Enclosure A Questions and Answers RFQ 19KU2026Q0009 - USAGM-Fence Cleaning Services.pdf

Enclosure A Questions and Answers

RFQ_19KU2026Q0009_ USAGM-Fence Cleaning Services

Notice Regarding Questions and Answers

The responses provided in this Questions and Answers (Q&A) document are intended solely to clarify the requirements of the solicitation. Unless expressly stated otherwise in a formal amendment to the

Request for Quotations (RFQ), these responses do not modify, revise, or supersede any requirement, specification, Statement of Work (SOW), drawing, schedule, or term and condition of the solicitation.

If the Government determines that a change to the solicitation is necessary as a result of questions received or for any other reason, such change will be issued through a formal written amendment to the RFQ. Offerors shall rely only on the solicitation, including any officially issued amendments, in preparing their quotations.

In the event of any inconsistency between this Q&A document and the solicitation, the solicitation, as amended, shall govern.

https://ilmsariba.state.sbu/Buyer/Main/aw?awh=r&awssk=G1W3&dard=1

# Question Answer

During the site visit we found that the fence posts and fence are damaged. Do we need to consider the fence repair in our scope

No. Repair of fence is out of scope, and it is not required under this award please confirm that we don’t need to consider the clearing of vegetation and settled sand around the fence.

Refer to the “Performance Work Statement” in the

RFQ for details on description of services required

Scheduling

Is the weekly cleaning day fixed, or may the contractor select the day within the week? For the two full-perimeter visits per year, are these scheduled by the government or at the contractor's discretion, and is a minimum notice period required?

Refer to “Scheduling” paragraph in the

“Performance Work Statement”

Waste Disposal Arrangements

Will the government provide a designated dumpster/skip for disposal of collected litter, trash, and debris, or is the contractor responsible for hauling and disposing of all collected waste off-base? If a disposal point is provided, please advise on its location relative to the fence corridors.

No. The Government will not provide dumpsters, skips, or other Government-Furnished Equipment

(GFE) for waste disposal. The Contractor shall provide all equipment and services necessary to remove and dispose of all collected waste off-site in accordance with applicable Kuwait laws and regulations.

Vegetation Waste - Scope Clarification

The SOW references removal of "vegetation waste" as part of the cleaning scope. Please confirm whether this is limited to removal of already-fallen or cut vegetation debris, or whether it also includes cutting and trimming of vegetation growing along the fence line

Removal of vegetation waste is limited to already-fallen or loose vegetation debris. Cutting, trimming, or removal of standing vegetation is not required under this contract.

Full Perimeter Fence Cleaning - Scope Clarification

The SOW states that the required services are limited to removal of litter and debris from the designated fence corridors and do not include cleaning, washing, repair, or maintenance of the fence structure. Please confirm that this exclusion also applies to the "Full Perimeter Fence Cleaning Services" (2 visits/year), i.e., that these visits likewise consist of litter and debris removal only, and not actual washing or cleaning of the fence structure itself.

Damaged and Misaligned Fence

Kindly confirm whether the scope includes the repair, realignment, or replacement of any damaged and/or misaligned existing fencing within the project area?

Soil Leveling and Grading

Kindly confirm, the soil leveling and grading are required for existing fence side or not

Dead Grass, Debris, and Litter Removal

Please confirm whether the removal of dead grass is required, or if the scope is limited only to the collection and removal of debris and litter

Disposal Requirements

Regarding debris and litter collected during the cleanup activities, please advise whether the material may be disposed of within the designated site area or if it must be transported and disposed of off-site in compliance with applicable Kuwait environmental regulations and waste disposal requirements

All debris and litter collected during contract performance shall be removed from the

Government site by the Contractor and disposed of off-site in accordance with applicable Kuwait laws and environmental regulations.

Leaning fence sections: Approximately 20% of the outside fence is leaning inward. Please confirm if rectification of this is included in our scope

Cleaning distance: From the inner fence, what is the minimum distance to be covered? If debris/trash is lying beyond 1.6 meters, should it be excluded?

Broken fence restoration: Will broken fence sections be restored prior to cleaning, or is this part of our scope?

