19RB1026Q0001_Questions and Answers March 6 2026.pdf

U.S. Embassy Belgrade, Serbia Solicitation 19RB1026Q0001

NEC janitorial services Questions & Answers

As of March 6, 2026

1. Question: Could you please provide the monthly usage data for all consumable items used in kitchens and restrooms, including toilet paper, all types of paper towels, and plastic trash bags?

Answer: Monthly quantities provided are approximate:

Toilet Paper - 700 rolls Paper Multifold towels - 500 packages Paper Tork Roll - 340 rolls Paper Kitchen Towels - 70 rolls Plastic trash bags - 2000 bags Liquide soap – 20 liters

2. Question: Are the soap dispensers for foam soap or liquid soap?

Answer: Soap dispensers for liquid soap.

3. Question: What is the approximate monthly consumption of paper goods and liquid soap?

Answer: Please refer to our response to question 1 for further information.

4. Question: Does the Embassy require any additional employee background checks that should be factored into the pricing (such as police clearance certificates or court record checks)?

Answer: Yes, the Embassy does require specific background checks for contractor employees.

5. Question: Could you please provide us with the approximate number of employees at the embassy so that we may more accurately plan the required quantities of consumable supplies (such as soap, paper towels, etc.)?

Answer: For security reasons, the Embassy is unable to disclose the specific number of employees. Please refer to our response to question 1 for further information.

6. Question: Could you please provide us with information on the previous average consumption of materials, so that we can plan future procurements as accurately as possible?

7. Question: Is the delivery of paper towels to field locations (such as the residence, warehouse, etc.) also included in our scope of responsibilities?

Answer: There are no field locations under this scope of contract.

8. Question: Could you provide an estimated monthly consumption for the following items:

(1) Toilet Paper

(2) Paper Towels:

2.1 Multifold paper towels

2.2 Paper Roll Towel

2.3 Paper Kitchen Towels

(3) Plastic trash bags

9. Question: Is there a specific format required for the submission of the Transition Plan and Work?

Answer: There is no specific format.

10. Question: Will the government consider equitable adjustments to the Firm Fixed Price (FFP) in the event of an increase in the minimum wage mandated by the Government of the Republic of Serbia?

Answer: The Government will not provide price adjustments for such changes under this FFP contract structure.

11. Question: Will the outgoing cleaning contractor provide a handover, or will the Embassy provide access to the schedules?

Answer: The Embassy will provide all necessary instructions required for the successful start of the contract.

12. Question: Are we required to replace the existing consumables on Day 1?

Answer: No there is no requirement to replace the existing consumables.

13. Question: I would like to kindly ask for your assessment and experience regarding the required quantities, specifically the estimated monthly consumption of toilet paper (both folded and in rolls), paper towels (both folded and in rolls), and liquid soap.

14. Question: Does the Embassy accept a joint offer (e.g., consortium/joint venture/teaming) submitted by two companies? If yes, please clarify: Who should be listed as the Offeror/Prime on the SF-1449 and who should sign the offer?

b) Do all members of the joint offer need active SAM registration/UEI (and NCAGE for non- U.S. entities), or only the prime?

c) How will responsibility and past performance be evaluated for a joint offer (collectively or per member)?

d) Alternatively, is it acceptable to submit an offer as a prime contractor and use a subcontractor, without submitting a joint offer?

Answer: Yes, the Embassy accepts joint offers. List the joint venture entity as the Offeror in Block 17a, include each party's name and unique entity identifier in the representation sections, and have the joint venture's authorized representative sign Block 30a.

b) For joint ventures, the solicitation requires identification of each party's unique entity identifier in the representations. All members of the joint venture need their own UEI numbers.

c) Past performance is evaluated based on the joint venture's combined capabilities.

Responsibility determination assesses whether the joint venture as a whole meets requirements.

d) Yes, this is acceptable. In a prime contractor with subcontractor arrangement, only the prime contractor needs SAM registration/UEI, signs the offer, is listed on the SF-1449, bears full responsibility for all contract performance, and is the focus of past performance evaluation.

15. Question: Please confirm that the PWS scope applies to all buildings/areas listed in the solicitation and that there are no excluded or additional areas beyond those shown in the area schedule.

Answer: Based on the solicitation, the PWS scope applies to all buildings and areas explicitly listed in Section 3.

16. Question: Is any “initial deep cleaning” expected at contract start? If yes, should it be included in the fixed monthly price or treated as a temporary additional service / separate line item?

Answer: There is no specific requirement for the “initial deep cleaning” at the start of the contract.

