19JA8025Q0004 - Qs-and-As.pdf

February 21, 2025

Questions and Answers (Qs&As)

Request for Quotations No. 19JA8025Q0004 General Housecleaning Services

Question 1:

“What will be the cleaning schedule for each unit will it be weekly bi-weekly or once a month?”

Answer 1:

The required cleaning services are not scheduled on a regular basis. These services are accomplished in conjunction with the make-ready cycle for the various housing units at the Mitsui Housing Compound and U.S. Government leased housing properties outside the Mitsui Housing Compound.

Also see subsections 1.2.2, 1.2.5, 1.2.6, and 1.2.8 of the Request for Quotations (RFQ) document.

Question 2:

“Who is the current contractor?”

Answer 2:

The current Contractor is KYOBISHA CO., LTD., 2-42-6, Ikebukuro, Toshima-ku, Tokyo, Japan.

Question 3:

“What is the value of the existing contract?”

Answer 3:

The U.S. Government does not believe the current contract No. 19JA8022D0001 pricing information is relevant since there have been changes to the requirements and terms and conditions in this new competitive solicitation. Therefore, the U.S. Government believes each prospective quoter must review the solicitation requirements and terms and conditions to make their own pricing assumptions in developing their quoted prices for the base year and each option years for these required services.

Question 4:

“When is the anticipated award date?”

Answer 4 :

Base Year period of this contract is May 1, 2025 through April 30, 2026. See paragraph 1.1.3 (a) Base Year Prices of the RFQ. The contract is anticipated to be awarded in advance of this Base Year period.

Question 5:

“Is subcontracting allowed? If so, can we use our subcontractor’s licenses and permits?”

Embassy of the United States of America

Tokyo, Japan

Answer 5:

Subcontracting is not prohibited in this contract. However, the prime contractor must possess licenses and permits. See 3.1.2 (D) Volume 4, (3) of the RFQ (page 42).

Question 6:

“What is the deadline for submitting questions?”

Answer 6:

See paragraph 2. Questions of the Cover Letter of the RFQ.

Question 7:

“Could you please clarify the statement on page 45 regarding "(7) Form/checklist for inspections used to evaluate performance results”?”

Answer 7:

It is a check list or punch list your company is or will be using at the end of the cleaning services to check the completion or quality of performance your team has done. For example, you check if bathtub is cleaned, or kitchen hood is cleaned.

Question 8:

“Are the apartments to be cleaned twice within a calendar year, or twice a year? I noticed that other locations require cleaning three to four times annually.”

Answer 8:

Depending on the number of housing needed in a year, and yes, there are some housing to be cleaned twice or more than twice within a calendar year. It is because some housing are used for the temporary lodging of our staff and they would need to be cleaned each time the occupants are changed no matter how long they stay there. The task order is issued for the each service.

Question 9:

“According to 19JA8025Q0004 Cover Letter RFQ Attachments, SECTION 3: Solicitation Provisions Page 44, (3)(b) states:

(3) Evidence that the prime contractor possesses the following registrations, licenses, and permits:

(b) Building Cleaning Business Registration Certificate (KENCHIKUBUTSU SEISOGYO TOROKU

SHOMEISHO 建築物清掃業登録証明書)

We possess the building environment and sanitation management（建築物環境衛生総合管理業登

録）; however, we do not have the 建築物清掃業登録. We understand that 建築物環境衛生総合管理

業 includes the business scope of 建築物清掃業.

Could you kindly confirm whether 建築物環境衛生総合管理業登録 license would be acceptable for this solicitation?”

Answer 9:

Yes, a Building Cleaning Business Registration Certificate（KENCHIKUBUTSU SEISOGYO 建築物清掃業

登録証明書）is a registration certificate obtained by a business that operates a building cleaning business. On the other hand, Building Environmental Sanitation Management Business Registration （KENCHIKUBUTSU KANKYO EISEI SOGO KANRIGYO 建築物環境衛生総合管理業登録) is a registration obtained by business establishments that maintain and manage the sanitary environment in buildings. Both businesses are recognized to be registered to the same association, Japan Building Maintenance Association, according to the Ministry of Health, Labour, and Welfare. Therefore, Building Environmental Sanitation Management Business Registration （KENCHIKUBUTSU KANKYO EISEI SOGO KANRIGYO 建築物環境衛生総合管理業登録) is equivalent to Building Cleaning Business Registration（KENCHIKUBUTSU SEISOGYO 建築物清掃業登録）.

