Questions and Answers Janitorial Services 19LG7525Q0001.docx

Questions & Answers Solicitation for Janitorial Services, Riga, Latvia

19LG7525Q0001

Question 1: Who is the current contractor?

Answer: SIA CHS, Celinieku Street 4a, Riga, LV 1005, Latvia

Question 2: What is the value of the incumbent's contract?

Answer: Details of the current contract are public record and available on SAM.gov.

Question 3: When is the anticipated award date?

Answer: Not later than April 11, 2025

Question 4: When is the anticipated start date?

Answer: May 11, 2025

Question 5: Does "daily" refer to Monday through Friday, or Monday through Saturday?

Answer: Monday through Friday Question 6: Is subcontracting permitted? If so, can we utilize our subcontractor's licenses and permits?

Answer: Section 3 Solicitation Provisions prescribes that the contractor must have the “evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the Republic of Latvia or plans to establish an office within 30 days of contract award”. The contractor may have subcontractor/s, and their licenses and permits may be utilized. The contractor shall comply with 52.244-6 Subcontracts for Commercial Products and Commercial Services (NOV 2024).

Question 7: Do we need to obtain DBA insurance?

Answer: Latvia has a current Department of Labor DBA waiver. However, if the contractor or the subcontractor employs any person who, but for a waiver granted by the Secretary of Labor, would be subject to workers’ compensation insurance under the Defense Base Act ( 42 U.S.C.1651, etseq.), the contractor shall provide workers’ compensation insurance or the equivalent as the laws of the country of which these employees are nationals may require, and continue to maintain it until performance is completed as prescribed by 52.228-4, Workers’ Compensation and War – Hazard Insurance Overseas. Please see Section 2, Contract Clauses, 52.228-4 Workers’ Compensation and War – Hazard Insurance Overseas (APR 1984).

Question 8: What are the start and end times for cleaning the interior premises?

Answer: 07:00 till 18:00

Question 9: What are the start and end times for cleaning the exterior areas?

Answer: 07:00 till 18:00

Question 10: Could you please provide the number of light fixtures that need to be cleaned quarterly?

Answer: There are 140 light fixtures to be cleaned quarterly as detailed below:

· Large conference room - 12

· Consular waiting room - 15

· Stairwells - 12

· Janitor closets - 4

· Facilities shops - 15

· Can lights in secure space (controlled access area) - 82

Question 11: Please provide the square meters of interior and exterior windows that require semi-annual cleaning, including façade-mounted shades.

Answer: The areas for requested items are below:

· Windows - 664.67 sqm (interior), 664.67 sqm (exterior)

· Metal façade shades – 693 sqm

Question 12: How many pieces of upholstered furniture need to be cleaned annually?

Answer: 200 chairs, 14 sofas need to be cleaned annually. This upholstered furniture must also be vacuumed monthly according to 1.3.3.5.

Question 13: Could you provide information on the square meterage of rooms based on their type (e.g., bathrooms, gym locker rooms, elevators, offices, etc.

Answer: Section 3.0 of the solicitation gives size details about the types of materials to be cleaned by the type of building, surface, or area, which we believe is the better way to plan the work. However, a rough calculation of the area for the requested types of rooms is below:

· Bathrooms - 155.5 sqm

· Gym locker room - 25 sqm (includes 2 bathrooms that are not included above)

· Elevators - 9.2 sqm

· Offices/Cubicle Areas – are carpeted and this information is in section 3.0

Question 14: How often is exterior cleaning required?

Answer: Exterior window cleaning is a semi-annual requirement as detailed in 1.3.5. Sweeping or blowing debris from walkways, driveways, and parking areas is a weekly requirement as detailed in 1.3.2.8.

Question 15: Should we include anti-slip materials in the monthly pricing? Anti-slip materials are salt, salt/sand mix, or any other material used to prevent slippery roads/paths in the wintertime.

Answer: No, the vendor is not responsible for the anti-slip material.

Question 16: Is it possible to install a washing machine on the premises for washing cleaning equipment?