No repairs or fixing is under the scope of this RFQ.

RFQ for details on description of services required

North side debris: Significant debris is lying on the north side of the fence. Please confirm if this is included or excluded from the scope

Bushes inside fence: Are bushes growing close to the inner fence included in the cleaning scope

Plastic waste disposal: Most of the materials are plastics.

Should polythene be delivered to a recycling company or disposed of at a dumping area

Work starting point: Is the starting point confirmed as 150 meters on both sides of the front gate?

Yes. The work shall begin 150 meters on both sides of the front gate, as identified during the site visit.

Loose sand removal: Around the fence, both inner and outer sides have accumulated loose sand. Should this be leveled or cleared, and is it part of the scope

No. Removal or leveling of accumulated loose sand is not within the SOW.

Damaged Fence Sections

During the site visit, several sections of the exterior security fence were observed to be damaged and leaning inward, resulting in little or no accessible space between the double fences for personnel to perform cleaning safely. Please clarify how the Contractor should address these inaccessible areas.

Will the Government repair these sections prior to performance, or should the Contractor clean only the safely accessible portions of the designated corridor?

The government will not repair the damaged areas and the contractor should remove debris in a safe manner.

Vegetation Removal

The Statement of Work requires removal of litter, debris, and vegetation waste from the designated fence corridors. Please clarify whether the scope also includes cutting, trimming, or removal of live vegetation (grass, weeds, shrubs, or bushes) growing within the cleaning areas, or if the Contractor is only required to remove loose vegetation waste and other non-hazardous debris.

No cutting or trimming is part of the scope of this

RFQ. Refer to the “Performance Work Statement” in the RFQ for details on description of services required

Site Visit Attendance Record

Kindly provide a copy of the Site Visit Sign-in Sheet for our records.

This information is not available

Waste Disposal

Please clarify whether the Government will provide dumpsters or designated waste collection/disposal locations within the facility, or whether the Contractor is responsible for providing waste containers, transportation, and disposal of all collected waste off-site.

No. The Government will not provide dumpsters, designated waste collection areas, or other

Government-Furnished Equipment (GFE). The

Contractor shall provide all equipment, transportation, and services necessary to remove and dispose of all collected waste off-site in accordance with applicable Kuwait laws and regulations.

Full Perimeter Cleaning Duration

The Statement of Work requires two complete perimeter fence cleaning operations each year. Please clarify whether each complete perimeter cleaning event is required to be completed within a single working day, or whether the Contractor may perform the work over multiple consecutive days, subject to coordination and approval by the COR, until the entire perimeter has been cleaned in accordance with the Statement of

Work.

The Contractor shall determine the manpower, equipment, and work schedule necessary to meet the contract requirements. The first full perimeter cleaning shall be completed during November, and the second during May. Each cleaning cycle shall be completed within one (1) month.

Contract Period and CLIN Numbering Clarification

The solicitation appears to contain inconsistencies regarding both the contract duration and the Contract Line Item Number

(CLIN) structure.

1. The solicitation cover letter states that the Government intends to award a contract consisting of one (1) base year with two (2) one-year option periods.

2. Section 1.0 of the Statement of Work states that the contract consists of one (1) base year with four (4) one-year option periods.

3. The detailed Pricing Schedule (Section 1.3) reflects pricing for one (1) base year and four (4) option years

(CLINs 0001 through 0005). However, the Continuation to SF-1449 lists the option-year CLINs beginning again with CLIN 0001 instead of continuing sequentially from the base year, resulting in duplicate CLIN numbering.

Kindly confirm the intended contract duration and provide the correct CLIN numbering that Offerors should use when preparing their pricing and proposal submission.

Amendment was issued and posted in SAM to correct this typo error.

The purpose of this amendment was to correct typographical and administrative errors in the issued RFQ. No other terms or conditions of the solicitation are changed.

The following corrections are hereby made in the amendment:

1. Page 1 – Cover Letter: Paragraph 4 is revised to state: "The U.S. Government intends to award a contract/purchase order for a one-year base period with four (4) one-year option periods," in lieu of "one year with two-year option periods."

