Janitorial Service RFQ 19M05525Q0002 Amendment 0002.pdf

Standard Form (SF-30)

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE 1 OF

14 PAGES

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

01/15/2025

4. REQUISITION/PURCHASE REQ. NO.

PR14991830

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

General Services Office Procurement-Contracting Unit US Embassy Rabat KM5.7, Avenue Mohamed VI, Rabat, Morocco

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code)

X

9a. AMENDMENT OF SOLICITATION NO.

19M05525Q0002

Prospective Offerors

9b. DATED (SEE ITEM 11)

11/22/2024 10a. MODIFICATION OF

CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ X ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [X ] 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) Not Applicable

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

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.

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.)

The purpose of this amendment is to:

• Publish the Site Visit Minutes (Attachment A)

• Publish Answers to Questions Received from Prospective Offerors (Attachment B)

• Change the closing date for submitting quotations from January 21, 2025, to now read

January 28, 2025, at 16:45 pm local time.

SEE NEXT PAGES FOR DETAILS.

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 OF CONTRACTING OFFICER

Hirniak, Myron V

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE

SIGNED

ATTACHMENT A

Solicitation No: 19M05525Q0002 Janitorial services

Pre-proposal Conference/Site Visit –Meeting Minutes

Date: December 20, 2024 Time: 10:30 AM – 12:45 PM Venue: U.S. Embassy Rabat Panel: Contracting Officer Procurement Supervisor Maintenance Supervisor Procurement Agent

Attendees: 28 representatives from fourteen (14) companies

1. Welcome and Introductions The Contracting Officer welcomed all interested offerors, explained the purpose of the meeting, and introduced the Embassy’s colleagues.

2. Site Visit Objective The purpose of the Pre- Proposal Conference was to introduce and review the above referenced solicitation. The following points were discussed:

• Questions & Answers: Questions will only be addressed in writing following the site visit. All answers will be distributed to all bidders in writing via Amendments posted in SAM.GOV.

• Bidders were reminded that questions must be submitted in English. The answers to the questions will be sent to all the interested offerors (even those who were unable to attend the pre-proposal conference/site visit) along with the meeting minutes.

• No oral statements or discussions during the site visit will be considered binding.

3. Solicitation Review The Contracting Officer reviewed key sections of the solicitation document. The following points were covered:

Section 1: Solicitation Details

• SF1449: Contractors are required to complete Blocks 17a-19 through 27 and 30.a through 30.c.

• Pricing: Bidders must complete the pricing tables for the base period and option year

1. Additionally, the VAT amount must be priced as a separate line item (Page 2).

• SAM Registration: Contractors must provide proof of registration in the System for Award Management (SAM). The Government will not consider a proposal for evaluation without “Active” SAM registration status.

• Personnel Standards of Conduct: Contractors must adhere to personnel standards outlined on Page 14.

• Personnel Security: The solicitation specifies requirements for personnel security, as detailed on Page 15.

• Materials & Equipment: Contractors are expected to manage and provide materials and equipment as outlined on Page 16.

• Government Furnished Property/Equipment: A description of government-provided property/equipment is provided on Page 16.

• Quality Assurance and Surveillance Plan: The contractor is responsible for managing and ensuring quality control to meet contract terms. The government’s role is to conduct quality assurance and ensure that contract standards are met (Page 19).

• Attachment 1 - Government Furnished Property: Details of government-furnished property are provided in Attachment 1 (Page 23).

• Period of Performance: The period of performance is 12 months, with one (1) one-year option period. This includes any transition period authorized under the contract (Page 39).

Section 2: Clauses All clauses referenced in the solicitation are U.S. Government clauses.

Section 3: Submission of Offers

• Contractors were advised to carefully read the submission instructions (Pages 49-51) to ensure that offers are complete and responsive. Offers must be submitted in English.

Section 4: Evaluation Factors

• The contract award will be made to the lowest priced, technically acceptable offeror who is a responsible contractor (Page 55).

Section 5: Representations and Certifications

• Contractors must complete all required representations and certifications as part of their offer.

