Janitorial PreQuotation Questions Answers.pdf

Janitorial Solicitation

Pre- Quotation Questions and Answers

1. SF 1449, Block 28, indicates that an offeror is required to submit “3” copies of the SF 1449, please confirm.

A- Does not apply as bids will be submitted electronically.

In Paragraph 1.2.4 (Page 8 of the PWS) states, “These services shall support special events at the Post.” Please provide examples of types of services required to support the special events.

A- Usually additional services are required for the annual Independence Day celebration hosted after regular business hours on our third floor terrace. Services usually include additional cleaning immediately prior to, during and immediately following the event. All temporary additional services are regularly provided services that are requested outside of normal business hours.

On Page 46, FAR Clause 52.216-18, Order Limitations states, “(1) Any order for a single item in excess of $5,000 square meters.” Please clarify whether the dollar amount is intended, or whether an area for cleaning is intended by the phrase, “$5,000 square meters.”

A- Should read 5000 square meters.

In Para 1.3.5.4 (Page 13 of the PWS), are the window cleaning treatments for interior only, or for BOTH the interior-and-exterior of the windows?

A- 1st,3rd floor cafeteria/terrace, and security entrance areas are interior and exterior. All other floors and areas are interior only.

In Para 1.3.7 (Page 13 of the PWS), the contractor may invoice for materials “if applicable.” Will the Government add the necessary CLIN to the Solicitation so that the contractor may invoice for any “if-applicable”-materials?

A- COR will request quote of materials as a separate event so the contractor may invoice for these materials “if applicable.”

For ballistic resistant windows, what are the products and brands required for cleaning and treatment?

A- See Attachment 2. Cleaning Instructions for Forced Entry Ballistic Resistant Products

8. The price should be in USD or MXN? Will I submit our BID amount in US currency? Will the Government pay our invoices in US Dollars, since we are quoting our prices in US Dollars in the proposal?

A- For American companies, USD is aceptable, For Mexican companies, the Mexican peso (MXN) is aceptable. All quotes-invoice-contract must be in the same currency. In case we receive bids in USD and MXN, we will convert all bids to USD based on the exchange rate published on January 8, 2021 (offerors due date) as listed by the Banco de Mexico.

The 3,100 m2 are annual?

A- These refer to maximum space to clean per special event.

The personnel working on sanitization has to be external to the contract personnel?

A- Yes, see 1.2.5. Temporary/Additional Services for Disinfection/Cleaning

Is the US Government except from paying V.A.T.?

A- Yes, the US Government is tax exempt for U.S. businesses.

What are citizenship requirements for contract employees?

A- No citizenship restrictions but comply with 52.222-56 CERTIFICATION REGARDING

TRAFFICKING IN PERSONS (MAR 2015)

Mention the DUNS number, and how long that takes.

A- All companies should be registered in SAM.GOV to be considered bidders. DUNS registration takes 3-4 days.

Is there a floor plan or photos of the property to share?

A- U.S.G. cannot share building photos, but a site visit will be offer to those companies that request it.

Can you share who the current contractor or incumbent on this contract is and what the contract amount is?

A- Current Contractor: JK Mexico SA. de CV.

Standard Services 12 mo Total: $2,383,464.00 MXN

Temporary Services 20 m^2 Toral: $8,400.00 MXN (Base Year prices)

Bids are due on 1600 hours Washington DC, or Monterrey?

A- Monterrey. Central Time

Is it mandatory that the supervisor needs to be fluent in English?

A- Yes. See 2.0. Management and Supervision

Being external personnel, how complicated is the access to the Consulate?

A- All Contractor employees will have a security clearance that will grant them access to compound during performance hours after Contract is awarded. Please see 4.4 Personnel Security

Is specialized personnel required for floor polishing?

A- No, as long as they have training from the Contractor on how to operate the polishing machine and products.

What is the email address or addresses to which the proposal must be sent?

A- mtrprocurement@state.gov

What are the license and permits required?

A- Evidence that you are a legitimate and financial stable company that can legally provide services in Mexico. For mexican companies, examples include. SAT, IMSS registration, etc.

To clarify, do US companies need to provide US docs and Mex docs?

A- U.S. Companies need to prove they can legally work in Mexico, hire mexican labor, etc, and proof of being a legal entity in the US.

Will the Government allow the contractor to park the contractor work van (containing cleaning supplies/equipment and/or employees) in the consulate parking lot?

A- Contractor vehicles are not permitted inside the hard fence line. The contract can schedule delivers of supplies through the COR to be stored in the locked closet for janitorial supplies.

Will the Government provide a secure room or area in which to secure/store our cleaning supplies and equipment?

A- Yes

In Section 1.0 (Page 3 of the PWS) the “maximum” order amount is for 22,316 square meters, but Section 3.0 (Page 20 of the PWS) states the “maximum” requirement is for 35,259 square meters.

Which number is correct?

A- They are both correct. Each measurement is for an independent service. Standard Services are required on all 35,259 square meters of the compound. Temporary Additional Services are ordered separately and may not exceed 22,316 square meters per request.