Answer: There is a washing machine available for use by the contractor in the janitorial closet in the Shops building. We would discuss other possibilities with a winning vendor, if the one provided isn’t sufficient.

Question 17: What kind of equipment will be provided by the Embassy?

Answer: Please see section 5.21. The Government will provide expendable supplies for customer use in the bathrooms such as paper towels, hand soap, and toilet paper. The Government will also provide water and electricity for both interior and exterior work, although the contractor is responsible for providing their own electrical cords and/or charging stations for battery operated equipment.

Question 18: Will contractors be allowed to use their smart devices inside the Embassy?

Answer: Yes, janitorial staff will be allowed to have cell phones and/or smart watches on compound, but they must adhere to Embassy policy associated with those devices.

Question 19: How the security clearance is granted to the employees for the access of the building, are there any requirements or restrictions?

Answer: Every employee or contractor who works at the U.S. Embassy premises is subject to a full background investigation. If the investigation reveals no derogatory information, the employee / contractor is granted a Security Certificate that allows them to work in the Embassy facilities.

Question 20: Will it be possible to deliver equipment for the facade washing?

Answer: Yes.

Question 21: At what time can cleaners enter the site to begin their work? Until what time in the evening must they leave the facility?

Answer: 07:00 till 18:00

Question 22: How many duty cleaners do you allow at the site?

Answer: The number of cleaners on site will depend on the cleaning plan submitted by the successful offeror and the work schedule. All cleaners must undergo the security procedures detailed in Section 4.4 Personnel Security before being allowed on site.

Question 23: What is your current staff of cleaners? Perhaps you are satisfied with this number and would not like to change it.

Answer: The statement of work has changed from our current contract, so the current staffing profile is not relevant. Bidding vendors should consider the information in the solicitation and make their own determinations as to the number of required cleaners.

Question 24: Is it necessary to have a separate unit in the staff that cleans the external territory of the embassy (parking on the territory, parking outside the embassy territory): leaves from trees in autumn, as well as snow in winter, sprinkle the paths with reagents; should the roof be cleared of snow?

Answer: It is not required to have a separate staffing unit to clean the external territory of the embassy. Rather, it is a vendor choice based on its staffing plan. Section 1.3.2.8 details that cleaning of the exterior property consists only of sweeping or blowing debris from walkways, driveways, and parking areas. No roof cleaning is necessary, and we do not expect the contractor to sprinkle reagents. Clearing debris could include shoveling snow during exceptional weather, but it would be a joint effort between the Embassy staff and the contractor, and not your sole responsibility.

Question 25: Is it possible to clean while your staff is working?

Answer: Yes. It is possible.

Question 26: Will the noise from vacuum cleaners interfere the work of your employees?

Answer: No.

Question 27: Should cleaners collect dishes that are left at workplaces?

Answer: No.

Question 28: Is it possible to move objects while cleaning of work surfaces, or do cleaners only wipe empty areas?

Answer: When cleaning work surfaces, cleaners may pick things up, clean underneath them, and put them back in the same place, but they should not re-organize items on a desk.

Question 29: Should monitors only wiped when they are turned off? Should printers, scanners, computer keyboards, and other electronic devices not wiped?

Answer: Monitors can be wiped even when they are on, but cleaners should not touch screen adjustment control knobs. Printers, scanners, computer keyboards, and other electronics devices can be wiped using professional microfiber dusters.

Question 30: Is it possible to know the number of waste containers and their capacity?- (in L)?

Answer: Waste containers information is below:

· Outdoor trash containers - quantity 7 of capacity 1100 L

· Indoor under desk waste bin - quantity 160 of capacity 10L

· Indoor recycling station container - quantity 7 of capacity 120L

Question 31: You have Elis waste containers in your WC rooms - are the bags for them supplied by ELIS or should they be provided by the supplier?

Answer: The contractor should provide bags for the waste containers in bathrooms.

Question 32: Could you please confirm the number of waste containers and their capacity (in liters)?

Answer: Please see the answer to question 30.

Question 33: Regarding the Elis waste containers in the WC rooms, are the bags for these containers supplied by Elis, or should they be provided by the supplier?

Answer: Please see the answer to question 31.

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