19GE5024R0061-0001.pdf

19GE5024R0061

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

06/12/2024

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

FRANKCODE

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT

GERMANY

Patticha Gruenbeck

NAME

TEL.

GruenbeckP@state.gov

EMAIL

6. ISSUED BY OPEAQMCODE

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

19GE5024R0061

CONTACT: UEI:

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

04/30/2024

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning ____copies of the amendment;(b)By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

This solicitation is herewith amended incorporate the following changes:

1. Incorporate solicitation questions and answers 1 through 17;

2. Adjust the language in Section C.6 to address Question #007; and

3. Extend the offer submission date to June 18, 2024.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Nicolas A. Wilhelm

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

06/12/2024

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

CGFS // CGFS

Line Item Summary

Solicitation Number:

19GE5024R0061

Contract Number: Title: NOR - Janitorial Services Date of Solicitation:

06/12/2024

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR:

CLINs 0001-0004 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

YR

002 FIRST OPTION YEAR:

CLINs 1001-1004 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

YR

003 SECOND OPTION YEAR:

CLINs 2001-2004 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

YR

004 THIRD OPTION YEAR:

CLINs 3001-3004 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

YR

005 FOURTH OPTION YEAR:

CLINs 4001-4004 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 0.00 1.00

YR

Q&A - QUESTIONS AND ANSWERS

Question #001:

Regarding the pricing of Section C3, should offeror combine the prices for daily and periodic cleaning tasks (C.3.2, C.3.3, C.3.4, C.3.5, and C.3.6) into one price labeled as "Standard Services for Janitorial Services"?

Answer #001:

That is correct. All services except for Temporary Services should be included as CLIN 0001 for the first year and subsequent years.

Question #002:

Regarding periodic cleaning, is there information available on the chemicals and methods (e.g., dry shampooing of carpets, extraction method, waxing, or polishing floors) used to treat floor surfaces? This information is needed to review the cost sheet for pricing.

Answer #002:

There are no specific or special standards for any of the flooring materials. Industry standard practices should be use for stone, carpet, vinyl, and wood flooring.

Question #003:

The Contractor shall prepare general instructions – does this refer to instructions for daily cleaning and maintenance, or for cleaning methods?

Answer #003:

The general instructions are for methods of cleaning for any multistep cleaning requirement i.e. C.3.5(b) - Shampooing carpets in all areas. The company would need to provide general instructions to accomplish this work.

Example: Contract will use X brand carpet cleaner, X type of equipment, it will require no traffic for X period of time.

Question #004:

In the event of a short-term absence of cleaning personnel, what is the allowed time frame for us to provide substitutes, considering safety procedures?

Answer #004:

The Contractor should have at least 50% of the permanent onsite staff as a backup that are already cleared for work at the Embassy.

For example, four employee means two backups for a total of six cleared staff. Vacancies shall be permitted no longer than one day for an unplanned absence.

Question #005:

Regarding the temporary cleaners who will perform periodic cleaning, are the security clearance procedures the same as for permanent employees? If so, how far in advance must this clearance be obtained before the periodic work is carried out?

Answer #005:

Subcontracted employees or temporary personnel do not go through the same security vetting process as permanent employees. Those employees must be escorted by the prime contractor’s cleared personnel with escorting privileges.

Question #006:

Concerning temporary additional services, does this include daily cleaning and/or periodic cleaning? Please clarify the expectations to help offeror understand the possible scope for pricing.

Answer #006:

Temporary Additional Services are described in section C.4. These services are one-time unique requirements. For Example, the US Embassy is having a party after standard working hours and requires janitorial staff to support the event.

Question #007:

In Section C.6.4, it states: "The Contractor shall furnish all equipment necessary to perform all standard services described in section C.3. with the exclusion of carpet cleaning equipment and accessories." Does this mean that carpet cleaning equipment is provided on-site for tasks described in C.3.2(e) and C.3.6(b), and that the Contractor should supply equipment for waxing floors and other tasks?

Answer #007:

The U.S. Government will provide all non-specialized equipment for cleaning purposes. The Contractor should procure the use of specialize equipment for carpet cleaning and floor waxing as necessary. This has been amended in this solicitation amendment. See Section C.6 - Government Furnished Property/Equipment.

Question #008:

While filling out the documents, we noticed that there is no mention of the required frequency of janitorial services per week.

Additionally, is there a need for window cleaning and deep cleaning once per year?

Answer #008:

This is a performance-based contract. This means that the standard is described, and the Contractor is to meet the described conditions and maintain them. Daily Services are those that should be performed five days a week, quantities per day are not specified.

Example: C.3.1(a): “When completed, the floor and halls shall have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.” This is the described condition that should be inspectable.

Question #009:

Please clarify whether janitorial services required in mechanical equipment’s room is restricted to floor cleaning alone or mechanical equipment’s dusting and wiping also need to be considered in the service. If so, what should be the frequency requirements?

Answer #009:

Mechanical rooms do not require cleaning and are exclude from standard services but could be requested under additional services.