Question 10:

“Please consider this an official request that this solicitation be set-aside for Service-Disabled Veteran- Owned Small Business, Total Small Business, Veteran-Owned Small Business, Women-Owned Small Business, Service-Disabled Veteran Owned, Women Owned businesses. If the solicitation is set aside, our plan is to submit a formal response.”

Answer 10:

This RFQ is unrestricted. See block 10 of the Standard Form 1449, the first page of the RFQ.

Question 11:

“We went site visit to check some of rooms. But quotation is divided into 3 sections with Kitchen and Wallpaper cleaning listed separately. Does this mean there will be jobs that are deep cleaning Kitchen only or Wallpaper only at the same Mitsui compound or as part of the U.S. Housing Lease?”

Answer 11:

See paragraph 1.2.4 (b) Additional deep cleaning for special circumstances. Kitchen deep cleaning or wallpaper cleaning are added to the general house cleaning only when those extra cleaning in kitchen and wallpaper are required. It will be determined depending on the condition of the house.

Question 12:

“What is the differences between Mitsui housing and US government lease housing?”

Answer 12:

Mitsui Housing is the U.S. Government owned housing, located at 2-1-1 Roppongi, Minato-ku, and consist of 164 housing units. U.S. Government lease housings are located off site of Mitsui Housing and additionally rented by U.S. Government for our staff housing in Tokyo. Locations of U.S. Government leased housing vary but they are mainly located within walking distance to U.S. Embassy Tokyo at 1-10- 5 Akasaka or Mitsui Housing.

Question 13:

“Is the maximum amount of 1000 万 total for each section, in other words per year which includes Mitsui Compount (16,000sqm) + U.S. Government Lease HOusing + Kitchen Only + Wallpaper Only?”

Answer 13: See revised subsection 1.1.2 (b) Contract Maximum of the Amendment No. 0001. The maximum amount of services ordered under each year of the contract will not exceed 10,000,000 JPY worth of services.

Question 14:

“Would it be possible to receive a rough annual cleaning schedule after the award? If so, it would greatly help us adjust our personnel schedule and make necessary preparations.”

Answer 14:

Yes. The U.S. Embassy will provide a rough annual cleaning schedule for the awarded Contractor to know how many housing units would be cleaned.

Question 15:

“How far in advance we will receive the Task Order before the cleaning date?”

Answer 15:

Generally, task orders will be issued at least two weeks before the scheduled working days, unless the services are required urgently. Separately, after the Contract award, the cleaning schedule will be shared with the Contractor even before the task orders are issued. See Question 14.

Question 16:

“We understand that the level of dirt may be different in each room, but as a general guideline, how long do residents typically stay in these units?”

Answer 16:

Typically, residents live in the units for two to three years.

Question 17:

“The equipment we plan to use for cleaning is Japan-made and operates on 100 volts. Would it be acceptable to use 100V in the residences?”

Answer 17:

All units on the Mitsui Compound are supplied with 120 volts, 50-cycle (HZ) electric current, and the wall receptacles (electric outlets) are U.S. standard and will accept two blade electric plugs and two blade with ground prong plugs (NEMA spec. 5-15). Some Japan-made equipment with 100 volts, 50-cycle electric current might require a stepdown transformer in Mitsui Housing Compound. Japan-made equipment should be used in all U.S. Government leased housing without any issues.

Question 18:

“In the RFQ document (Page 14, Section 1.2.11.4), it states that the Contractor shall submit a completed Overseas Vetting Questionnaire. Could you kindly confirm how we can obtain this form?”

Answer 18:

The Overseas Vetting Questionnaire will be provided from the Contracting Officers Representative (COR) to the awardee.

Question 19:

“On Page 4, Section 1.1.2 (b), it states:

"Contract Maximum. The total amount of all orders placed under this contract shall not exceed

10,000,000 JPY."

We are currently calculating our pricing, but our estimated total annual price will exceed the 10,000,000 JPY. In that case, should we decline from submitting a proposal for the RFQ?

Answer 19:

The subtotal and grand total amounts under subsection 1.1.3 Pricing, are for evaluation purpose only.

Regardless of the amount in the subsection 1.1.3 (d) Estimated Grand Total (Base and All Option Years), the U.S. Government will not place orders exceeding the contract maximum. Also, see FAR 52.216-22 INDEFINITE QUANTITY (OCT 1995) on page 34 of this RFQ.

–End of Questions & Answers-