Is there an area inside the consulate where contractor personnel may take their breaks such as lunch?

A- Yes

Will the Government allow contractor personnel to carry and use “smart phone” or other communication devices (such as walkie-talkies) throughout the consulate in order to communicate one with another?

A- Communication equipment is regulated by the Consulate Security Office. Staff are allowed to enter with their cellphones once they have received their security clearance.

At the bottom of Page 52 of the PWS occurs the phrase, “Excusable Delays,” which is nowhere else mentioned in the Solicitation. Will the Government please elaborate on the definition of “Excusable Delays”?

A- Per FAR clause 52.249-14 Excusable Delay:

52.249-14 Excusable Delays. As prescribed in 49.505(b), insert the following clause in solicitations and contracts for supplies, services, construction, and research and development on a fee basis whenever a cost-reimbursement contract is contemplated. Also insert the clause in time-and-material contracts, and labor-hour contracts. When used in construction contracts, substitute the words "completion time" for "delivery schedule" in the last sentence of the clause.

Excusable Delays (Apr 1984)

(a) Except for defaults of subcontractors at any tier, the Contractor shall not be in default because of any failure to perform this contract under its terms if the failure arises from causes beyond the control and without the fault or negligence of the Contractor. Examples of these causes are (1) acts of God or of the public enemy, (2) acts of the Government in either its sovereign or contractual capacity, (3) fires, (4) floods, (5) epidemics, (6) quarantine restrictions, (7) strikes, (8) freight embargoes, and (9) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor. "Default" includes failure to make progress in the work so as to endanger performance.

(b) If the failure to perform is caused by the failure of a subcontractor at any tier to perform or make progress, and if the cause of the failure was beyond the control of both the Contractor and subcontractor, and without the fault or negligence of either, the Contractor shall not be deemed to be in default,- unless-

(1) The subcontracted supplies or services were obtainable from other sources;

(2) The Contracting Officer ordered the Contractor in writing to purchase these supplies or services from the other source; and

(3) The Contractor failed to comply reasonably with this order.

(c) Upon request of the Contractor, the Contracting Officer shall ascertain the facts and extent of the failure. If the Contracting Officer determines that any failure to perform results from one or more of the causes above, the delivery schedule shall be revised, subject to the rights of the Government under the termination clause of this contract.

Does the government have a wage restrictions to contractors workers on this contract?

A – No

Does contractors need to have a website?

A – No

Is this opportunity open for US-based corporations or only Mexican entities? The bid documents don't specify, it seems open.

A – This Request for Quotations is open to all interested parties. Regardless of their nationality.

We searched on BETA.Sam for previous award information but was unable to locate this data.

Would it be possible to obtain a copy of the previously awarded contract or steps to take it?

A –

Current Contractor: JK Mexico SA. de CV.

Standard Services 12 mo Total: $2,383,464.00 MXN

Temporary Services 20 m^2 Toral: $8,400.00 MXN

(Base Year prices)

Was the WEBEX pre-quotation meeting recorded? or access to a transcript?

A – No, Please refer to Q&A Part 1 for details.

Is it too late to register for a site visit?

A- Yes

List of special material

A – Please refer to Q&A Part 1 for details.

Information provided is based upon historical monthly usage under the current contract. The amount of supplies utilized under the current contract may differ from that under this solicitation

List of MONTHLY materials. Please note these may vary per month and COVID-19 contingency Compound occupancy plan is not considered.

A. 50 pq toilet paler (40 pz)

B. 40 boxes hand paper towel (200 pz)

C. 4 boxes clear trash can bags 40 cm x 48cm (20 pz)

D. 2 box trash can bags 24cm x 24cm (20 pz)

E. 5 cotton mops

F. 3 lt concentrated aroma

G. 8-gal hand soap

H. 4-gal dish washer

I. 8 lt all-purpose cleaning

J. 15 lt whitener

K. 8 cans steel cleaner

L. 10 pz bar soap

M. 6 pz spray aromas

N. 10 bags of 900 gr powder detergent

O. 10 white flannel

P. 10 gray flannel

Q. 10 dish washing sponges

R. Other materials to consider

S. 1 gal vinegar

T. 1 gal carpet grease cleaner

U. 16 micofiber rags

V. 2-gal floor polish

W. 2 pz, wood polisher

X. 5 brooms

Y. 5 dust pan

Z. 1 box seat cover (500 pz).

RFQ Document does not specify the cleaning of parking lots and police station. Is it included?

A – Yes, it is included as “Other areas”, square meters are included. Please see 3.0 LOCATIONS

FOR JANITORIAL SERVICES

Please specify square meters to consider. 22,316 or 35,000?

A- The correct area is 35,259 square meters. 3.0 LOCATIONS FOR JANITORIAL SERVICES

Provide list of previous contractors

A- Pulkro and Janiking

Provide list of interested contractors to bid.

A- We cannot determine all interested contractors to bid as the solicitation is open.

Provide a list of machines available for contractor.

A – 5 Hepa vacuum cleaner, mechanical sweeper. See solicitation Attachment 5 for a list of Government Furnished Property

Treatment for grease in parking lot.