2. Page 4 – SF-1449, CLIN 0001: CLIN 0001 is revised to identify the line item as the

Base Year.

3. Page 5 – SF-1449, Item 19: The CLIN references for the option periods are corrected as follows:

o CLIN 0002 – Option Year 1 o CLIN 0003 – Option Year 2 o CLIN 0004 – Option Year 3 o CLIN 0005 – Option Year 4

When was the last time the fence areas were cleaned?

The Government does not have this information.

Is there a designated area to dump the trash?

No. The Government will not provide an on-site waste disposal location. The Contractor shall remove and dispose of all collected waste off-site in accordance with applicable Kuwait laws and regulations.

27 Are we the ones responsible for fixing the broken fence areas? No. Repair is not part of the scope of this award.

Access Between the Perimeter Fences

What is the designated procedure for Contractor personnel and equipment to access the area between the inner fences for cleaning purposes?

Specifically, are there fixed access/entry points into this area, and will an escort or security clearance be required each time the Contractor mobilizes for work

Access between the perimeter fences is available through designated access points. Government escort is not required for routine contract performance. Contractor personnel shall comply with all applicable site access and security requirements.

Vegetation Removal

During the site visit, it was advised that vegetation removal would not be required under this contract.

However, Section 1.0 of the Performance Work Statement lists

"vegetation waste" among the items to be removed as part of routine cleaning.

We respectfully request written confirmation on whether vegetation waste removal is included in the scope of this contract.

Yes, vegetation waste is part of the statement work.

However, cutting and/or trimming is not part of the scope.

Scheduling of Weekly Gate Area Cleaning

Section 1.1 of the Performance Work Statement states that weekly gate area cleaning shall be performed once per week and coordinated with the COR.

Please clarify whether the Contractor may select any day of the week to perform this service (subject to COR notification), or whether the COR/Embassy will designate a fixed day and time each week that the Contractor must follow.

Weekly cleaning shall be performed on a schedule coordinated with the COR.

The timing of the two full perimeter cleaning events shall be coordinated with and approved by the COR based on Government operational requirements

Duration for Completing Yearly (Full Perimeter) Cleaning

For the full perimeter cleaning service, how many consecutive days is the Contractor allotted to complete each cleaning cycle?

Please confirm if there is a maximum allowable duration per cycle, and whether work must be completed within a single mobilization or may be phased over multiple site visits.

See the Government's response to Question 23.

Can we use our own transportation/vehicle to access the site and perform the required services?

Yes. The Contractor may use Contractor-owned vehicles to perform the required services, subject to compliance with applicable site access and security requirements.

Will the contractor be required to provide all cleaning materials, chemicals, equipment, and tools, or will any of these be provided by the Government?

The Contractor shall perform all cleaning services to USAGM fence as outlined in this statement of work and in accordance with terms and conditions of this contract, including furnishing all labor, material, equipment and services, for the U.S.

Embassy Kuwait.

Are there any restrictions on the types of cleaning chemicals that may be used at the site?

Cleaning chemicals are not required to perform the contract requirements.

During contract performance, is there any limit on the number of workers the contractor may bring to the site for each cleaning activity?

No. The Government does not impose a limit on the number of Contractor personnel. The

Contractor shall determine the staffing necessary to perform the contract requirements.

Where should the collected waste and debris be disposed of?

The Contractor shall remove all collected waste and debris from the Government site and dispose of it off-site in accordance with applicable Kuwait laws and regulations. No Government-Furnished

Equipment (GFE)

Is there a designated disposal area on site, or is the contractor responsible for transporting and disposing of the waste at an approved location?

No. The Government will not provide a designated on-site disposal area or Government-Furnished

Equipment (GFE). The Contractor shall transport and dispose of all collected waste off-site in accordance with applicable Kuwait laws and regulations.

Are there any additional security or access requirements for contractor personnel and vehicles before entering the site?

Yes. Contractor personnel and vehicles shall comply with all applicable site access and security requirements. Additional information will be provided to the successful Contractor after contract award.

