States of America

Zagreb, Croatia Solicitation 19GE5023R0056

Questions and Answers

Q1: Who is the incumbent for this solicitation and what is the solicitation number?

A1: It is not the government´s intention to release this information. This does not affect contractor rights under the freedom of information act.

Q2: Please could you give a rough order of magnitude?

A2: It is not the government´s intention to release this information. This does not affect contractor rights under the freedom of information act.

Q3: Please could you confirm what the current value awarded is?

A3: This is going to be a new contract with a different statement of work. The current value awarded is not comparable. Furthermore, it is not the government´s intention to release this information. This does not affect contractor rights under the freedom of information act.

Q4: Is it obligatory that all cleaning workers speak English or is it enough that the On-Site-Supervisor speaks and understands it well?

A4: Only the On-site Supervisor and Project Manager must speak English.

Q5: Could you provide at least a rough estimate of employees/personnel/people in the entire premises that are the subject of this contract? We require this information to be able to prepare an accurate offer.

A5: This is a performance-based contract. It is the duty of the contractor to determine the appropriate number of personnel based on the areas and working hours defined in the contract solicitation.

Q6: What does Contract Line Item Number 0004 Transition period exactly cover and imply? What costs should be taken into consideration?

A6: The transition period line item shall cover all costs required to transition to the new contract execution during the phase-in period to successfully meet all requirements at the start of the contract.

Q7: Can you please also clarify CLINs 0001A, 0001B and 0001C, and include for each the exact

Paragraphs of the Section IV Statement of Work with which they need to be in accordance.

CLINs 0002A, 0002B, 0002C, 0002D and 0002E are clearly defined; the Pricing Schedule states the exact Paragraph of the Section IV Statement of Work with which they need to be in accordance.

However, for the Standard Janitorial Services it is only stated that they include services in accordance with Section IV Statement of Work. Considering that Section IV Statement of Work, besides daily cleaning (Paragraph 1.3.1), periodic (weekly) cleaning (Paragraph 1.3.2), monthly cleaning (Paragraph 1.3.3) and quarterly cleaning (Paragraph 1.3.4) also includes semi-annual cleaning (Paragraph 1.3.5) and annual cleaning (Paragraph1.3.6.), we are not sure whether the latter fall under Standard Janitorial Services or if they are already included in the Intermittent Services. For example, Paragraph 1.3.5.4 is the same as Paragraph 1.3.9.2 which has a separate CLIN in the Pricing

Schedule. Does this mean that carpets in the high traffic areas should be shampooed four times a year; twice as part of the Janitorial Services, and twice as part of the Intermittent Services?

Furthermore, Paragraph 1.3.6.1 is the same as Paragraph 1.3.9.1 and Paragraph 1.3.6.3 is the same as Paragraph 1.3.9.3.

A7: CLINS for Standard Services 0001A, 0001B and 0001C differ and define through the individual locations:

Sub CLINs Description

0001A

Standard Janitorial Services Location: Embassy Compound in accordance with Section IV Statement of Work

0001B

Standard Janitorial Services Location: Marine House Security Guards’ Quarters in accordance with Section IV Statement of Work

0001C

Standard Janitorial Services Location: CMR Guards' toilet and guard booths in accordance with Section IV Statement of Work

0001A: Paragraphs 1.3.1 through 1.3.6

0001B: Paragraph 1.3.7

0001C: Paragraph 1.3.8

Areas (m2) of the Intermittent Services are defined in Attachment 1 , price schedule. Those are total areas per year. For example, there is 685 sqm of carpet in high traffic areas. It is cleaned twice a year, however the same areas are also included in “All Areas” so the contractor shall charge per quantity cleaned; 685 sqm once a year, and 3779 sqm once a year. There is a total of

1278 sqm of windows, they are cleaned twice a year, so the total cleaned and charged is 2556 sqm.

Q8: Reference to section IV Specifications/ Statement of Work, 1.3.1 Daily Cleaning Requirements,

1.3.1.4 …The Contractor shall refill paper towels, toilet paper, hand soap, hand sanitizers, and trash bags in all bathrooms.

Please advise on the daily number of visitors and staff.

A8: Approximately 200 persons combined.

Q9: Reference to section IV Specifications/ Statement of Work, 1.3.5 Semi-Annual Cleaning

Requirements shall consist of, 1.3.5.2 Washing the outsides of the Windows.

Our first assumption during the site visit is that a platform/ or heavy equipment shall be used to clean the windows on the east and west facades. These sides of the building have trees and greens that make it difficult to use platforms/ or heavy equipment to clean.

Please advise on the current cleaning method.

A9: Contractor is free to choose the most efficient method for cleaning windows, as long as all safety requirements are met. Historically, the method using bosun’s chairs was utilized most of the time.

Q10: Please advise how many people work on the current contract.

