19S16026Q0004 QandA 1_23_2026.pdf

Questions & Answers

RFQ Number: 19S16026Q0004, Janitorial Services

Date: January 23, 2026

Question 1: With regard to the cleaning of the Chancery offices, the tender documentation states that cleaning must be carried out on weekday mornings

(Monday to Friday). Could you please clarify whether a specific time is defined by which the cleaning staff must complete their work?

Answer 1: For the purposes of this contract, “morning” is defined as 07:00 to

12:00.

Question 2: For the cleaning of the GSO Annex, Marine House and CMR, the documentation states that the premises must be cleaned in the afternoon. From what time onwards is it permitted to start cleaning at these locations?

Answer 2: For the purposes of this contract, “afternoon” is defined as 12:00 to

15:00.

Question 3: For the location at Prešernova Street, is the presence of cleaning staff between 7:00 and 15:00 always mandatory, or is it possible to deploy the staff during that time to other locations (e.g. for cleaning at Marine House)?

Answer 3: Cleaning staff presence at the Chancery (Prešernova 31, Ljubljana) is required as follows:

• Monday: 07:00 – 15:00

• Tuesday: 07:00 – 12:00

• Wednesday: 07:00 – 15:00

• Thursday: 07:00 – 12:00

• Friday: 07:00 – 15:00

Question 4: The tender documentation states that a total of three (3) persons are required to perform the contract. Can we correctly understand this requirement as two permanent cleaning staff members and at least one replacement person?

Answer 4: We leave the determination of labor division to the contractor, however our projection is that one person can handle the required services at all locations, specifically at the Chancery and GSO Annex. The other two individuals must be security cleared to provide coverage when regular personnel are unavailable.

They may also clean at other locations if preferred, subject to COR approval.

Note: Staff assigned to temporary make-ready cleaning do not require security clearance.

Question 5: Under the “full cleaning” services, tree pruning and grass mowing are listed. At the same time, these services are included as a separate item in the price schedule. Does this mean that these services may be charged separately, in addition to the amount defined in the offer for cleaning per square meter?

Answer 5: Yes, gardening services such as tree pruning and grass mowing would be quoted and charged separately, depending on the location and as needed.

Question 6: The same question applies to the cleaning of awnings, fences, and paths around the buildings. Can these services be invoiced separately under the

“full cleaning” item?

Answer 6: Yes, cleaning of awnings, power washing in front of the house, and cleaning of fences would be quoted and invoiced separately, depending on the location and as needed.

Question 7: Regarding “full cleaning”, we would also like to ask whether work at height is paid additionally, for example: hard-to-access windows, winter gardens, non-walkable canopies or roofs.

Answer 7: Yes, work at height—such as cleaning hard-to-access windows, winter gardens, non-walkable canopies, or roofs—will be paid additionally, depending on the location and as needed.

Question 8: Could you please confirm whether certificates regarding ongoing criminal records are no longer required as part of the tender documentation?

Answer 8: Certificates of criminal records are not required to be submitted with your quotation. However, after contract award, these certificates must be provided for all personnel who will work at our locations (see section 4.4.1).

Question 9: With regard to the employees, the tender documentation states that they must possess a Slovenian identity card or passport. Could you please clarify whether employees who do not hold a Slovenian identity card, and who prove their identity solely with a valid visa, are considered acceptable?

Answer 9: A valid work visa, together with a copy of valid identification documents, is acceptable (subject to RSO approval). Please note, we reserve the right to deny access to U.S.-owned and U.S.-operated facilities to any individual

(see section 4.0).