The Performance Work Statement states debris shall be removed from the fence corridors, but does not specify a disposal location. Where should collected litter, trash, and vegetation waste be deposited — is there an on-site dumpster/collection point, or is the Contractor responsible for hauling waste off-site to an external disposal facility?

See the Government's response to Question 10.

The PWS references "vegetation waste" removal — does this include cutting, trimming, or clearing of live vegetation/overgrowth along the fence corridors, or is the scope limited to removing already-loose/cut vegetation debris?

Vegetation waste removal is included in the contract requirements. However, cutting, trimming, or clearing of live vegetation is not within the scope of this requirement. Offerors shall refer to the Performance Work Statement (PWS) in the

RFQ for the complete description of the required services.

Is water and/or electrical power available on-site for Contractor use (e.g., for equipment, drinking water resupply, or rest areas), or must the Contractor provide and bring all water/power independently?

The Contractor may use the existing B&G facility restroom during contract performance. Except as specifically stated in the SOW the Government will not provide Government-Furnished Equipment

(GFE), utilities, materials, tools, or equipment. The

Contractor shall provide all personnel, equipment, tools, materials, utilities, and other resources necessary to perform the contract requirements.

What are the site access procedures for Contractor personnel and vehicles on a recurring weekly basis (e.g., badging, escort requirements, advance notice for entry), and is there a designated parking/staging area for Contractor vehicles and equipment?

Contractor personnel and vehicles shall comply with all applicable US Embassy site access and security requirements. Detailed procedures, including personnel and vehicle access, badging requirements, advance notification requirements (if applicable), parking, and designated staging areas, will be provided by the Government to the successful Contractor after contract award.

Some fences were damaged during our visit to the site, we would like to know if it is our job to repair and clean the fences.

If not, we would like to know how we would proceed to clean between the broken fence areas.

See the Government's response to Question 19.

For cleaning in between the Outer perimeter fences, are we allowed to enter the area with a vehicle?

No. Contractor vehicles are not permitted to drive between the perimeter fences. Contractor vehicles may be operated only on the existing roads and designated vehicle access areas outside the fence corridor. Access between the perimeter fences shall be performed on foot through the designated access points.

Are we allowed to hire subcontractors to do the cleaning for us or is the staff required to have valid residency under our

Company

Refer to page 13

Contractor Workforce Authorization

The Contractor shall ensure that all personnel performing work under this contract, including personnel employed by any approved subcontractor, are legally authorized to work in the

State of Kuwait and are under the direct sponsorship of the Contractor or the applicable subcontractor in accordance with all applicable host-country labor and immigration laws and regulations.

Refer to the evaluation criteria page 31

Access & Scope

How will the crew access the area between the two security fences?

Access to the area between the perimeter fences is available through designated access points.

Contractor personnel shall access the fence corridor on foot. Contractor-provided ladders may be used at specific locations only with prior Government approval.

47 Who is responsible for removing accumulated sand? Not required as per the SOW.

How many days are allowed to complete the weekly 300-meter gate-area cleaning?

1 day

How many consecutive days are allowed for each full-perimeter cleaning?

See the Government's response to Question 23.

Does the stated 12 km represent the facility perimeter or the combined length of the inner and outer fences?

Facility Perimeter.

Please confirm the approximate distance between the two fences.

Approximately 3 Meter.

Please provide the estimated cleaning area in square meters for the weekly gate area and full perimeter.

Offerors shall refer to the Statement of Work

(SOW) for the description of required services and applicable cleaning areas. The Government does not provide additional estimated measurements beyond those identified in the SOW.

Vehicles & Waste

Are Contractor vehicles permitted inside the facility? Are there restrictions on vehicle size, noise, or emissions?

Yes. Contractor vehicles may be permitted inside the facility, subject to applicable US Embassy site access and security requirements. The Government does not specify restrictions on vehicle size for this requirement; however, Contractor vehicles shall be suitable for safely performing the required services and shall comply with all applicable site rules and regulations.

May KMSCo place a 6 m³ or 21 m³ waste bin onsite, or are

Government bins available?