A10: Please see answer A5.

Q11: Please advise if is there a rest area for the staff.

A11: There are no dedicated rest areas for the cleaning staff, they are free to use the communal rest areas.

Q12: Please advise if an elevator be used to transport cleaning equipment.

A12: Yes.

Q13: Please advise if is there a storage area to store cleaning supplies.

A13: Yes.

Q14: Please advise if is there a washing machine.

A14: No, there is no washing machine on site which the Janitorial contractor can use.

Q15: We understand that, as per the "Materials and Supplies" section, that the contractor will provide all CLEANING supplies, What’s the estimated number of personnel who will be using the facility daily:

1) Embassy personnel, and

2) public.?

A15: Please see answer A8.

Q16: Will the contractor be responsible for cleaning of the sidewalks and driveways?

A16: No. Sidewalks and driveways are not subject of this contract.

Q17: How far is the trash removal location on the embassy compound from the buildings. Is it within walking distance or does the contractor needs to provide a vehicle to collect trash from all the buildings to the location?

A17: The trash area is within walking distance from the buildings. A trash collecting vehicle will not be needed.

Q18: How many shifts are we allowed to do? If we are to schedule 2 shifts, morning, and evening shifts. Do we require to have an on-site supervisor for each shift? Or the on-site supervisor could do mid shift to oversee operation?

A18: Please refer to page 15 of the Solicitation, 8. Work Schedules. On-Site supervisor is one person who shall be on site during the embassy core hours, from 08:00 – 16:30.

Q19: What is the total number of desks, credenzas, and computer tables?

A19: We do not have this number. Please estimate the workload based on areas and number of people.

Q20: As per scope of work, intermittent Services Section IV Paragraph 1.3.9.4 Washing the outside of the windows. The method for cleaning windows should be approved by the COR. We are kindly requesting you to confirm what cleaning methods had been approved previously; Is there any lifting system ready or available for the exterior façade cleaning? Will the contractor be allowed to utilize

Rope access professionals? Or crane support will be approved?

A20: Please see answer A9.

Q21: What is the average consumption of the chemicals and paper products –paper towels, toilet paper, toilet seat covers, paper cups, and soap - at the Embassy on a monthly basis?

A21: We do not have this number. Please estimate the workload based on areas and number of people. Paper cups are not mentioned in the solicitation.

Q22: What’s the total number of sinks, toilets, urinals, and dispensers in restrooms?

A22: There are approximately 32 sinks, 32 toilets, and 12 urinals.

Q23: Are there any dishwashers the contractors need to provide dishwashing solution? If yes, how many dishwashers?

A23: There are no dishwashers on the compound that are under scope of this contract.

Q24: Page 2 of Request for proposal below – just to comfirm, we are supose to leave this page blank?

A24: Yes, please leave this page blank. For your Pricing please only use attachment 1

Pricing as instructed in the solicitation document.

Q25: Page 8 of of Request for proposal – does provider of the services has to provide hand sanitizers?

If yes, in what kind of packaging – bottle with pump, refueling in dispenzers? If in dispenzers, who provides the dispenzers, what is the quantity of dispenzers or posts where hand sanitizers are located

A25: There are about 20 dispensers throughout the compound which need to be refilled before they get emptied.

Q26: Annual cleaning - Cleaning gutters and down spouts of all collected debris – can you please specify the length of the gutters, at what height they are located, and are they on the main building, Marine house or both and what is the access to the gutters

A26: There are gutters on the Warehouse building only. There is about 70 meters of them on about 5 meter elevation. The downspouts are located on CAC and GSO buildings (9 total).

Q27: In the statement of work, under Standard services, semi annual and annual requirements, some of stated services are the same as ones stated under Intermittent services (washing the outside of the windows, shampooing of the entire surface of carpets in the high traffic areas, shampooing carpets in all areas, stripping wax coats…)

Do we calculate those services under Standard services and again under Intermittent services or just under Intermittent services?

A27: Areas (m2) of the Intermittent Services are defined in Attachment 1 , price schedule.

Those are total areas per year. For example, there is 685 sqm of carpet in high traffic areas. It is cleaned twice a year, however the same areas are also included in “All Areas” so the contractor shall charge per quantity cleaned; 685 sqm once a year, and 3779 sqm once a year. There is a total of 1278 sqm of windows, they are cleaned twice a year, so the total cleaned and charged is 2556 sqm.

Q28: Are quantities of Intermittent services stated in Attachment 1 overall quantities for 1 year?

A28: Yes.

Q29: Temporary Additional Service Are we requested to give a price for 100 hours of company engagement or 100 hours of employee engagement? (If 5 of our employees work 1 hour is it calculated as 1 hour work or 5 hours work?)

A29: 100 hours of employee engagement. One person working for one hour is one working hour.