4. Conclusion The Contracting Officer concluded the Pre-Proposal Conference at 11:45 and thanked all attendees for their participation. A comprehensive site visit was conducted following the pre-proposal conference. Contractors were reminded to submit any further questions in writing, and all Amendments or clarifications will be shared via formal notification.

ATTACHMENT B

Questions and Answers for Janitorial Services No:19M05525Q0002 Deadline for receipt of questions was December 27, 2024, at 16:45 Local Time

Reference Question Answer

Section 1.2.3 – Types of Services

Stipulates “Contractor shall schedule periodic cleaning requirements so that it causes minimal disruption to the normal operation of the facility. The COR shall determine the schedules presented which meet the needs of the individual facility”. Question: Please confirm details of any pre-existing schedules and are these performed during normal office hours?

Cleaning activities to disturb Embassy employees during normal work hours will have to be coordinated in advance with the COR. No works generating noise, such as vacuuming) will be allowed during the core business hours of 8:00 AM to 5:00 PM”.

Section

1.3.1.8. – Types of Services

Please confirm the daily kitchenettes cleaning requirements, do these require cleaning daily or is the requirement throughout the day?

Kitchen main cleaning happens once a day at the beginning of the day However the contractors remain responsible for regular spot checks and cleaning through the day.

Section

1.3.2.1. – Types of Services – Weekly Cleaning Requirements

Sweeping and mopping of the cafeteria eating area where the tables and chairs are located is listed as a weekly activity, would this not be required multiple times per day?

Section 1.3.1.1 applies also to the cafeteria area. The weekly cleaning would require moving the tables and the chairs to perform a full cleaning.

Section

1.3.2.7. – Types of Services – Weekly

Requirements

Requires the contractor to coordinate with the Embassy’s authorized trash disposal contractor to ensure proper handling, accepted type of disposed material, and preparations of trash for removal from the Embassy. Is there presently more information pertaining to any special requirements in this regard?

Further guidance would be provided to the awardee contractor prior to the start of the service

Section 1.3.4.5

– Quarterly

Requirement

Please confirm if Cleaning, and removing dust and spider webs from all light fixtures and light posts includes perimeter lighting and lighting within designated external perimeter security access points?

This includes all lights, and light poles belong to the US Embassy.

Section 2.4.

Management and Supervision

Requires the Contractor to control overtime through efficient use of the workforce. Please confirm if this includes all deep cleaning activities which occurs after hours or over weekends?

Any use of overtime should be efficiently managed to the minimum and discussed/coordinated with the COR.

However, we understand that certain activities might require OT due to their nature.

Section 1.3.6.4

- Annual Cleaning Requirements

With reference to the use of pressure washers and blowers for cleaning, are there any restrictions regarding when these can be utilized?

Depending on the noise level of the contractor’s equipment and the location of the service, the contractor should submit a proposal agenda for the COR’s review and approval.

8 General

Are there high-traffic periods during which cleaning schedules must be adjusted to minimize disruption?

Depending on the location of the service, certain areas are frequently used on a day than others (entry halls, cafeteria, courtyard).

Transfer season, holiday and event seasons, Mondays… would be a high traffic periods through the year.

General

Are certain areas (e.g., prayer rooms, gym, cafeteria) subject to higher usage and therefore more frequent or intensive cleaning requirements?

All areas with high usage would require multiple cleaning through the day.

10 General

Will the Embassy provide an office space for the supervisor, or should this be arranged by the contractor?

The embassy provides janitorial storage room as seen during the site visit in addition to janitorial closets for equipment storage

ONLY.

Section 3.0 - Locations for Janitorial Services

Is GFE available for contractor use provided the contractor possesses the required competency or operator licences if yes, if multiple contractors use the equipment, who is responsible for the maintenance of this equipment?

The equipment is available for use upon request and only for a specific usage.

Embassy staff will maintain the equipment.

Contactor is expected to operate these Government assets in a responsible way and contractor shall use them with careful attention to safety guidelines and environmental considerations, following manufacturer instructions and always prioritizing the well-being of yourself and others around you while minimizing potential damage to the equipment and surroundings.