The Government will not provide waste bins or dumpsters. The Contractor may provide and use

Contractor-owned waste containers as necessary to perform the contract requirements. Any waste containers placed on-site shall be coordinated with and approved by the Government prior to placement and shall be removed by the Contractor upon completion of the required activities. All collected waste shall be disposed of off-site in accordance with applicable Kuwait laws and regulations.

55 Is the Contractor responsible for transporting waste off-site? Yes

56 Are there designated disposal facilities? Response to this Question is provided in Answer10

Are disposal fees included in the fixed price or reimbursed separately?

Disposal costs shall be included in the Contractor’s firm-fixed-price proposal. The Government will not provide separate reimbursement for waste disposal expenses.

Is waste segregation required?

Waste segregation is not specifically required under this contract. The Contractor shall determine the appropriate waste handling and disposal methods necessary to comply with all applicable Kuwait laws and regulations.

May collected waste remain temporarily onsite in an approved bin?

Yes. The Contractor may temporarily store collected waste in Contractor-provided waste containers, subject to Government approval of the location and compliance with site requirements.

The Government will not provide waste bins or other Government-Furnished Equipment (GFE).

All waste shall be removed from the site and disposed of in accordance with applicable Kuwait laws and regulations.

Can the Government provide historical waste quantities from the incumbent contract?

The Government does not have this information available.

What is the anticipated weekly waste volume from the gate area?

The Government does not have an estimated waste volume available. The Contractor shall determine the resources and disposal requirements necessary to meet the contract requirements.

What is the anticipated waste volume from each full-perimeter cleaning?

The Government does not have an estimated waste volume available. The Contractor shall determine the resources and disposal requirements necessary to meet the contract requirements.

Vegetation

Does “vegetation waste” mean only fallen/cut vegetation, or is the Contractor required to remove live vegetation?

See the Government's response to Question 5.

Is grass cutting, weed removal, shrub/tree trimming, or herbicide application required?

See the Government's response to Question 5.

Are powered brush cutters, mowers, or herbicides permitted near the fence?

The Contractor shall perform all services as outlined in this statement of work and in accordance with terms and conditions of this contract, including furnishing all labor, material, equipment and services. There shouldn’t be any herbicides used for this requirement.

66 Who is responsible for vegetation growing through or beneath the fence?

See the Government's response to Question 5.

67 Vehicles & Waste

Are Contractor vehicles permitted inside the facility? Are there restrictions on vehicle size, noise, or emissions?

See the Government's response to Question 53.

68 May KMSCo place a 6 m³ or 21 m³ waste bin onsite, or are

Government bins available?

See the Government's response to Question 54.

69 Is the Contractor responsible for transporting waste off-site? See the Government's response to Question 55.

70 Are there designated disposal facilities? See the Government's response to Question 56.

71 Are disposal fees included in the fixed price or reimbursed separately?

See the Government's response to Question 57.

72 Is waste segregation required? See the Government's response to Question 58.

73 May collected waste remain temporarily onsite in an approved bin?

See the Government's response to Question 59.

74 Can the Government provide historical waste quantities from the incumbent contract?

See the Government's response to Question 60.

75 What is the anticipated weekly waste volume from the gate area?

See the Government's response to Question 61.

76 What is the anticipated waste volume from each full-perimeter cleaning?

See the Government's response to Question 62.

77 Vegetation

Does “vegetation waste” mean only fallen/cut vegetation, or is the Contractor required to remove live vegetation?

See the Government's response to Question 63.

78 Is grass cutting, weed removal, shrub/tree trimming, or herbicide application required?

See the Government's response to Question 64.

79 Are powered brush cutters, mowers, or herbicides permitted near the fence?

See the Government's response to Question 65.

80 Who is responsible for vegetation growing through or beneath the fence?

See the Government's response to Question 5.

Inspection

Will inspection and acceptance occur at the end of each workday?

Yes. The Government may conduct inspection and acceptance of completed work as necessary to verify compliance with the requirements of the

Statement of Work (SOW).

How will windblown debris that returns to an already-cleaned section before inspection be treated?