Q30: During the registration process at SAM.gov we got the following question: „Is your business or organization, as represented by the Unique Entity ID on this entity registration, responding to a Federal procurement opportunity that contains the provision at FAR 52.209-7, subject to the clause in FAR 52.209-9 in a current Federal contract, or applying for a Federal grant opportunity which contains the award term and condition described in 2 C.F.R. 200 Appendix XII? *” o We assume that the answer is „No” but could you please confirm us the correct answer to this question?

A30: We are not involved/integrated in the registration process and have no influence/authority on SAM.gov.

Q31: “Unless exempted, there is a 2 percent tax of the amount of a specified Federal procurement payment on any foreign person receiving such payment.” – As we understood, in our case there is no exception that would be applicable. Also, as we understood, the 2% would be automatically deducted from the amount before pay-out.

o If the amount is automatically deducted, are we obliged to prepare any other – annual, quarterly… - report to the US TAX authorities?

o The 2% would be deducted from the NET amount of the invoice, or from the gross amount that includes also VAT? (VAT is not our income, in case that the 2% would be deducted also from VAT part, it would be double taxation.)

o Do we have to have a US Tax number – TIN – if we are not using any exception of the 2% TAX o If yes, based on the required time to apply for a TIN, is it enough to start the procedure after the contract is awarded?

A31: It will be a requirement for your company to complete the applicable W-14 form and submit to this office. For Instructions on how to complete the document please see FAR

5.229-11 Tax on Certain Foreign Procurements—Notice and Representation

(www.irs.gov/w14).

Q32: VAT – (V.6.3. and 1.III.B in the solicitation document) – “Value Added Tax (VAT) shall not be included in the price nor charged on invoices.”, “Offerors shall identify the VAT as a separate line item. The VAT shall also be a separate cost item on all invoices submitted against task orders under the resulting contract.”

o We need additional explanation or – if possible – a sample how the invoice should look like. As far as we know, for embassies and other diplomatic missions we have to issue the invoice with local VAT which the embassy can reclaim from the local tax authorities. To add a VAT as a single cost item and then issue the invoice with not VAT is not possible to our knowledge.

A32: Value Added Tax (VAT), if applicable, shall be a separate line item on each invoice. Please replace the following language under V.6.3. Invoices, Review and Payment (page 20):

“Value Added Tax (VAT) shall not be included in the price nor charged on invoices. Please see Section 1.III.B VAT.”

with

“Value Added Tax (VAT), if applicable, shall be a separate line item on each invoice.”

Q33: Proof of liability insurance within the Business Management Plan (page 52. of the solicitation document) o Is there any expected minimum value for this insurance?

A33: See Section 1. IV.9.

Q34: Defense Base Act (DBA) Insurance – based on the link within the solicitation document, we found the list of insurance companies that are authorized to issue such insurance.

o Could you please share with us a list of companies that has subsidiary in Croatia – or in the neighboring countries – and have already issued such insurances to Croatian companies?

A34: The complete list of Authorized Carriers of Defense Base Act (DBA) insurance is provided at the Department of Labor’s web page at this link:

https://www.dol.gov/owcp/dlhwc/lscarrier.htm. DBA insurance can be purchased directly from the authorized carriers, however, that may be difficult. Many overseas contractors found it easier to purchase through insurance brokers who get quotes from the carriers on the client’s behalf, but that may incur an additional cost in the form of a commission. To find brokers, perform a search through an Internet search engine using the key words

“purchase DBA insurance”. Below are a few links to brokers resulting from an above said

Internet search, but this list is in no way or means a complete listing of DBA insurance brokers nor should the list below be construed as an endorsement of these brokers. There are many more brokers not listed herein through whom you may purchase DBA insurance, and you are free to purchase it directly from the carrier or a broker of your choice.

https://www.travelinsurancecenter.com/eng/information/cm_home.cfm?line=defbase https://www.bbgbroker.com/what-are-dba-insurance-rates/ http://www.dbainsurancequote.org/2015/10/28/dba-insurance-specialist-services/ http://www.aig.com/business/insurance/casualty/multinational-casualty/defense-base-act-or-dba https://www.clements.com/intl-specialty-commercial/dba-workers-comp

Q35: Transition o How much time is the expected between the award of the contract and the start of the transition period?

A35: Please see Section 1.IV.11 Transition Plan on page 16 of the solicitation.

Q36: Quality control o Can we appoint people from our company who can visit the site at any time and without any notice to check on the work of our team?

A36: Please see the paragraph 3.3. on page 13 of the solicitation.

Q37: Communication equipment o Can our colleagues use a mobile phone or any other telecommunication device while on US

Embassy premises?

A37: Personnel working on the Embassy premises every day will be cleared to carry telecommunication devices, subject to approval by Embassy Security Officer.

https://www.travelinsurancecenter.com/eng/information/cm_home.cfm?line=defbase