General

Are there any limitations or guidelines for storage of contractor-owned equipment and consumables on the premises?

Yes, janitorial room and janitorial closets are made available for the contractor’s use.

However, they CANNOT be used as breakrooms.

13 General

Will the contractor's personnel require security clearances for unescorted access, and if so, what is the expected timeline for obtaining these clearances and what provisions will be made for escorted access while these clearances are being executed?

Further guidance will be provided to the awardee contractor prior to the start of the service.

14 General

Are there currently specific protocols for handling, sorting, and disposing of recyclable and non-recyclable waste on site?

Embassy has a recycling program requiring janitorial contractor to filter trash (glass, paper, and plastic) to be collected by recycling contractor.

15 General

Will janitorial staff have access to on-site facilities, such as break rooms or restrooms, during their shifts?

Yes, janitorial staff are welcomed to use the on-site bathrooms however the contractor’s staff will not be allowed to use the Facilities break room or washing machines or showers in compound- as indicated in section 4.2

16 General

Are there specific training requirements for janitorial staff regarding embassy induction policies and if so, what would the anticipated timeline requirements be?

The Embassy doesn’t provide any training.

However, briefings on building finishes will be provided.

17 General

Are there specific templates or software systems the contractor must use for reporting?

Microsoft word and excel

18 General Will there be a transition overlap with the outgoing contractor, and will they

No provide any handover documentation?

19 General

Will the contractor be required to assist with emergency preparedness drills or provide additional services during embassy events which may necessitate overtime?

Contractor shall follow all security guidance in case of emergencies and participate in drills when required.

20 General

How many Janitorial Stores does the US Embassy have?

Where are the Janitorial Stores located?

One and located on the first floor.

21 General Will the Cafeteria require more cleaning than once a week? Daily?

Section 1.3.1.1 applies also to the cafeteria area. The weekly cleaning would require moving the table and the chairs to perform a full cleaning.

22 General

What is the maximum or minimal personnel will the US Embassy allow for this contract?

A minimum of 14 maximum 18 qualified and experienced personnel will be required to be working on this contract.

23 General

Will the US Embassy provide office space and Internet access for the contractor management on site?

No

24 General

Will the US Embassy provide access to facilities for specialized cleanings before and after working hours?

Without adding burden to current security operations?

Work schedule should be submitted to the COR for approval.

25 General Does the US Embassy have a Ramadan Timing work schedule?

Contractors will be required to work 6 hours a day during Ramadan. The monthly rate will stay the same.

26 General Will personnel be expected to work on certain US and Moroccan holidays?

2025 Holiday schedule is included in the solicitation.

27 General What additional cleaning may be required for VIP Visits?

Such as exterior entrance, walkways, MCAC and interior areas and other areas to be specified as required before such visits.

28 What are the minimum required qualifications and certifications for janitorial staff

Minimum of 3 years of documented relevant experience.

29 General What are the established protocols and procedures to be followed in cases of incidents or security intrusions

All cleaning staff will be briefed on after the award and before commencing of cleaning services.

30 General What are the specific documentation requirements for Service performance records, Regular reports, Staff attendance tracking, and any other required documentation.

A performance log of daily, weekly, and monthly cleanings will be required and accessible to the COR for inspections.

31 General Confirmation of the work schedule, specifically whether services are to be performed Monday through Friday only.

Normal business hours are Monday thru Friday. Weekend work in only reserved for services that are not feasible during the weekdays.

32 General The penalty structure and consequences for non-compliance with contractual obligations, both for the primary contractor and any subcontractors.

Please refer to 4.0 PERSONNEL of the solicitation.

33 General The formal procedures and chain of communication for addressing and resolving cleaning-related complaints

The COR is the main POC for any contractor’s related comments or concerns related the cleaning service.

34 General Could you provide more specific guidance on what is considered "legally necessary" insurance under Moroccan law?