Only trash removal is required from workshops in the Service Building.

Question #010:

“Contractor past performance information experience list of clients over the past three (3) years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses).”

How many references shall be submitted with proposal?

Answer #010:

Offeror shall provide three (3) references of the most relevant experience over the past three (3) years in Volume 2 of proposal.

Question #011:

Where can we check the amendments issued if any? Is there any portal where we can refer to for the latest updates regarding the solicitation?

Answer #011:

Solicitation amendments and all updates relating to this solicitation will be posted on SAM.gov.

Question #012:

Could you please provide the list of equipment and quantity that consulate plans to provide the successful contractor in order to complete the SOW?

Answer #012:

Please review Section C.6 which describes Expendables and Equipment. Additional equipment may be requested from the U.S.

Government subject to availability of funding and COR approval.

Question #013:

What is the total square meterage of carpets that need to be cleaned?

Answer #013:

Approximately 5,000 Sq Meters.

Question #014:

What is the total square meterage of glass (interior and exterior, including frames and sills) that needs to be cleaned?

Answer #014:

There is no exterior window cleaning required under this contract. The Government estimates 30 windows at approximately 110 Sq Meters. Ladder and equipment for interior window cleaning will be provided.

Question #015:

If the exterior areas of the windows are to be cleaned, please confirm whether ladders or lifting equipment will be required. If so, should the Contractor provide their own equipment for this purpose?

Answer #015:

See the Answer #014.

Question #016:

Are there washing machines and dryers on-site designated for cleaning soiled rags and mops? If so, is the Contractor allowed to use them? If not, is the Contractor permitted to bring and install their own equipment on-site?

Answer #016:

The Contractor will be provided a washing machine, dryer, and refrigerator for cleaning soiled rags and mops.

Question #017:

Is there a designated area or space that will be assigned or utilized by the contractor as a breakroom and a storage room for the equipment and materials?

Answer #017:

Yes, the Contractor shall be provided storage and operational spaces throughout the building for custodial services. The cafeteria is available for meals and break space.

C.6 - GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

The Contractor has the option to reject any or all Government furnished property or items. However, if rejected, the Contractor shall provide all necessary property, equipment or items, adequate in quantity and suitable for the intended purpose, to perform all work and provide all services at no additional cost to the Government. All Government furnished property or items are provided in an "as is" condition and shall be used only in connection with performance under this contract. The Contractor is responsible for the proper care, maintenance and use of Government property in its possession or control from time of receipt until properly relieved of responsibility in accordance with the terms of the contract. The Contractor shall pay all costs for repair or replacement of Government furnished property that is damaged or destroyed due to Contractor negligence.

The Contractor shall maintain written records of work performed, and report the need for major repair, replacement, and other capital rehabilitation work for Government property in its control.

The Contractor shall physically inventory all Government property in its possession. Physical inventories consist of sighting, tagging, or marking, describing, recording, reporting and reconciling the property with written records. The Contractor shall conduct these physical inventories periodically, as directed by the COR, and at termination or completion of the contract.

The contractor shall be furnished all equipment necessary to perform all standard services described in Section C.3 with the exclusion of carpet cleaning equipment and accessories. Carpet cleaning and floor waxing/stripping chemicals will be furnished as part of the contract. All paper products, cleaning chemicals, detergents, trash bags, mop heads, and expendables shall be provided.”

Government Furnished Property - Expendable Material:

• Toilet Paper

• Detergent Chemicals Inc. glass, surfaces, toilets, etc.

• Plastics Bags

• Stainless Steel Polish

• Paper Towels

• Hand soap

• Nitrile Gloves

• Microfiber Cloths

• Toilet brushes

• Vacuum bags

Government Furnished Property – Equipment:

• x6 Vacuum Cleaner

• x1 Mop Lite

• x1 Mop Extra Large

• x5 Carts

DEADLINE OF SUBMISSION OF PROPOSALS

The proposals shall be submitted as soon as possible but not later than 15:00 hours Central European Summer Time (CEST) on Tuesday, June 18, 2024 to Patticha Gruenbeck at GruenbeckP@state.gov and copy to FrankfurtRPSO@state.gov. The subject should read “Proposal 19GE5024R0061”. No proposals will be accepted after the time specified.

Submittal of Electronic Proposals:

Electronic offers/proposals shall be submitted in a format readable by Microsoft (MS) Word, MS Excel, or Adobe PDF, as applicable.

Individual email size shall not exceed 45 MB.

The Government shall not be responsible for an offeror being unable to successfully transmit emails due to any file size constraints of their email systems. Contractors shall ensure that emails have been transmitted and that messages have not been returned “undeliverable”.

Use of electronic depositories is not permitted (for example, Google Drive).

Definition. “Electronic proposal,” as used in this provision, means a proposal, revision, or modification of a proposal, or withdrawal of a proposal that is transmitted to and received by the Government via electronic means.

The Government reserves the right to make award solely on the electronic proposal. However, if requested to do so by the Contracting Officer, the apparently successful offeror shall promptly submit the complete original signed proposal.