A- Regular degreasing - NO heavy chemicals that could produce toxic fumes to others.

How much stock is the contractor required to keep available at the U.S. Consulate Facility.

A- 1 month supply. Please refer to Q&A Part 1 for details.

Is the Contractor staff allowed days off and holidays as local staff? If the Consulate is closed or short staffed, is the Contractor´s staff considered for a more flexible staff?

A- Contractor employees will not work on the days in which the Consulate is closed. Please see Clause 652.237-72 for a list of holidays in which the Consulate is closed.

The Department of State observes the following days as holidays:

New Year’s Day

Martin Luther King’s Birthday

Washington’s Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Mexican Holidays can vary

Anniversary of Mexican Constitution (1st Monday in February)

Benito Juarez's Birthday (3rd Monday in March)

Holy Thursday (varies)

Good Friday (varies)

Mexican Labor Day (May 1)

Anniversary of the Battle of Puebla (May 5)

Mother’s Day (May 10)

Mexican Independence Day (September 16)

All Soul's Day (November 2)

Anniversary of Mexican Revolution (3rd Monday in November)

Is exterior furniture cleaning required?

A – Yes

Does the current onsite supervisor speak English?

A- Yes, not fluently

Is it the Janitorial Contractor´s responsibility to change and maintain the aroma mechanisms?

A – No, these belong to a separate contractor.

Should Janitorial staff pick up trash inside green areas?

A - No, only on the walk ways, and on the sides if they can reach it. Janitorial staff must not go inside green areas. Green areas are maintained by the gardening contract.

Is there a special brand you recommend for treating wood finishing on walls?

A - USG cannot recommend brands, however we suggest using neutral scents to avoid complaints.

Is Janitorial Staff getting a Badge?

A- Yes, after successful background check, please reference section 4.4.1 - Personnel Security.

There are plastic wheel marks on the workshops floors, should we remove them?

A – Yes, trying to keep floors as clean as possible at all times.

Is there a color code for mops or only rags?

A- Currently only rags.

What is the schedule for cleaning special offices like HU, CA, etc?

A - Schedule will be provided by management of pertain office in due time. During working hours.

Why is it a big difference in square meters from the floors vary by a lot?

A- Square meters in SOW specify areas to be cleaned by contractor and may not reflect the entire square meters per floor. Building configuration is different on each floor, 2nd floor area considers visitors areas.

Can we (contractor) offer private insurance beyond IMSS?

A- Yes, the government only requires what is obliged by Mexican law for employees.

Does the US Government weights in on wages to employees and if yes, what is the wage structure?

A – No

How many times a year has temporary additional services used and cost per request?

A – We forecast only 1 time in a year. Please refer to Q&A Part 1 for details on cost.

Usually additional services are required for the annual Independence Day celebration hosted after regular business hours on our third floor terrace. Services usually include additional cleaning immediately prior to, during and immediately following the event. All temporary additional services are regularly provided services that are requested outside of normal business hours.

Disinfecting for COVID-19 is a scheduled event or a random one? Would you know the average cost per cleaning?

A – COVID-19 disinfecting areas will be notified to Contractor by COR in a need-by basis. USG does not have an estimate for this cost.

Would you have the name of the product used for the windows other than Top Job, Joy, Palmolive Liquid or Windex Ammonia Free and polisher for the floor?

A - Please refer to ATTACHMENT 2 Page 28 for cleaning instructions for Forced Entry/Ballistic Resistant products. It is the contractor’s responsibility to prove that other proposed cleaners for FEBR windows meet the same specifications as Top Job, Joy, Palmolive Liquid, or Windex Ammonia Free. Other proposed cleaners will need to be approved by the Technical Evaluation Panel. As for the floor, USG does not have a preferred product. It would be a long process to approve other products. Contractor must submit and wait for approval before using a different product.

Are you suggesting those liquids for the removal of heavy oils, tars, graffiti, paints, etc., or you have other suggestions?

A- USG will not suggest a specific brand or product to clean, except for the specific case of FEBR.

When a contract is awarded, when will the contractor receive the first payment and would that be in US dollars or Mexican pesos?

A- Please refer to the Prompt Payment Act referenced in 52.212-4 Contract Terms and Conditions- Commercial Items (Oct 2018) at (i) Payment.

What is Part 12 of the Contract? Because in the RFQ we recieved I can only see until Part 11 (Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12 )

A – It refers to Part 12 of FAR and DOSAR Clauses, not the RFQ

During our visit, Octavio mentioned that when we submit our Company´s information and documentation. We did not recieve what documents like “acta constitutiva” we must submit.

A- Please refer to SECTION 3 – SOLICITATION PROVISIONS

In section 3.0 del RFQ ( LOCATIONS FOR JANITORIAL SERVICES) (page 18), do we have to fill out or is it informative? Because it is not clear how to fill.

A - It is only for your reference. You do not need to fill out any information.

In the FORM 1449, section “17a" CODE and FACILITY CODE, refers to postal code? Or what code?

A- They both refer to internal control codes. No need to fill.

Quotes are due on January 8, correct?

A- Yes