The prospective offeror is responsible for determining all Moroccan insurance requirements and regulations

35 General For the general liability policy, are there any preferred or recommended insurance providers that have previously worked with similar contracts?

The prospective offeror is responsible for determining all Moroccan insurance requirements and regulations”.

36 General Regarding the requirement to name "the United States of America, acting by and through the Department of State," as an additional insured, could you confirm the exact wording or documentation format expected?

The exact wording is provided in Section 7.6 of the Solicitation document.

37 General An estimation of the required quantities for each type of consumable such as hand towels, toilet paper, and hand soap

These are only approximate monthly averages:

Hand towels: 20 boxes of 20 units

Toilet paper: 20 boxes of 20 units

Hand soap: 25 buckets of 5L

40 General The total number of staff and personnel working at the Embassy.

The total number of staff and personnel working at the Embassy is not available for release outside of submitting a Freedom of Information Act (FOIA) request.

41 General whether contractor personnel will be authorized to perform cleaning tasks during weekends as part of the services outlined in the contract.

Suggestions of work schedule should be provided to the COR for approval. Only work that cannot be performed during business hours should be reported to weekends or afterhours.

42 General What are the working hours of the government personnel? Will our team be allowed to perform cleaning tasks before, during, and after working hours?

Normal business hours are 8 am to 5 pm.

Access to the embassy is granted Monday thru Friday 7am to 7pm. Any work beyond that is considered after business hours and would require approval from the COR.

43 General Guard Shacks: Are we required to include cleaning of the guard shacks within the scope of work?

All Exterior compound is included in the scope of work except green areas.

44 General Window Cleaning:

-How can we employ a boom lift in the interior courtyard, given the apparent lack of a sufficiently large access door?

-Are harnesses required during the window cleaning process?

Usage direction and safety briefing will be provided to the contractors’ staff by post POSHO prior to the start of the service. Yes, Harnesses and other PPEs might be required and would be provided at the contractor’s expanses.

45 General Window Grills: Are the window grills in the interior courtyard included in the cleaning scope? We observed they are quite dusty.

Please refer to section 1.3.6.1

46 General Green Cleaning Products: Should green cleaning products be utilized for this contract? During the site visit, we noted that such products were not present in the storage area, though they are commonly required for embassy contracts. Please confirm.

The contractor can only use nontoxic products. The list of the suggested products/chemicals should be submitted for the COR/POSHO approval prior to the start of the service.

47 General Trash Disposal: Are we responsible for daily trash disposal, or does a scheduled waste disposal service manage this? If the latter, could you provide the service schedule?

Please refer to section 1.3.2.7

48 General Window Blinds: Can you provide the total quantity and dimensions of the window blinds to be cleaned?

Only the square meters of the floors are provided under this contract – see section 3.0, all the other measurements and surfaces are forfeited.

49 General Pressure Washing:

-Will access to the facility’s water supply be provided for pressure washing, or should we bring our own water tanks?

-If tanks are required, is there a designated storage area for them?

Utilities (power and water) are to be furnished by the US. Government.

50 General Interior Courtyard Furniture: In the interior courtyard, we observed pillows and furniture not explicitly mentioned in the scope of work. Are we required to perform deep cleaning on these items? If so, what is the cleaning frequency, and could you provide an inventory of such furniture?

Please refer to section 1.3.7.1.0.

51 General Bathrooms: Could you confirm the total number of male and female bathrooms in the facility?

They are 18 bathrooms in total.

52 General Historical Data: Can you share historical data on the monthly usage of cleaning products, based on the incumbent storage inventory?

These are approximate averages:

Cleaning products (three types): 200 L per month

53 General Does the 14 staff include the onsite manager too?

14 is the minimum employees the contractor should have onsite under the current contract.

54 General When is the anticipated start date of this contract?

The anticipated date is

May 1,2025

55 General Is subcontracting allowed if yes, how many percent?

YES, as per section 3 of the solicitation.

56 General Is it required to import the cleaning supplies from the U.S or can we get them locally?

Products could be purchased locally;

however, they should be approved by post POSHO and the COR.