The Contractor is responsible for completing the cleaning requirements identified in the SOW.

Normal environmental conditions, such as windblown debris occurring after completion of an area, will be addressed during the Government inspection process.

83 How much time will the Contractor have to correct deficiencies?

The Contractor shall correct identified deficiencies within seven (7) calendar days of notification by the Government, unless otherwise directed by the

COR.

Facilities & Staffing

Will electrical power or water be available for Contractor use?

The Government will not provide Government-

Furnished Equipment (GFE), materials, or utilities for Contractor operations. Drinking water may be obtained from the existing B&G facility. The

Contractor shall provide all equipment, tools, materials, and resources necessary to perform the contract requirements.

Is secure storage available for tools and equipment?

A limited space within a Government-designated container may be made available for temporary storage of Contractor tools and equipment, subject to availability and coordination with the COR. The

Contractor remains fully responsible for the security, protection, and control of all tools, equipment, and materials. The Government assumes no responsibility for loss, damage, or theft of Contractor property.

Is there a minimum or maximum required number of cleaners?

No. The Government does not specify a minimum or maximum number of Contractor personnel. The

Contractor shall determine the appropriate staffing level necessary to meet the contract requirements.

87 Are shaded/rest areas available?

The Contractor may use the existing B&G facility at the station for rest/lunch breaks, subject to coordination with other site personnel and contractors to avoid operational conflicts.

Pricing & Contract Term

The pricing table lists 52 weekly services and 2 perimeter services, while the SOW refers to a fixed monthly price. Please clarify the invoicing/payment method.

The Contractor shall submit invoices on a monthly basis for services performed during the invoice period. Payment shall be based on the actual services provided in accordance with the contract pricing schedule. The applicable unit price shall be multiplied by the number of completed service units (e.g., weekly cleaning services performed) during the invoice period.

If a scheduled service is not ordered by the Government, will the Contractor still receive the corresponding monthly amount?

No. Payment will be made only for services actually performed and accepted by the

Government. The Contractor is responsible for assigning sufficient personnel and resources to perform the required services in accordance with the Statement of Work (SOW). If a scheduled service is not performed, payment for that service will not be made.

90 The cover letter states two option years, while the pricing schedule and SOW provide four option years. Please confirm the intended contract term.

The intended contract term is one (1) base year plus four (4) one-year option periods, for a potential total contract duration of five (5) years, subject to

Government exercise of the option periods in accordance with applicable contract terms and conditions. Refer to the amendment released and posted in SAM to correct this typo.

Please provide the incumbent contractor and contract value.

The current contract scope and duration differs from the requirements of this solicitation.

Therefore, incumbent contractor information and current contract value are not directly applicable to this requirement. Offerors shall base their proposals on the requirements and scope of work identified in the current solicitation.

92 As per specifications/work statement 1.1 weekly gate area cleaning means the area should be clean throughout the week or once in a week cleaning required. Kindly clarify ?

The weekly gate area cleaning shall be performed once per week in accordance with the requirements of the Statement of Work (SOW).

93 How much area cleaning required inside fence and outside fence around the boundary ?

Approximately 3 meter.

94 Kindly confirm the accesses to enter in between fence all over the boundary?

See the Government's response to Question 46.

95 We had observed during Site visit, broken and fallen fence some areas, existing fencing repair also included in this scope ?

Kindly clarify.

See the Government's response to Question 1.

96 while doing full fence cleaning, any litter or debris accumulated already cleaned area need to clean again ? Or after work done of some area inspection happened immediately ? Kindly clarify

The Government will conduct inspections on a daily basis for completed work areas. Upon satisfactory completion and acceptance, the completed areas will be signed off. The Contractor shall be responsible for addressing any deficiencies identified during inspection.

Should the contractor remove and dispose of the debris and litter from the site, or will the client arrange a debris disposal drum (skip/bin)?

The Government will not provide dumpsters, skips, bins, or other Government-Furnished Items

(GFI/GFE). The Contractor is responsible for providing all necessary equipment and resources and for the removal, transportation, and disposal of all collected waste off-site in accordance with applicable Kuwait laws and regulations.