17. Question: a) Please confirm whether the glass cleaning requirement covers interior glass only or includes exterior windows as well.

b) Please confirm the maximum height/level included in the standard scope without special access equipment (platform/lift), and whether any high-level and/or exterior glazing should be priced as a temporary additional service.

Answer: Please refer to Scope of Work section 1.3.4

18. Question: Please confirm whether periodic tasks (e.g., carpet extraction/shampooing, machine scrubbing, stripping/waxing/polishing if applicable) are expected within the fixed monthly price or as temporary additional services.

Answer: All cleaning requirements from the Scope of Work should be part of fixed monthly price.

19. Question: a) Please confirm which areas are “escort required” and describe the practical process for obtaining escort access (request method, typical lead time, and whether any areas can be accessed by cleared personnel without escort once badges are issued).

Answer: Embassy will provide escorting for all regular cleaning tasks in areas where escorting is required.

b) The PWS indicates standard services are performed Monday–Friday between 08:30 and 17:00.

Please confirm whether contractor staff may perform any tasks outside these hours (before 08:30 and/or after 17:00), and if so, under what conditions.

Answer: If needed, contractor may perform any tasks from 07:00 until 19:00 during workdays.

20. Question: a) Please confirm whether the contractor is responsible for supplying and replenishing consumables (paper towels, toilet paper, soap, trash liners/bags), or whether these are provided by the Government.

b) If the contractor is responsible, please confirm whether there are any approved brands/models beyond those stated in the solicitation, and whether the contractor must submit SDS/MSDS and obtain approval prior to use.

Answer: Please refer to Attachment 2, CONTRACTOR FURNISHED MATERIALS AND

EQUIPMENT

21. Question: During the site visit we observed different paper towel dispensers installed on-site. Some units appear to fit towels of approximately 22 cm width, while others fit approximately 25 cm width.

a) Please confirm the required paper towel width(s) to be supplied under this contract (22 cm, 25 cm, or both).

b) Please confirm whether the existing dispensers will remain in place, or whether the contractor is expected to supply and/or replace dispensers.

c) If the contractor is expected to supply/replace dispensers, please confirm whether the Embassy has an approved dispenser model/standard, and whether the contractor must match existing installations.

Answer: Please refer to Attachment 2.

22. Question: a) Please confirm whether the Government will provide janitorial storage/closets and access to water/mop sinks and electrical outlets for contractor equipment.

Answer: Yes, Government will provide janitorial storage/closets and access to water/mop sinks and electrical outlets for contractor equipment.

b) Please confirm the waste disposal process: where waste is staged/disposed, who is responsible for moving it to collection points, and whether any “secure trash” procedures apply.

Answer: Waste is disposed in the trash room. One trash room is in the main Chancery building and second is at the Servis Entrance. Moving waste from first to second trash room is not in the scope of this contract.

23. Question: a) Please confirm the required pricing format (fixed monthly price for standard services plus separate pricing for options/temporary additional services, if applicable) and the currency to be used.

b) Please confirm that evaluation will be based on the “grand total including all options” and whether any options are evaluated for award purposes.

Answer: Please refer to Section 1, paragraph 1.2 PRICE SCHEDULE, which requires fixed monthly pricing for base and option years plus DBA and materials costs (up to $1,000 equivalent annually).Additionally, please refer to Section 4, FAR 52.217-5 EVALUATION OF OPTIONS.

24.Question: Please confirm that VAT should not be charged/included due to Embassy tax exemption and advise how you prefer this to be reflected on invoices.

Answer: Please refer to Section 1, paragraph 1.1 VALUE ADDED TAX and to Section 2, DOSAR 652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE).

25.Question: At proposal submission, is it acceptable to provide a statement of intent to obtain the required insurance upon award (with insurer details), or do you require a Certificate of Insurance (COI) already with the offer?

Answer: For general liability insurance, either is acceptable.

26.Question: Please confirm that the DBA premium must be included in our offered price and that DBA coverage will be arranged upon award (as applicable).

Answer: Please refer to Section 1, paragraph 1.2 PRICE SCHEDULE, which includes a separate line item for "Defense Base Act Insurance (DBA)”. The offeror shall not purchase it until after award, but it must be included in the price of the quote.

27.Question: Please confirm whether it is acceptable to submit an offer while SAM/NCAGE registration is in progress, provided that proof of active SAM registration/UEI is available prior to award.

Answer: The offeror shall provide proof of SAM registration to include the SAM UEI number as part of the offer submission.